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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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3. Double-click the relevant tables in the lower part of the window to place them in the top part. The tables displayed at the top part of the window are the tables from which you can retrieve data for the query. 4. To delete tables from the list, place the cursor in the row you want to delete and from the Data menu, choose Delete Line. 5. Choose Next to proceed to the Result & Sort Fields Selection window.
Procedure

Removing Tables from the Tables Area

Procedure 1. Select the table you want to remove. 2. Choose the X button.
Procedure

Selecting Fields for the Query

Procedure 1. Choose the required table in the Tables area. 2. Double-click the required fields in the Fields area to select them. The selected fields are entered into the Select box.
Procedure

Printing Query Results

Procedure 1. Print the query directly by choosing Print. 2. Enter preferences for the print version by choosing Print Preview. The Print Preferences window opens. If a document template for printing is specified as the default for a query, the application automatically selects it and prints the query results of this template, or displays it on the screen. 3. Choose the Window option button to print the window as it is displayed on the screen. 4. Choose the Table option button to print the entire table, including the rows and columns not visible on the screen.
Note

Note

You can also use this function to select particular rows and columns for printing. To do so, click the row number or the column header. End of the note. 5. Enter a header to be printed in the Title field. The system automatically proposes the name of the query.

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6. 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. 7. Select the Add Date check box to ensure that the current date is printed in the header. 8. Choose OK to save your settings. The print preview appears on your screen.
Object

Queries Window

This window displays the results of a query executed from either the query wizard or the Query Generator tool. The upper section displays the script of the executed query; the lower section displays the query results in a table.
Queries Window

Hide / Display Query Structure Choose to hide the query script. Edit Query Script
Edit

(Edit) Enables editing the query script. Block Query Script

Prevents changing the query script. Table Displays the query results. The columns are a result of the selection criteria you defined in the Query Interface window. Execute Choose to run the query again. Cancel Returns you to the window from which you executed the query. Reverse Table Choose to display the table either from right-to-left or from left-to-right. Graph Choose to display the query results as a graph. Save Opens the Save Query window where you can save a new or changed query for future use. Open Opens the Open Saved Query window. More Information Query Wizard Query Generator

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Object

Query Generator Window

Use the Query Generator window to define and create your own queries. Select tables and fields on the left, conditions and variables on the right of the window.
The Tables Area

Use this area to select as many tables as you need for your query. When you select a table, its fields immediately appear in the Fields area. Fields that are related to other tables are displayed in bold typeface. You can add the related table to the list of selected tables by dragging the related field to the Tables area.
The Fields Area

The Fields area includes two columns: Name and Description. In the resulting report, field descriptions are used as the field titles.
The Query Area

Select Displays selected fields separated by commas. The fields in this area appear with a T0, T1, ... Tn prefix, which represents the table number from which a field is taken. 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. The application assigns the prefix number according to the order in which the tables were selected. Where The area where the query conditions are defined and formulated. Sort by Define how to sort the query results.
Example

Example

You create a query that lists the numbers of all sales quotations created by specific users for specific customers. To sort the query results by user, specify the User field in the Sort by area. End of the example. Group by Group the query results according to specific criteria.
Example

Example

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You want to create a query that lists the customers to whom sales quotations were issued during a defined period. In this case, you group by customer code, so that each customer appears once, regardless of the number of sales quotations issued to each one. End of the example. Conditions Opens the Conditions area in which you choose variables and conditions. 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. The Query Wizard is an interface through which you can view the database tables and fields. It enables you to create queries based on the database logic.
Note

Note

You can create queries that only retrieve data, not manipulate or change it. End of the note. 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.
Query Wizard: Select Tables for the Report

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Table Displays the table code that is defined using four characters, for example, OITM. Press TAB to open the List of Tables window. From the window, select the table(s) from which you want to retrieve data. Each table you select is placed in a separate row in the table. Description Displays the full name of the tables you select, such as Items. Lower Table Displays the codes and descriptions of tables related to the table in the highlighted row of the upper table. 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. To add a table from the lower table to the upper table, double-click the relevant row in the lower table. 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.
Query Wizard: Select Fields and Sort Orders

Table From the drop-down list, choose the table in which the required field is found. Only the tables you selected in the previous step and the Comp. option are available here. Field Press TAB and choose the required field from the Choose from List window. This window displays fields from the selected table only. Heading Displays by default the field description. Change this text to display a different heading in the report results. Sort Order Use an integer (1, 2, 3) to set the sort priority for the selected field. Sort Type Select an ascending or descending order for sorting the query results of a field that has a sort order assigned. Group (Y/N) Choose Yes to group the report results according to the results in this field, or leave empty if you do not want to group.
Caution

Caution

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In grouped rows the computation options are disabled. End of the caution. Comp. 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, but not the records themselves. 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, such as quantities and amounts. Average Calculates and displays the average of the values of that field in the retrieved records. Minimum Displays the smallest value of this field from within the retrieved records. Maximum Displays the largest value of this field from within the retrieved records.
Note

Note

To cancel a previous selection, click the column and select the blank row from the drop-down box. End of the note.
Note

Note

A row in which one of the computation options is selected cannot be grouped. End of the note. 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. This title will be the header of the calculation column in the query results window. Table Select the table that contains the field you need for the calculation. Only tables selected in the Select Tables for the Report step are available. Field

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Choose the field you need for the calculation. Oper. 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. Only tables selected in the Select Tables for the Report step are available. Field Choose the field to which you want to apply the calculation. 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. Both conditions and relations are based on the database structure and logic.
Display Conditions Tab

Brackets Columns ( ) Define the priority sequence of the conditions. Click these columns to select the appropriate bracket type. Table Click this column to select the table for which you want to set conditions. Field Click this column to select the required field from the selected table, for which you want to set conditions. Condition Click this column to choose the required condition: Equal, Greater than, Smaller than, Not equal, Contains, and so on. 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

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If no value was entered in the Customer/Supplier Ref. No. field in a marketing document, the value of that field is NULL. End of the example. Table Click this column to select an additional table. 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, such as string or number Variable enter the string [%0] to create a query that first displays a field for entering a value, and then runs
Note

Note

Each variable is unique. Therefore, if you have to define more than one variable, you should name them as follows: [%0], [%1], [%2]... End of the note. And/Or This column enables you to define complex conditions, by defining the relationship between two or more conditions that you define. 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. When this check box is selected, SAP Business One adds another condition. 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. From Table Select the check box All to display data from the table that appears in the To Table section of the query results. To Table Select the check box All to display data from the table that appears in the From Table section of the query results. More Information Query Wizard
Object

Query Wizard: Query Wizard Completed

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This window displays the script of the query you defined using the Query Wizard. To execute the query, choose Finish; to move to the previous step, choose Back. 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. You access system queries either from the different modules in each module the relevant system queries appear as entries in the menu, identified with the icon them from
Object

or by choosing

Tools

Queries

System Queries

Customize User Shortcuts

Use the Customize window to define your own shortcut keys for opening frequently used windows. To access the window, choose Tools My Shortcuts Customize .

The List tab lists all the shortcut keys and the windows to which those keys are allocated. On the Allocation tab you choose the shortcut keys for selected windows. The Allocation tab is divided into two panes. The left pane displays modules in SAP Business One. The right pane displays windows in the selected module.
Customize Window Fields Allocation Tab

Shortcut Select a shortcut key to allocate to a window. Current Window Name of the window to which you have allocated a shortcut key. Module List of all modules in SAP Business One. Window List of windows from the selected module to which you can allocate a shortcut key. Allocate Assigns the selected shortcut key to a selected window. Remove Cancels the shortcut key allocation.

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More Information Tools Menu


Function

User-Defined Values

The User-Defined Values function enables SAP Business One users to enter values, originated by a predefined search process, for any field in the system (including user-defined fields). 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, for example, the value in field X influences the value in field Y. Displaying fields that can only be displayed using queries, for example, User Signature, Creation Date, Open Checks Balance (for business partner), and so on Choose Tools User-Defined Values to access the entered values.

For more information, see http://help.sap.com. 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 - Setup window. The field directly beneath the radio button is used to select the saved query.
Procedure

1. Double-click the field below the radio button. The Queries Manager window displays. 2. Locate the required query and double-click it. The query name will be entered in the field. 3. Choose Update.
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.

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To conduct an auto refresh, choose the field type for the refresh operation (Title or Table) and the field name. You can select the field from the dropdown menu. Select the option 'When exiting altered column' to refresh when a Table type field changes. Select the desired field from the list of Table fields found in the drop down menu (located under Auto Refresh When Fields Change). Any change in the selected field will cause the search field to be refreshed. If you deselect the Auto Refresh When Fields Change checkbox, values can only be entered in the text field by selecting the field and choosing Shift+F2 (or selecting menu bar). Tools User-Defined Values from the

When this checkbox is selected, the refresh is performed when one of the two field types changes: Title field: Any field in the window located outside the windows table. Table field: Any field located in the windows table. If the Auto Refresh When Fields Change checkbox is selected, the dropdown menu below it becomes active. 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. If the field is linked to a query, this opens a multi-row Choose From Listwindow, the first value appearing on the list will be chosen during an Auto refresh. Avoid using the Refresh Regularly option for this type of query because it might affect documents you did not intend to affect. Auto refresh is not be implemented in fields that cannot be updated, for example Account Code in an existing journal entry and Item Code in an existing Delivery note. As a result of the Auto refresh (of editable fields) the document's status changes from Okto Update. Press the Update button or the Enter key to update the document (if the value in the field has changed). Therefore, ensure that the autorefreshed query is required before selecting this option. Display Saved Values: Select Display Saved Values to display the value saved in the field during the addition/update of the document i.e. the value saved in the database. The field will be refreshed only if you replace the field linked to the query.
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. You can display user-defined fields in the print layout designer or in the Query Generator window. To display the Manage User Fields window, choose Fields - Management . Tools Customization Tools User-Defined

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For more information on user-defined fields, see http://help.sap.com. 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, click it and press Update.
Function

User-Defined Objects

Use the User-Defined Objects function to add new business logic or new objects to SAP Business One. These objects are created with the help of existing SAP Business One functionality. You can create the following types of objects: Master data, for example Business Partner Master data lines, for example, the Address in Business Partner Master Data Documents, for example, the A/R Invoice Document lines, for example, the Contents tab in the A/R Invoice In addition, services for the new object can include history and log information. To add a user-defined object, you must have a registration - the User-Defined Registration Wizard. As an option, we recommend Object Implementation - currently we support C++ objects only. Create a table before you create an object, and then link it during the registration. While creating the table, define an additional field to set the table type. Additional fields, including all the default properties, are added by SAP Business One automatically.

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To access the Registration Wizard, choose Wizard .

Tools

Customization Tools

Objects Registration

For more information, see http://help.sap.com. More Information Tools Menu


Object

Window Menu

The Window menu enables you to cascade or close all the open windows, to change the color of a window, to activate a particular open window, and to display or hide the Main Menu. 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. Closes all open windows with the exception of Main Menu. Lets you choose a color for the active window. Sets the SAP Business One Main Menu as the active window. This is useful if you have closed Main Menu accidentally, or need to bring it to the top of a number of open windows. Displays the Messages/Alerts Overview window, which shows your E-mail, SMS, and fax messages, and your alerts. Displays the Calendar, so that you can view your meetings, telephone calls, and other activities.

In addition, when you open a new window, its name is added to the Window menu. You can then activate the window from that menu. To switch between two or more open windows, press Ctrl+1, Ctrl+2, and so on depending on the number of open windows. 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; provide feedback about the application and documentation; and submit messages to the support center. Help Menu Options Menu Option Activity/Description

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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. Documentation The option is active only if the field is enabled (not read-only). Additional Documents: to launch the Additional Documentation screen from which you can access the Administrator's Guide, Release Notes, and other documents provided with SAP Business One Help Settings: to specify the language of 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, which includes useful links to documents and training material. 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, following explicit instructions from a support consultant Enables you to submit your feedback about application functionality and/or the documentation. Your Feedback About
Function

Welcome Screen

This option is not for submitting messages to the support center. Displays the exact version and build of SAP Business One that you are using.

Toolbar

The toolbar is a collection of icons, located below the menu bar, that provide easy access to commonly used functions. Active functions are shown in color, while inactive ones are grayed out. The functions represented by the buttons are also available in the menu bar. To hide or show a toolbar, right-click in the toolbar area and select or deselect, as required. Toolbar Icons Icon
Print Preview... Print...

Description/Activity Enables you to view a document before printing. See also Print Preview. Prints the active document on the specified printer. Displays the Send Message window, in which you add the E-mail address and enter the text of the message. Displays the Send Message window, in which you enter the phone number and the text of your SMS message.

(Print Preview...)

(Print...) (E-mail...) (SMS...)

E-mail...

SMS...

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Fax...

(Fax...)

Displays the Send Message window, in which you add the Fax number and enter the text for the fax. (Export to MS- Enables you to export data to Microsoft Excel. (Export to MS-

Export to MS-EXCEL...

EXCEL...)
Export to MS-WORD

Enables you to export data to Microsoft Word. Enables you to export data as a PDF (portable document format) file.

WORD)
PDF

(PDF) (Launch

Launch Application...

Application...)
Lock Screen... Find... Add...

Enables you to launch different applications directly from SAP Business One. See also Launch Application. Enables you to lock the active screen. See also File Menu. Switches to Find mode. See also Working in the Find Mode. Switches to Add mode. See also Working in the Add Mode.

(Lock Screen...)

(Find...) (Add...) (First Data Record) (Previous Record)

First Data Record

Previous Record

Enables you to navigate between objects of the same type. See also Data Menu.

Next Record

(Next Record) (Last Data Record) Enables you to search and display specific data in SAP Business One. See Filters in SAP Business One. Enables you to sort data in a table. See Sorting Data in Tables. (Base Document...) Displays a document that has been created on the basis of the selected document or as a follow-up to the selected document. For example, you can view the original sales quotation or the subsequent A/R invoice from a (Target delivery. Displays the Gross Profit window for a sales document. See Gross Profit.

Last Data Record

Filter ...

(Filter ...) (Sort...)

Sort...

Base Document...

Target Document...

Document...)
Gross Profit...

(Gross Profit...)

Payment Means...

Enables you to specify payment means for a document. See Payment (Payment Means...) Means. (Volume Calculates the volume and weight of the items in marketing documents. (Transaction Displays the Transaction Journal Report with the summary of all the accounting transactions. Lets you select a print layout template and edit templates for printing documents and reports. See Print Layout Designer. Displays the Form Settings window with the list of options for the active window. You can change these settings to modify the fields, rows, and

Volume and Weight Calculation...

and Weight Calculation...)


Transaction Journal...

Journal...)
Print Layout Designer...

(Print Layout

Designer...)

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Form Settings...

tables displayed in a window. Additionally, see Tools Menu. (Form Settings...) Displays the Query Manager window. For more information about queries, (Query Manager...) see Query Manager. Displays the Messages/Alerts Overview window, which displays user messages and alerts. The SAP Business One Calendar displays your scheduled meetings, phone calls, and other activities. Displays the SAP Business One online help.

Query Manager...

Messages/Alert Overview...

(Messages/Alert Overview...)
Calendar...

(Calendar...) (Context Help...)

Context Help...

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, system information, and the progress of lengthy work processes, for example, a report being executed, or a running search. The left corner of the status bar displays field names, the number of characters for each field, and error messages. If you have selected System Information from the View menu, the database information for each field on a form also appears, for example, the name of the database table, the number of the form for a particular field, and the position of that field in a table. The central area of the status bar displays the date and time. The right corner of the status bar displays input fields that you drag to that area, for example, the name and telephone number of your vendors contact person. 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. To display field information, position the cursor over a specific field and the field name and length appear. To display system information for each field in a window, choose position the cursor over a field and its relevant information appears. The following message types appear in the status bar: View System Information ; then

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Confirmation Message Provides information about the successful execution of system functions and does not affect your work; displayed against a green background. Information Message Informs about an action occurring in SAP Business One but does not disturb the workflow; displayed against a blue background. Error Message Appears when you cannot continue a specific action until the error is corrected; displayed against a red background. The error message describes the problem and may offer suggestions for correcting the error. More Information Status Bar
Procedure

Displaying User-Specific Information in the Status Bar

You can display user-specific information in the status bar. For example, while processing transactions for a certain vendor, place the name and the telephone number of the contact person in the status bar. The next time you open that window, the relevant fields appear in the status bar. Procedure
Dragging Information to the Status Bar

1. Open a window that contains fields you want to display in the status bar, for example, Business Partner Master Data. 2. Position the cursor on the required field, and drag it to the right-hand corner of the status bar.
Note

Note

You can display up to four fields. End of the note. Use this procedure to replace old information in the status bar by dragging and dropping new fields.
Note

Note

To delete the user-specific information from the status bar, press Alt and choose the field you want to delete. End of the note. More Information

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Status Bar
Function

Context Menu

The Context menu includes commands relevant to a window or one of its areas. These commands are shortcuts to the most frequently used functions, which may not be available from buttons, icons, or tabs, but are available from other areas in SAP Business One. The options in a Context menu depend on the window. For example, Gross Profit calculation is available from the A/R Invoice window, but not from the Business Partner Master Data window. To access a Context menu, either right-click the window/area, or press the Ctrl+Shift+F10 shortcut key. In certain cases, a submenu may also be available. More Information Menu Bar
Function

Modes in SAP Business One

SAP Business One includes four active work modes: Add, Find, Update, and Confirm. Use the Add mode to enter new data in the application. Use the Find mode to retrieve existing data. You can then view and update the displayed records. Use the Update mode to modify existing information. For example, when you change the business partner or item details, choose Update to approve the change and save it to the database. Use the Confirm mode (the OK command button) to confirm any data change in SAP Business One. 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, such as business partners, items, or sales and purchasing documents, in SAP Business One. The following example adds a new customer. Procedure

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1. Choose

Business Partners

Business Partner Master Data

The Business Partner Master Data window opens in Find mode. 2. Switch to Add mode in one of the following ways: In the menu bar, choose Press Ctrl + A. In the toolbar, choose
Add

Data

Add

(Add).

3. Specify the necessary data, and choose Add. Result You have created a new business partner record. 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. The following example finds an existing A/R invoice. Procedure 1. Choose Sales - A/R A/R Invoice .

The A/R Invoice window opens in the Add mode. 2. Switch to Find mode in one of the following ways: Choose Data Find in the menu bar.

Press Ctrl + F. Choose


Find

(Find) in the toolbar.

3. Enter the search criteria, for example, the customer code, and choose Find. Result A single invoice or a list of invoices appears.

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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. You can change business partner or employee information, sales or purchasing documents, and item or payment details. SAP Business One shifts to Update mode when you make a change to a current window. The OK command button becomes Update. Information that you cannot update is disabled. Use the following example to change the customer record you added in Working in the Add Mode. Procedure 1. Choose Business Partners Business Partner Master Data .

The Business Partner Master Data window opens in Find mode. 2. Find a customer you created earlier, as described in Working in the Find Mode. 3. Change the customers currency and update the contact persons details. 4. Choose Update to update the record and save it to the database. SAP Business One shifts to Confirm mode. 5. Choose OK to confirm the action and close the window. 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, for example, business partners, items, documents, and so on. You can use the following search functions: Enter one or more words or numbers as search criteria. Use wildcard characters to extend your search results. Run queries to find specific information in SAP Business One. For more details, see Query Wizard and Query Generator. Using wildcard characters extends your search results.

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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. For example, to create an A/R invoice, you need a customer and an item, which you find by running a search. SAP Business One may contain customers with similar names. In such cases, entering additional search criteria runs a more efficient search. Procedure 1. Choose Sales - A/R A/R Invoice .

The A/R Invoice window appears in Add mode. 2. Use one of the following to enter customer details, and then choose the relevant customer: If you do not know the customer code and name, pressing Tab or choosing From List) produces the List of Business Partners displaying your customer codes.
Choose From List

(Choose

If you know the first character of the customer code or name, specify it, followed by an asterisk (*). For example, entering C* and pressing Tab produces a list of all customer codes starting with C. If you know a partial customer code or name, placing it between asterisks (*) and pressing Tab displays a list of all records that fall within this range. If you know the full customer code or name, entering it in the field and pressing Tab displays the appropriate details in the window. 3. Once you have filled in the relevant details for the customer and the item, proceed with the A/R invoice as described in Creating Sales Documents. More Information Search Functions in SAP Business One
Procedure

Searching in Find Mode

Use the Find mode to search for existing data, such as business partner or employee records, item details, and sales or purchasing documents, in SAP Business One. Searching in Find mode is similar to searching in Add mode, see Searching in Add Mode. Procedure

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Use the example below to search in Find mode. 1. Choose Business Partners Business Partner Master Data .

The Business Partner Master Data window appears in Find mode. 2. Enter search criteria as follows: Enter the first character of the business partner code or name, followed by an asterisk (*), for example, A*. Choose Find, and select the relevant business partner code from the list that appears. If you know a partial business partner code or name, place it between asterisks (*) and press Enter to display a list of all the records that fall within this range. If you know the full business partner code or name, enter it and choose Find to display the appropriate details in the window. Fill in multiple fields to filter the search. 3. Once you have found a relevant business partner, you can view or update the business partner details. More Information Search Functions in SAP Business One
Object

Form Settings Window

The Form Settings window lets you display or hide frequently used fields, rows, and other options for an active window. You can also arrange the table or row format in each window, add more details, and restore default settings. The Form Settings option is available for the Main Menu, Setup, and List of... windows, sales and purchasing documents, incoming and outgoing payments, and reports. To access the window, choose More Information Main Menu: Modules Tab Form Settings for Sales Documents
Object Form Settings...

(Form Settings...) in the toolbar.

Graph Settings

Use the setting parameters in this window to define the appearance of graphs. To access the window, create a report whose data you want to display in a graph, and click .

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To display the Graph Settings window, choose Settings.


Preferences for Graph Fields

Graph Type Select a suitable graph type. No. of Rows To change the number of rows displayed, click Default Displays the default number of rows. Display Legend Details of the graph elements. Element Description of the field included in the graph. Including Displays the element data in the graph.
Function

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. 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, for example, business partner master data, or sales and purchasing documents. Approves a setting or a change, and closes the window. Cancels an action or a change, and closes the window. Saves changed data. For example, you can update business partner or employee records, or item details. Selects all check boxes in a window. The button usually appears in the Selection Criteria window of a report. Deselects all selected check boxes in a window. Shows more details of certain data in a window. Hides certain data in a window. In a wizard, enables you to proceed to the next window. In a wizard, enables you to return to the previous window. In a wizard, enables you to finish entering data and to complete or exit the wizard.

Changing Field Descriptions

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You can modify field names to match the terminology used in your company, enter new field descriptions, or change field formats. Procedure 1. Open the required window, for example, A/R Invoice. 2. Press Ctrl and double-click the name of the field you want to change. The Changing Description window opens. The current field name appears in the Original Description field. 3. Enter the new field name in the New Description field. 4. Select Bold or Italics if required, for example, you can make all the mandatory fields bold. 5. Choose Update and OK.
Note

Note

To revert to the default name, choose Restore Defaults. End of the note.
Function

Common Icons in SAP Business One

An icon is an image representation of a command for a particular operation or action. The following table describes the most commonly used icons in SAP Business One. Common Icons Icon
Choose From List

Description (Choose Use to search for values and criteria, for example, a business partner or an item. Use to select one condition, option, or value from a list. Use to access information from different sources. For example, while creating an A/R invoice, click to display detailed customer information stored in Business Partner Master Data. Enables you to expand information in a window and see more details. Enables you to display and look through different windows to make a selection.

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

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operations. These shortcut keys are equivalents of menu commands. SAP Business One provides general shortcut keys with which you might be familiar from other applications, and others you find only in SAP Business One. Many of the shortcut keys are in the menus themselves. See Menu Bar for more information. 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. 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. Press Tab. Press and hold Shift + Tab.

Enter any non-numeric character + Tab, for example, W + Tab. Enter a digit for a date + Tab, for example, 12+Tab for March 12, where March is the current month. Enter digits for a date and month + Tab, for example, 1212+Tab for December 12, 2006, where 2006 is the current year. Enter digits for a day, month, and year + Tab, for example, 121205+Tab for December Enter any date 12, 2005. Select the first row, press Shift and select the last row. Select successive rows Select any displayed rows Select the first row, press Ctrl and select the next relevant row. Press Ctrl + select the relevant row. 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.

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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...

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

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Use the following shortcut keys in incoming and outgoing payments. Shortcut Keys in Payment Documents Function Display the Payment Means window Menu Command Goto Means... 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... First Row Last Row
Ctrl Ctrl Ctrl

Shortcut key +L +H +E

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Proceed to the Remarks field Display the batch or serial numbers for the item, 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. By generating and displaying a list of drafts according to the users specifications, you can choose whether to remove, update, or add certain drafts. More Information Creating Regular Documents from Drafts Saving Documents as Drafts Deleting Drafts Document Drafts - Selection Criteria Document Drafts Window
Procedure

Creating Regular Documents from Drafts

Procedure 1. Depending on the type of document you want to create, proceed as follows: Sales documents Choose Sales A/R Sales Reports Document Drafts Report . In the Document Drafts Selection Criteria window, specify the required parameters and choose OK. Purchasing documents Choose Purchasing A/P Purchasing Reports Document Drafts Report Document Drafts Selection Criteria window, specify the required parameters and choose OK. Incoming payment documents Choose Banking Incoming Payments Payment Drafts Report . . In the

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Outgoing payment documents Choose Banking Payment Drafts. 2. Double-click the required draft. The document window appears in Add mode. 3. Make any necessary changes and choose Add.
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, it might be different than the one originally assigned to the draft. End of the note. Result The status of the draft is Closed. More Information Document Drafts
Object

Document Drafts - Selection Criteria

You use the selection criteria described in the table below to display document drafts. To access the window, choose one of the following: Sales A/R Purchasing A/P Reports Structure Document Drafts Selection Criteria Fields Field User Open Only When deselected, also displays drafts that have been created or are pending. Displays sales document drafts: Sales Quotations, Sales Orders, Deliveries, Returns, A/R Down Activity / Description Choose a user name for which you want to display drafts. Displays only the drafts that have not been added yet as original documents in SAP Business One. Sales Reports Document Drafts Reports Document Drafts Reports .

Purchasing Reports

Sales and Purchasing

Document Drafts Reports

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Payments, A/R Invoices, and A/R Credit Memos. Sales - A/R Select one or more options to include the drafts created for these documents. Displays purchasing document drafts: Purchase Orders, Goods Receipt POs, Goods Returns, A/P Down Payments, A/P Invoices, and A/P Credit Memos. Select one or more options to include the drafts created for these documents. Displays inventory document drafts: Goods Receipts, Goods Issue, Inventory Transfers, and Landed Costs. Select to include drafts for the inventory transfer documents. 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 - Selection Criteria window. Double-click a row to display and process a specific document draft. To remove or change the document draft status, choose the relevant option in the Data menu in SAP Business One. The following are the default fields. To see more details about the drafts displayed, choose Settings) and select additional columns. Structure Document Drafts Window Field Description/Activity Document, Document No., Posting Date, BP Code, These fields provide general information regarding the Total, Remarks displayed document drafts. More Information Document Drafts
Procedure Form Settings

(Form

Saving Documents as Drafts

In SAP Business One, you can save most documents as drafts. This allows you to change and process them before adding them to the database as regular documents. The following types of documents can be saved as drafts: Sales and purchasing documents

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Incoming and outgoing payments Checks for payment Inventory transfer documents Procedure 1. Select the document you want to save as a draft. 2. Specify all required data. 3. On the menu bar, choose
Procedure

File

Save as Draft

Deleting Document Drafts

The following procedure explains how to delete documents that were saved as drafts. Procedure 1. From the SAP Business One Main Menu, choose Reports , or Purchasing A/P Sales A/R Sales Reports Document Drafts .

Purchasing Reports

Document Drafts Reports

The Document Drafts - Selection Criteria window appears. 2. Set the required parameters to display the drafts you want to delete. 3. Select one draft, and in the menu bar, choose The selected document is removed from the list. 4. In the Document Drafts - Selection Criteria window, choose Update. 5. Repeat the procedure for each relevant draft. More Information Document Drafts Document Drafts - Selection Criteria
Function

Data

Remove

Filters in SAP Business One

Filters refine your search in SAP Business One. For example, when a report yields too many records, you can narrow the search to records pertaining to a specific customer code or due date range. The following table explains the various available filter rules.

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By default, SAP Business One saves the last filter for the Filter Table window and the form itself. The next time you open the form, it appears filtered. However, you can cancel this feature. 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. Displays all rows with records that do not equal the value in the Value field. Displays all rows with records that are within the range of values between the Value and To Value fields. 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.

Greater than Greater or Displays all rows with records that are larger than or the same as the value in the Value field. Equal Smaller than Displays all rows with records that are smaller than the value in the Value field. Smaller or Equal Displays all rows with records that are smaller than or the same as the one in the Value field. Is Empty Displays all rows that do not contain any records. Is Not Empty Displays all rows which contain records. 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. Procedure 1. In SAP Business One, select a document or report containing data you want to filter. 2. In the toolbar, choose
Filter Table...

(Filter Table...).

The Filter Table window appears. 3. Define the filter as required, selecting the appropriate rules and values. 4. Choose Filter to confirm filter definitions. The selected window appears with the required filtered data. The filtered fields appear with the (Filter) icon. 5. Choose OK to close the Filter Table window.
Removing Filters from the Form
Filter

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1. To remove the filter from the document or report, choose More Information Filters in SAP Business One Filter Window Fields
Object

Filter Table...

(Filter Table...) in the toolbar.

Filter Table Window Fields

The Filter Table window lets you set rules to retrieve specific results for any data you have specified. To access the window, select a form and the data you want to filter, and choose
Note Filter Table ...

(Filter Table ...).

Note

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

Field Displays fields of the selected form, for example, G/L Accounts and Business Partners. Rule Select one of the rules according to which you want to filter the records. Value Select a value to answer the rule. To Value Select a value if the rule that you have selected is either In Range, or Out of Range. For all other rules the field is disabled. Filter Confirms filter definitions. After confirming, choose OK to close the window. Cancel Cancels the selections and closes the window. Clear Deletes all filter definitions that you have made. More Information Filtering Data in SAP Business One Filters in SAP Business One

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Procedure

Sorting Data in SAP Business One

Procedure In SAP Business one you can change the order in which data appears in tables. Usually, data is presented in ascending order according to the contents of the first column. To sort the data in descending order, press Alt and double-click a column header. To sort the data in ascending order, double-click the header of a column. For example, you can sort the list of customers by the customer name. More Information Sorting Data in Tables Sort Table Window
Procedure

Sorting Data in Tables

Use the procedure below to sort records in tables. Procedure 1. Open any window containing a table, for example, the Open Items List. 2. Choose Data Sort Table .

The Sort Table window appears. 3. In the Column field, select the first column to be sorted. 4. In the Order field, select whether to sort the data in ascending or descending order. 5. After specifying all the sort criteria, choose Sort Table. Result The data is displayed in the sorted order. More Information Sorting Data in SAP Business One
Object

Sort Table Window

Use the Sort Table window to sort records, in ascending or descending order, in tables, for example, in reports.
Sort Table Fields

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Column Select any table column by which you want to sort first. Order Select an ascending or descending order for sorting the records. Restore Default Restores the default view of the records. 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 companys information, as well as extensive reports and detailed documents covering every aspect of your business, all in real-time. SAP Business One offers an all-in-one solution for sales, production, accounting, purchasing and administration, right through to banking. To begin working with the system, 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, the internal mail organization, 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

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To ensure that SAP Business One operates according to your company's specifications, use the following checklist to ensure that all the required areas have been configured and the default settings have been defined. Although you can use SAP Business One without configuring these settings, it is not an efficient way to use the system and many difficulties may occur. Prerequisites To test your configuration, create a test company. System initialization must be performed separately for each company that is defined in SAP Business One. The demo company that is provided with the installation is not suitable for this purpose. 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

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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. At the end of this period, you will no longer have access to SAP Business One. To continue working with SAP Business One after the evaluation period, you must get a permanent license key assigned from SAP. This topic describes the process of applying for and activating a permanent license for new installations and upgrades. For complete and detailed information, refer to the License Guide in the Documentation folder of the installation CD. Process The steps in license activation include: 1. You decide on the required license options (see License Guide) 2. Extract hardware key from the Service Manager or from the SAP Business One application 3. Post a request for license key 4. SAP sends you the license key via e-mail 5. 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, you can view your current license information in the License Administration window ( Administration
Procedure

License)

Importing a New License Key File

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The License Administration window window lets you import a new license file whenever is necessary (for example, license has expired or you require additional licenses). Procedure 1. From Administration License , choose License Configuration.

2. Choose Import License File, then locate and select the file you want from the window that opens. 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. Procedure 1. In the internet address service.sap.com/licensekey, choose SAP Solutions for SMB. 2. Choose Request License Key, and then the corresponding installation number. 3. Choose the icon next to the system you want to change. 4. In the following screen, modify the number of users in the appropriate field. 5. Choose Submit to post the request. You will receive a new license key file from SAP. 6. Import the new file. More Information Importing a New License Key File Allocating Licenses
Procedure

Creating an Add-On Identifier

To run add-ons on client machines, you need to create an identifier string that will allow the license service to recognize them. In runtime, 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. For more information, refer to the SAP Business One License Guide under theDocumentation folder of the installation CD.

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Caution

Caution

Add-ons developed in ASP .NET use a default user to connect to the application. This user does not have remote access rights. If the license service is installed on a remote machine, the add-on cannot connect to the license service, and the license service cannotvalidate your add-on license, causing connection failure. To resolve this issue: Install the license service on the same machine as IIS is installed. Configure ASP .NET to a different user who has remote access rights. End of the caution. Prerequisites To generate an add-on identifier string for Solution add-ons, you must get a License Key Name from SAP by posting a request in the SAP Service Marketplace. Procedure 1. From Administration License , choose Add-On Identifier Generator.

2. 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. If you are generating an identifier string for a Solution add-on, copy the license key name you received from SAP into the appropriate field. Make sure to copy only the add-on name without the database type. 4. Choose Generate. 5. Copy the generated string to your code and make sure to set the AddonIdentifier property before you call the Connect method. Example UI API
SboGuiApi.AddonnIdentifier = 4CC5B8A4E0213A68489E38CB4052855EE8678CD237F64D1C11CD2707A54EBD245D596E4050AE9B929FBD0FAB44F6 SboGuiApi.Connect

DI API
Dim cmp As SAPbobsCOM.Company Set cmp = New SAPbobsCOM.Company cmp.UserName = "manager" cmp.CompanyDB = "SBODemo_US" cmp.Password = "manager" cmp.Server = local cmp.AddonIdentifier = 4CC5B8A4E0213A68489E38CB4052855EE8678CD237F64D1C11CD2707A54EBD245D596E4050AE9B929FBD0FAB44F6 cmp.Connect

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Process

Add-On Installation

To install an add-on for SAP Business One on workstations, you need to register the add-on with the application. The registration allows the application to recognize the add-on and run it according to your specific company and user preferences. You only need to register an add-on once from any SAP Business One workstation. The registration uploads the addon installation package to the SAP Business One server.
Note

Note

SAP Add-Ons are registered automatically during the installation of SAP Business One. To install SAP Add-Ons, begin with Step 2 below. End of the note. Prerequisites To register add-ons you must have: Add-on registration data file (.ard) Setup.exe file Superuser authorization in SAP Business One Process 1. You register the add-on (see Registering Add-Ons). 2. You set company preferences (see Setting Company Preferences). 3. You set user-specific preferences (see Setting User Preferences). 4. You run the add-ons (see Starting and Stopping Add-Ons). 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. More Information Removing Add-Ons
Procedure

Registering Add-Ons

The following procedure is relevant for non-SAP add-on. SAP add-ons are registered during installation.

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Procedure 1. From the SAP Business One Main Menu, choose Administration . Administration Add-Ons Add-On

2. Choose Register Add-On. The Add-On Registrationwindow appears. 3. In the Registration Data File field, choose
Browse

(Browse). Locate and select the .ard file for the add-on.

If the .ard file contains installer information and the installer file is located in the same folder as the .ard file, the system fills the Installation Package field automatically. 4. In the Installation Package field, choose on.
Browse

(Browse). Locate and select the setup.exe file for the add-

To automatically assign the add-on to the currently connected company, select Assign to Current Company. To automatically install the add-on after registration, select Install as Part of Registration. 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. Add-ons that are not mandatory are registered as Disabled and Active for the company. 5. To register the add-on, choose OK. The add-on appears in the Company-Assigned Add-Ons list in the Add-On Administration window, indicating that it is registered and assigned to the current company. 6. To notify SAP Business One users about new add-ons, choose Send Notification to Users. A new form opens where you can enter the message header and text. To send the message, choose Send Notification. The message is sent to all the users in this company. Users receive the notification about a minute after you send it. 7. To close the Add-On Administration window, choose OK. You can now set company- and user-specific preferences for the add-on. These preferences determine how the add-on is deployed to end-user workstations on their next logon to the company. More Information Setting Company Preferences Setting User Preferences Starting and Stopping Add-Ons

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Procedure

Setting Company Preferences

For each registered add-on, you can set company preferences that apply to any user logging on to this company. Prerequisites To set company preferences for an add-on, the add-on must be assigned to the current company. Procedure 1. In the Add-On Administration window, choose the Company Preferences tab. 2. Set the Default Group: This selection determines how the add-on is launched for all users connected to the company. Manual The add-on is not started automatically by the SAP Business One application. Users can run the add-on at any time. When a manual add-on is stopped, a message informs the user. Automatic The add-on is started automatically by the SAP Business One application. 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. Mandatory The add-on is necessary for the successful operation of the SAP Business One application. The application will launch the add-on at start-up and will shut down if the add-on is terminated for any reason.
Note

Note

For Automatic and Manual you can override the company preferences by setting different preferences for specific users in the company. For more information, see Setting User Preferences End of the note. 3. Select Active (if it is not selected already). To temporarily disable an assigned add-on for debugging purposes, clear this option. A deactivated add-on will not be available for this company and all its users. 4. If required, select Force Install: This option forces the SAP Business One application to reinstall the add-on in case it failed to install. Each time a user logs on to the company, the application will try to reinstall the add-on. If the add-on is already installed, the application will not reinstall it.
Down Arrow Up Arrow

5. To change the order in which assigned add-ons receive events, click (Up Arrow).

(Down Arrow) or

The order is determined by the order of appearance (from top to bottom) in the Company Assigned Add-On list. 6. To save your settings, choose Update.

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More Information Starting and Stopping Add-Ons


Procedure

Setting User Preferences

In addition to company preferences, you can also set preferences for specific users in the company. The preferences for a specific user override the company preferences.
Note

Note

You cannot set user preferences for an add-on that is defined as Mandatory in the company preferences. End of the note. Procedure 1. In the Add-On Administration window, choose the User Preferences tab. 2. Select a user from the Users list. 3. In the Preferences column, select one of the following options: Manual The add-on is not started automatically by the SAP Business One application. Users can run the add-on at any time. When a manual add-on is stopped, a message informs the user. Automatic The add-on is started automatically by the SAP Business One application. Users can stop an automatic add-on without affecting the SAP Business One application. The application issues a warning when an automatic add-on is stopped. Disabled The add-on is disabled for the selected user. Default The add-on settings for this user are taken from the company preferences. 4. To save your settings, choose Update. 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. In the Pending Add-Ons tab, you can also view a list of add-ons that are registered for the company but not yet installed on the current client machine.

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Procedure 1. From the SAP Business One Main Menu, choose Manager . Administration Add-Ons Add-On

The Add-On Manager window appears. 2. Select the relevant add-on and choose Start or Stop as required. When you stop an add-on, the Status column shows Disconnected. When you start an add-on, the Status column shows Connected. 3. To close the Add-On Manager window, choose OK. 4. If you started the add-on, you can now run it from the appropriate location in the menu bar. For specific details, refer to the add-on documentation. More Information Removing Add-Ons
Procedure

Removing Add-Ons

You must use SAP Business One Add-On Administration to remove add-ons. In this way, the add-on installation package is removed from the SAP Business One server. When any SAP Business One workstation with the installed add-on subsequently connects to this server, the application will automatically remove the add-on from the workstation. Procedure 1. On the Main Menu, choose Administration Add-Ons Add-On Administration .

2. Choose the Company Preferences tab. 3. In the Company-Assigned Add-Ons list, select the add-on you want to remove and click Dock Arrow). The add-on is removed from the list. 4. Select the add-on in the Available Add-Ons list and choose Remove Add-On. The add-on is removed from the list. 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.
Note Left Dock Arrow

(Left

Note

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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, the add-on will not be removed from the workstation at restart. End of the note.
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. The log files are stored in the SAP Business One Log subdirectory in your temp directory. 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. Format: YYYY-MM-DD Displays the time at which the message was created. Format: HH:MM:SS.mmm Displays the ID of the application instance of SAP Business One. Displays the ID of the add-on for which the message was generated. Specifies the severity of the message. The following levels are available: Error Level Warning Information Debug Scope Specifies in combination with the debug level additional context information. Message Displays the string for the message. Procedure 1. To define the settings for add-on log files, from the SAP Business One Main Menu, choose Administration Add-Ons SAP Add-On Log Settings .

This menu option is only available when an SAP Business One add-on has been started. The SAP Add-On Log Settings window appears. 2. In the Severity Level of Log Messages to Record field, click to select from the following: Error. The system only logs error messages. This is the default setting. Warning. Both errors and warnings are logged. Information. Errors, warnings, and information messages are logged. Debug. Errors, warnings, information, and debug messages are logged. The severity levels are also numbered from 1 to 6. The higher the number, the more information is included in

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the log file. 3. In the Maximum Number of Log Files to Maintain field, enter the number of log files to be created. The default value is 2. 4. In the Maximum Size Per Log File field, enter a log file size. The default value is 1 megabyte. When the size of a log file exceeds the value in this field, the system creates a new log file. These files remain as a log history until the number of files exceeds the value you defined in Step 3. Then the system overwrites previous files. 5. To save your settings, choose OK.
Component

Financials

The Financials module enables you to perform all the accounting transactions generated by the daily activities of the business, such as making journal entries, handling tax issues, and creating the reports required by users in the different levels of the business. Since business comprises complicated processes, SAP Business One provides a variety of tools for all required financial activities.
Procedure

VAT Correction, Portugal and Belgium

Use this procedure to perform VAT corrections for A/R and A/P credit memos when required. Prerequisites You have defined tax groups in Tax Groups . Administration Setup Financials Tax Define

VAT corrections are based on tax group definitions. You have added new tax groups in the Tax Groups Setup window that will be specified and used as the correction tax codes. You have chosen, for the correction tax groups, accounts that are used only for this purpose. You have specified for each relevant tax code the proper correction tax group. Procedure When you need to correct the VAT for an A/R or A/P invoice: 1. If the tax group involved in the invoice to be corrected does not have a correction tax code, define one. 2. Open an A/P or A/R credit memo (depending on the invoice type), and choose Invoice to open the Choose from

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List window, which displays the available invoices. 3. Choose the invoice to be corrected, and copy it to the credit memo. 4. 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. Change this tax code if required. 5. Add the credit memo. Result After the credit memo is added, the tax transaction is posted to the account defined for the correction tax group.
Procedure

VAT Calculation, 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, postings templates and journal vouchers). Prerequisites The following preliminary definitions should be made in order to have the VAT calculated automatically. You have gone to Financials Chart of Accounts and chosen the Account Details button. In the displayed G/L Account Details window, you defined the relevant default tax group for each account and whether or not to allow changing the chosen VAT group in transactions. You have gone to Administration System Initialization Document Settings Per

Document tab. From the drop-down menu, you chose Journal Entry and defined whether or not to use automatic VAT calculation.
Note

Note

In order to create a one time journal entry without having the VAT calculated automatically, go to the Form Settings Journal Entry window and clear the Auto VAT checkbox. End of the note. Procedure 1. Choose a base account. The default VAT group defined for this account appears in the Tax Group field in a journal entry, and in the Tax Code field in a service document. In a manual journal entry, a row for the account defined as a tax account for the chosen tax group automatically appears in gray. This tax account row is filled automatically and is not editable. 2. If changing VAT groups is allowed, the VAT Group and VAT Code fields are activated. You can choose a different VAT group.

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3. Enter a debit or credit amount for the chosen account. The tax amount is calculated according to the VAT amount and entered in the Tax Amount field.
Note

Note

To avoid calculating the credit or debit amount in advance, 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. Note that the gross value can be entered in local currency only. End of the note. 4. Complete the journal entry, and add it. The behavior described above for manual journal entries is relevant for journal entries created through posting templates, recurring postings, and journal vouchers, as well.
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. For example, a VAT amount on the debit side with a minus sign is considered as a VAT amount on the credit side. 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.
Procedure

Administration

Setup

Financials

G/L

Deferred Tax, 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, A/R and A/P credit memos, A/R and A/P down payment invoices. Incoming and outgoing payment documents based on invoices subject to deferred tax are also affected by the deferred tax method, as explained further down. 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, vendors, or both. ,

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In Business Partners Business Partner Master Data Accounting defined whether to include each business partner in the deferred tax system.

Tax

, you have

Since the reporting according to the deferred tax method is done by using special G/L accounts, in Administration Setup Financials Tax Define Tax Codes you have related to each tax code you wish to include in the deferred tax system, and in a deferred tax account. Procedure 1. Open the document type you wish to create and choose the required business partner. The Deferred Tax checkbox on the Accounting tab of the document is automatically selected if the chosen business partner is subject to deferred tax. 2. Process the document, making sure that the tax codes used in the document (for items or service) contain a deferred tax account. 3. Add the document. Result The journal entry created by the document is recorded in the deferred tax account defined in the tax code. When an incoming or outgoing payment document is created for an invoice that is subject to deferred tax, 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. Check each check creates a separate line in the journal entry, posted in the deferred tax account. The value date of each check row is identical to the due date of the check. Bank Transfer the transfer date defined in Payment Means value date of the deferred tax line in the journal entry. Bank Transfer is taken as the

Credit Card each credit card payment creates a separate line in the journal entry, posted in the deferred tax account. The value date of each credit card payment row is identical to the due date of the credit card payment. 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

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.

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Prerequisites On the Tax sub-tab of both the Purchase and Sales tabs, you have defined whether to use withholding tax in sales and purchasing documents, and have entered the accompanying details. You have defined the different types of withholding tax codes. You have determined at the business partner level whether each business partner is subject to withholding tax. If your company manages freight in documents, you have specified whether freight defined in the Freight Setup window is liable for withholding tax. Procedure 1. Open the invoice you want to create, choose the required business partner, and enter the remaining details. 2. To create the invoice, choose Add. If the chosen business partner is subject to withholding tax, the following system message appears:
Withholding tax will be calculated, open the withholding tax table for editing?

3. To open the Withholding Tax Table window, choose Yes. There you can view how the withholding tax amount of the document is calculated, and make changes if required. Result In the newly-added document, the WT Amount field displays the calculated withholding tax amount for the document, and the arrow found next to it opens the Withholding Tax Table window in which the user can view how this amount was calculated. The withholding tax amounts included in the invoices created in SAP Business One are reported through the Withholding Tax report. More Information G/L Account Determination: Purchase Tab G/L Account Determination: Sales Tab Withholding Tax Codes - Setup Window
Process

Revaluation: Chile, Costa Rica, Guatemala & Mexico

The revaluation process enables a business to update the value of its assets according to a specific index and price list. Prerequisites You have determined the index according to which the revaluation process will be performed ( Administration Setup Financials Indexes ).

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You have entered the correct rates for the revaluated period ( Indexes ).

Administration

Exchange Rates and

You have defined the G/L account to be revaluated, whether to revaluate it according to index or price list, 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 ).

You have defined an inventory revaluation account and inventory revaluation offsetting account ( Administration Setup G/L Account Determination Inventory tab).

A Mexican company should also define cost of sales revaluation and cost of sales revaluation offsetting accounts. The following information refers to optional definitions: If you set G/L accounts for items by warehouse, define the above-mentioned accounts in Setup Inventory Define Warehouses Accounting tab. Administration

If you choose not to define those accounts, once an inventory revaluation posting is created, it is recorded by default to the accounts defined in Inventory tab. Administration Setup G/L Account Determination

If you set G/L accounts for items by item groups, define the above-mentioned accounts in Administration Setup Inventory Item Groups Accounting tab.

If you choose not to define those accounts, once an inventory revaluation posting is created, it is recorded by default as explained in the previous bullet. If you set the G/L accounts for items in the item level, you must define for every item the accounts mentioned above. If you choose not to, once an inventory revaluation posting is created, it is recorded by default as explained in the previous bullet.
Note

Note Administration

The accounts appearing in new items, item groups, and warehouses are taken by default from Setup End of the note. Process The revaluation in SAP Business One is done in the items level and in the G/L accounts level. Financials G/L Account Determination Inventory tab.

1. After you have made the preliminary definitions, use the Inventory Revaluation wizard to revaluate the required items according to user-defined parameters.

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Items can be revaluated according to a specific price list and a selected index, or only by the index. The inventory revaluation is the basis of the whole revaluation process. 2. For Mexican companies only, make the required adjustments for the cost of sales accounts. This way you ensure that all the relevant postings are considered when revaluating the G/L account. Use the Cost of Sale Revaluation wizard to define the relevant parameters and to perform the cost of sale revaluation. 3. Run the G/L Account Revaluation wizard, which revaluates the G/L accounts according to user-defined parameters. 4. 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. More Information Indexes - 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. The Inventory Revaluation wizard guides you through the 7-step process of defining the required parameters for stock revaluation, observing revaluation recommendations and performing the revaluation. The stock revaluation recommendations are presented on thr screen in an intuitive and user-friendly way. Prerequisites The Inventory Revaluation wizard can be used only when managing continuous stock system, and valuating the inventory according to moving average method or FIFO method. When valuating inventory according the standard price method, the stock revaluation wizard can not be used. Update the item price in the price lists of SAP Business One. This is necessary when performing the revaluation according to a specific price list of SAP Business One. If there is no price for an item in the price list used for the revaluation, the revaluation is failed. Enter values to the index table. Since the revaluation process is based on the Index values, make sure you entered the correct values for the revaluation period. Activities To revaluate stock by using the Inventory Revaluation Wizard go to: Inventory Revaluation Wizard More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico
Procedure

Financials

Revaluation

and follow the instructions, step by step.

Cost of Sale Revaluation Wizard

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Cost of sale revaluation is the second step in the revaluation process performed by SAP Business One. This wizard guides you through the process of defining the required parameters for cost of sale revaluation, observing revaluation recommendations and performing the revaluation.
Note

Note

This wizard is not applicable in Chile. End of the note. Prerequisites You have run the stock revaluation process so as to include the resulting postings in the cost of sale revaluation. You have posted all journal entries for the revaluation period, so as to include them in the revaluation process and achieve an accurate result. You have enter the values in the Index table the cost of sale revaluation is performed based on index values. Missing or incorrect index values might cause faulty revaluation results. Procedure 1. Select whether to create a new wizard or run a saved one. 2. Choose the items you wish to include in the cost of sale revaluation. 3. Define the revaluation period by selecting the required month and year from the drop-down lists. 4. Choose the price list to be used as the price source for the revaluation 5. Select whether to post the revaluation transaction to the cost of sale revaluation account or to the cost of sale account itself. 6. View the posting recommendation and select the posting to be executed. 7. Select whether to execute the wizard you defined, or to save it and run it in the future. More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico
Procedure

G/L Accounts Revaluation Wizard (Chile, Costa Rica, Guatemala and Mexico)

G/L account revaluation is the last 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, observing revaluation recommendations, and performing the revaluation. The G/L account revaluation recommendations are presented on the screen in an intuitive and user-friendly way. Prerequisites

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You have entered the values in the index table. The revaluation is performed according to the index values; therefore, it is important to enter accurate values. You have run the exchange rate difference process. To start the exchange rate process choose Open Exchange Rate Difference, or go to Differences Procedure 1. In Revaluation an existing one. G/L Accounts Revaluation , choose whether to start a new wizard or to run Financials . Exchange Rate

2. Choose the accounts you wish to revaluate. 3. Enter the date to revaluate to and choose the index according to which you wish to run the revaluation. The month and year of the date are displayed in the To fields, and the respective value of the chosen index is displayed in the Value field. 4. View the recommendation of postings, and select which postings to execute. 5. Select whether to execute the recommendation, or save the wizard for future use. More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico
Process

Perpetual Inventory

A perpetual inventory system reflects the value of stock postings by means of monetary transactions in the accounting system. These monetary transactions are carried out only when items defined as WH (warehousing) items are received or released from stock.
Note

Note

A perpetual inventory system should be determined during basic initialization, before any transactions have been posted. End of the note. 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, is updated dynamically by every stock receipt posting. Standard Price calculates inventory value by a fixed price

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The Fixed Price field is also located on the Inventory Data tab (see above). Set the standard price of items before you start working in your company. FIFO calculates inventory value by the FIFO method (first in first out) Each inventory receipt transaction creates a "layer" of quantities linked to costs. Each inventory release transaction uses quantities and their corresponding costs from the first open layer(s). Prerequisites You have selected the Inventory Valuation By checkbox to initialize a perpetual inventory system, and determine the default valuation method. ( 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, such as a delivery, goods receipt, and so on, has been added. End of the note. You have defined primary G/L accounts to be selected as defaults in new warehouses, item groups, and item master data. ( Inventory Administration ) Administration . Financials Definitions Financials Definitions Financials G/L Account Determination

From the SAP Business One Main Menu, choose G/L Account Determination Purchase

Create an opening stock account. From the SAP Business One Main Menu, choose Chart of Accounts and create an Opening Stock G/L account.

This G/L account will be used as an offsetting account to the warehouse stock account to which you enter beginning quantities. When you enter beginning quantities (from the SAP Business One Main Menu, choose Inventory Inventory Transactions Beginning Quantities; Inventory Tracking and Stock

Posting Enter Initial Quantity ), and after you click OK, you need to specify the Opening Stock Account code in the upper part of the window. Set G/L accounts in the item master data. (From the SAP Business One Main Menu, choose Item Master Data Inventory Data .) Inventory

Define the default G/L method in the item master data. (From the SAP Business One Main Menu, choose Administration System Initialization General Settings Inventory .)

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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). Each inventory receipt transaction creates a layer of quantities, costs (purchase price), and dates. Each inventory release transaction uses quantities and their corresponding costs from the first open layer(s). A layer closes when its entire quantity is released. When several inventory receipt transactions are recorded on the same date, SAP Business One identifies the first layer, second layer, and so on, according to their entrance time.
Note

Note

The item cost is not displayed in the item master data when you manage perpetual inventory by FIFO. Information regarding the FIFO item cost exists in the OINM (Warehouse Journal) table under the fields Calculated Price and Open Quantity. End of the note. Prerequisites Before moving to the next section, note that the transactions described there are created under the following restrictions: Both customer and vendor are tax-exempted. The G/L method selected for the item is WH ( Item Master Data Inventory ).

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The Use Purchase Accounts Posting System box is cleared ( Company Details Basic Initialization ).

Administration

System Initialization

There are sufficient stock levels of all the items involved in the scenarios below. The Use Negative Amount for Reverse Transaction box is selected ( Initialization Company Details Basic Initialization ). Administration System

All the items are managed by FIFO, although each item can be valuated according to a different stock valuation method.
Note

Note

In some of the following examples, the G/L accounts and the directions (debit/credit) in the journal entry remain as they are; however, the amounts may vary according to the document's origin (independent or based document). End of the note. Process
FIFO Flow When Creating Sales Documents

1. Create a delivery. The following transaction is created automatically: 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. 2. Create a return or a return based on delivery. The following transaction is created automatically: Name Debit Credit G\L Acc. \ BP Code 500025 COGM 01 -100 132008 Returning 01 -100 When a return is based on a delivery, the delivery cost is used for calculating the amounts in the journal entry. This cost opens a new layer (the last layer on the list). When a return is independent, the cost of the first open layer(s) is used for calculating the amounts in the journal entry. This cost opens a new layer (the last open layer on the list).
Note

Note

The G/L account 'Returning 01' functions as an offsetting account to the COGM account. This account replaces the stock account used for these types of journal entries in former releases.

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End of the note. 3. Create an A/R invoice not based on a delivery. The following transaction is created automatically: G\L Acc. \ BP Code Name Debit Credit Customer Customer 129.99 400000 Revenues 01 129.99 500025 COGM 01 100 130000 Stock 01 100
Note

Note

When you base an A/R invoice on a delivery, no stock posting is created; thus, only a regular journal entry is created in the accounting system. The transaction described above includes both the inventory transaction of the delivery and the accounting transaction of the invoice. End of the note. 4. Create an A/R credit memo. The following transaction is automatically created: G\L Acc. \ BP Code Name Debit Credit Customer Customer -129.99 400000 Revenues01 -129.99 500025 COGM 01 -100 132008 Returning 01 -100 When a credit memo is based on an A/R invoice, the cost of the A/R invoice is used for calculating the amounts in the journal entry. This cost opens a new layer (the last layer on the list). When a credit memo is independent (created with no reference to a base document), the cost of the first open layer is used for calculating the amounts in the journal entry. This cost opens a new layer (the last open layer on the list). When you base an A/R credit memo on returns, no stock posting is created; thus, only a regular credit journal entry is created in the accounting system.
Note

Note

This scenario is not relevant for an A/R credit memo based on an A/R reserve invoice. End of the note.
FIFO Flow When Creating Purchasing Documents
Note

Note

In some of the following examples, the G/L accounts and the directions (debit/credit) in the journal entry remain as they are; however, the amounts may vary according to the document's origin: An independent document A document based on a document representing an open layer

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A document based on a document representing a closed layer End of the note. 1. Create a goods receipt PO. The following transaction is created automatically: G\L Acc. \ 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 Allocation Costs account functions as a temporary alternative for the vendor, and is cleared only after you create a corresponding A/P invoice. 2. Create a goods return. The following transaction is created automatically: G\L Acc. \ 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, only reversed. When a goods return is based on a goods receipt PO: If the layer created by the goods receipt PO is still open, the goods receipt PO cost is used for calculating the journal entry amounts. If the layer created by the goods receipt PO is closed, the cost of the first open layer is used for calculating the journal entry amounts.
Note

Note

The Price column in the goods returns document is blocked in the above scenarios. The relevant quantity of the layer used by the goods returns document is closed. When a goods return is independent, the cost of the first open layer is used for calculating the amounts in the journal entry, regardless of the prices in the document. End of the note. 3. Create an A/P invoice. When it is based on a goods receipt PO, the Allocation Costs account is debited and the vendor is credited. The journal entry created is: G\L Acc. \ BP Code Name Debit Credit Vendor1 Vendor 100 208040 Allocation Costs 01 100
Note

Note

The Allocation Costs account functions as a clearing account; it is debited by the amount by which it was credited in the goods receipt PO. The following journal entry is created automatically when you add an A/P invoice not based on a goods receipt PO:

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End of the note. G\L Acc. \ BP Code Name Debit Credit Vendor Vendor 100 130000 Stock 01 100 4. Create an A/P credit memo. 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 A/P invoice cost is used for calculating the journal entry amounts. If the layer created by the A/P invoice is closed, the cost of the first open layer 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. When you base an A/P credit memo on goods returns, 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 Price column is blocked for changes in the A/P credit memo document. When an A/P credit memo is independent, the first open layer(s) cost is used for calculating the amounts in the journal entry, regardless of the prices in the document. If the price in the A/P credit memo is different from the first open layer(s) cost, this price difference is recorded in the Price Difference account.
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. In case the price in the base document is different from the cost of the open layer linked to that base document, this price difference is recorded in the Price Difference account. 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. End of the note.
FIFO Flow When Creating Inventory Transactions

1. Create a goods receipt. The following journal entry is automatically created: G\L Acc. \ BP Code Name Debit Credit 500500 Increasing 01 100 130000 Stock 01 100 The Increasing account is credited, and a new layer is created according to the price specified in the document.

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2. Create a goods issue. The following transaction is automatically created: G\L Acc. \ 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). 3. Create a stock transfer. If you have selected different Stock accounts for your different warehouses, the stock transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. The release/receipt price is set by the first open layer(s) linked to the receipt. The transaction created is: G\L Acc. \ BP Code Name Debit Credit 130000 Stock 01 100 130010 Stock 02 100 4. Entering Beginning Quantities and Updating After Inventory. A positive beginning quantity creates the following journal entry: G\L Acc. \ 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. A negative beginning quantity creates the following journal entry: Name Debit Credit G\L Acc. \ BP Code 130000 Stock 01 100 110020 Beginning Quantity 100 The price recorded for the item does not influence the journal entry; the first open layer(s) cost is used.
Note

Note

If the Allow Beginning Quantities without Price box is selected, and no price is entered for the items, it is not necessary to specify an Opening Stock account. Notice that this scenario produces no monetary transaction in the accounting system. If you want to record beginning quantities including price, you must choose an Opening Stock G/L account manually. End of the note. A positive stock posting update (counted quantity is greater than existing quantity) creates the following journal entry: G\L Acc. \ BP Code Name Debit Credit 500500 Increasing 01 100 130000 Stock 01 100

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A new layer is created according to the price recorded in the Entering Stock Balance window. A negative stock posting update (counted quantity is less than existing quantity) creates the following journal entry: G\L Acc. \ BP Code Name Debit Credit 130000 Stock 01 100 500510 Decreasing 01 100 The first open layer(s) price is used.
FIFO Flow When Creating Landed Costs Documents

You can create a semi automatic journal entry reflecting the additional costs (customs, broker, shipping, and so on) after you add the landed costs document. To create a journal entry reflecting the additional costs: 1. Display the landed costs document you created earlier. 2. On the Journal tab, choose Create Journal Entry. The Journal Entry window opens, displaying one row debiting the Stock account. 3. Select the offsetting G/L account. 4. Add the journal entry. The status of the landed costs document changes to Closed. The layer item cost is not updated with the combined price. The item cost is updated in a future version. The journal entry created is: G\L Acc. \ 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. 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. A stock release posting credits the stock/returning account according to the item's moving average price

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Note

Note

Item prices recorded in A/R credit memos and A/R returns do not influence the moving average. Nor are they considered in the calculation of the journal entries reflecting the inventory value, which these documents create. Due to various user actions, the moving average price per item, as displayed in the Item Master Data window, might be different from the moving average price per item calculated by the Inventory Valuation report. End of the note. 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. 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. Process
Sales Documents Delivery

The following journal entry is created automatically when you add a delivery: G/L Acc. / 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.
Returns and Returns Based on Delivery

The following journal entry is created automatically when you add returns: G/L Acc. / 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, only a regular journal entry is created in the accounting system. No stock posting is created.
A/R Invoice

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The following journal entry is created automatically when you add an A/R invoice that is not based on a delivery: G/L Acc. / 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. End of the note.
A/R Credit Memo Based on Returns

When you base an A/R credit memo on returns, only a regular credit journal entry is created in the accounting system. 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. / 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. End of the note.
Purchasing Documents Goods Receipt PO

The following journal entry is created automatically when you add a goods receipt PO: G/L Acc. / 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. The Allocation account functions as a temporary alternative to the Vendor account, which is cleared only after you create a corresponding A/P invoice or a goods return document.

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Goods Receipt PO with Freight Charges

G/L Acc. / BP Name Debit Credit Allocation 1 100 10 Add. 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. When a goods receipt PO (whether fully opened or partially drawn) is closed, the freight charges posted to the Expense Allocation account and not drawn into an A/P invoice or goods return, are cleared.
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 Stock 1 -100 This journal entry is a reverse of the entry created by a goods receipt PO.
Goods Returns & Goods Returns based on a Goods Receipt PO with Freight Charges

G/L Acc. / BP Name Debit Credit Allocation 1 -100 -10 Add. 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. 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. Any difference is posted to the Inventory account or to the Negative Inventory Adjustment account.
A/P Invoice Based on a Goods Receipt PO

When you base an A/P invoice on a goods receipt PO, the Allocation Costs account is debited counter to the vendor account, which is credited. G/L Acc. / BP Name Debit Credit Vendor 100 Allocation 1 100
Note

Note

The Allocation account functions as a clearing account; it is debited in the amount by which it was credited in the goods receipt PO. End of the note.
A/P Invoice based on a Goods Receipt PO with Freight Charges

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G/L Acc. / BP Name Debit Credit Vendor 110 Add. Expense Clearing 1 10 Allocation 1 100 Although you can partially draw an A/P invoice from a goods receipt PO, you always draw the freight charges fully from the goods receipt PO. 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. Any difference is posted to the Inventory account or to the Negative Inventory Adjustment 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. / BP Name Debit Credit Vendor 100 Stock 1 100
A/P Invoice with Freight Charges

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, including freight charges. The Expenses Clearing account is a clearing account, and this journal entry records the final values for affecting the inventory valuation; therefore, no intermediate accounts are recorded here. End of the note.
A/P Credit Memo based on Goods Returns

When you base an A/P credit memo on goods returns, 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. / BP Name Debit Credit Vendor -100 Allocation 1 -100
Note

Note

The Allocation Costs account functions as a clearing account; it is debited in the amount by which it was credited in the goods returns. End of the note.
A/P Credit Memo based on Goods Returns with Freight Charges

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G/L Acc. / BP Name Debit Credit Vendor -110 Add. Expense Clearing 1 -10 Allocation 1 -100 When an A/P credit memo is based (fully or partially) on a goods return, the Expense Allocation Account is cleared with the amount of freight charges that is drawn. If the A/P credit memo closes the final quantity of the goods return, the Expense Allocation Account is cleared with the amount of freight charges of the closed goods return. You can also edit the amount of the freight charges in the goods return (Freight field).
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. Expenses

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, including freight charges. The Expenses Clearing account is a clearing account, and this journal entry records the final values for affecting the inventory valuation; therefore, no intermediate G/L accounts are recorded here. End of the note.
Inventory Transactions Goods Receipt

G/L Acc. / BP Name Debit Credit Inventory Offset - 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.
Goods Issue

G/L Acc. / BP Name Debit Credit Stock 1 100 Inventory Offset - Decrease 100

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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.
Stock Transfer

When you specify different stock accounts for your different warehouses, the Stock Transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. The release/receipt price is set by the moving average price of the item in the release warehouse. G/L Acc. / 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. / BP Name Debit Credit Initial Quantity 100 Stock 1 100 A negative beginning quantity creates the following journal entry: G/L Acc. / BP Name Debit Credit Stock 1 100 Initial Quantity 100
Note

Note

If the Allow Beginning Quantities without Price checkbox is selected, and no price is entered for the items, it is not necessary to specify an Opening Stock account. This scenario does not produce a monetary transaction in the accounting system. If you wish to record beginning quantities, including price, you must choose an Opening Stock G/L account manually. End of the note. A positive stock posting (after inventory update) where the counted quantity is greater than the existing quantity in stock, creates the following journal entry: G/L Acc. / BP Name Debit Credit Inventory Offset - 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, creates the following journal entry: G/L Acc. / BP Name Debit Credit Stock 1 100 Inventory Offset - Decrease 1 100

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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. 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.

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 addition, 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. Stock releases are recorded according to the standard price. Prerequisites The scenarios and explanations described here are based on the following assumptions: Both customer and vendor are tax exempted. The item's Standard Price is 100. In Item Master Data Inventory Data tab, the G/L method selected for the item is WH. Administration System

The Use Purchase Accounts Posting System checkbox is cleared under Initialization Company Details Basic Initialization .

The Use Negative Amount for Reverse Transaction checkbox is selected under System Initialization Company Details Basic Initialization .

Administration

The G/L account code and name, 130000 Stock 01', in each one of the examples provided later relates to stock release of items from or receipt transactions to warehouse 01.
Note

Note

No journal entry reflecting the inventory value is created by a document containing items with no standard price. End of the note. Process
Standard Price Flow When Creating Sales Documents

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1. Create a delivery. The following transaction is created automatically: G\L Acc.\ 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. 2. Create a return. The following transaction is created automatically: Name Debit Credit G\L Acc.\ 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. This account replaces the Stock account involved in these types of journal entries in former versions. The following transaction is created automatically: End of the note. 3. Create an A/R invoice. If the A/R invoice is based on a delivery no stock posting is created; thus, only a regular journal entry is created in the accounting system. If the A/R invoice is not based on a delivery, the following transaction is created automatically: 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. End of the note. 4. Create an A/R credit memo. If the A/R credit memo is based on returns no stock posting is created; thus, only a regular credit journal entry is created in the accounting system. 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

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132008
Note

Returning 01

-100

Note

This scenario is not relevant for an A/R credit memo based on an A/R reserve invoice. End of the note.
Standard Price Flow When Creating Purchasing Documents:

1. If you create a goods receipt PO in which the item price, as recorded in the goods receipt PO, varies from its standard price set in the Item Master Data window, for example: Price in goods receipt PO: 150 Standard price: 100 The transaction created is as follows: G\L Acc.\ 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, which is cleared only after you create a corresponding A/P invoice.
Note

Note

Whenever the Variance account is recorded in a journal entry, you can conclude that the item's quantity in stock is positive If the quantity in stock is zero or negative, the Price Difference G/L account will reflect the difference between the price in the document and the standard price recorded for the item. If a document changes the quantity in stock from positive to negative, the Price Difference account is recorded in the journal entry. If a document changes the quantity in stock from negative to positive, the Variance account is recorded in the journal entry. End of the note. 2. When you create a goods returns according to the prices mentioned above, the following transaction is created automatically: G\L Acc.\ 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, only reversed.

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3. When you base an A/P invoice on a goods receipt PO, the Allocation Costs account is debited and the vendor account is credited: 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 in which it was credited in the goods receipt PO. End of the note. 4. When you create an A/P invoice not based on a goods receipt PO, where the item price varies from its standard price, set in the Item Master Data window, 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 500200 Variance 01 50 130000 Stock 01 100 5. When you base an A/P credit memo on goods returns, the journal entry created automatically is identical to the one created by an A/P invoice based on a goods receipt PO, only reversed: 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. End of the note. 6. When you create an A/P credit memo that is not based on goods returns, the following transaction is created automatically: G\L Acc.\ BP Code Name Debit Credit Vendor Vendor -150 500200 Variance 01 -50 130000 Stock 01 -100
Standard Price Flow When Creating Inventory Transactions

1. If you create a goods receipt where the item price varies from the its standard price, set in the Item Master Data window, for example:

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Price in goods receipt: 150 Standard price: 100 The following transaction is created: G\L Acc.\ BP Code Name Debit Credit 500500 Increasing 01 150 500200 Variance 01 50 130000 Stock 01 100 2. When a goods issue document is added the following transaction is automatically created: 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. 3. If you have selected different stock accounts for your different warehouses, the stock transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. 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 130010 Stock 02 100 4. When you entering a positive beginning quantity with the following data, SAP Business One creates the journal entry shown below: Beginning quantity price: 120 Standard price: 100 G\L Acc.\ 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.\ 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. 5. When creating a positive stock posting (after inventory update), where the counted quantity is greater than the quantity in stock, with the following data SAP Business One will create the journal entry shown below: Beginning Quantity Price: 120 Standard Price: 100

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G\L Acc.\ 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), where the counted quantity is less than the quantity in stock, the following journal entry is created: G\L Acc.\ 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, broker, shipping, and so on) after you add it. To create a journal entry reflecting the additional costs: 1. Display the Landed Costs document you created earlier. 2. On the Journal tab, choose Create Journal Entry. The Journal Entry window opens, displaying one row debiting the Variance account. 3. Select an offsetting account. 4. After you add the journal entry, the status of the Landed Costs document changes to Closed. Name Debit Credit 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, according to the progress of your sales activities. 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. By continuously updating the progress of the sales opportunities in SAP Business One, and generating relevant reports of the sales activities, you make available a clear picture.

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You can generate reports that provide different perspectives, such as the total amount expected from each sales opportunity for each employee, or for each sales stage. With up-to-date figures displayed in various formats such as reports or graphs, it is easier to determine the likelihood, or otherwise, of finalizing a sale, allowing managers and their staff to allocate their resources accordingly. Prerequisites You have defined your sales employees, sales stages, and business partners.
Note

Note

You can also define these from within the Sales Opportunity window while creating or updating the sales opportunity. End of the note. Process 1. SAP Business One enables you to customize the stages of the sales process according to your preferences. Ideally, you should do this as close as possible to the beginning of the process. 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. The sales process often includes building strategic alliances with select business partners. Enter and update this information on the General tab of the Sales Opportunity window. You can: Add information regarding the business partners, both leads and vendors, including details of the relationship and of the other business partners connected to this partner or to the specific opportunity Add information about competitors, including both remarks and an estimation of their threat level. At the close of a lost opportunity, you can note the successful competitor for future reference. 3. On the Potential tab, enter the amount expected if a sale is completed successfully, so that the earning potential can be estimated. SAP Business One calculates the expected profit and makes other calculations that are helpful in a financial analysis. 4. Record a closing percentage for each sales stage. The forecasting system uses comprehensive methods that can be utilized for projecting the earning potential and prioritizing the sales activities. 5. Use the Sales Opportunity window to link to a variety of pertinent documents, such as quotations, and activities, such as meetings and phone calls. On the Stages tab, link specific documents to each stage. 6. Throughout a sales opportunity, analyze its progress from different viewpoints by generating various reports. Regular updates ensure that the reports contain the most current information. 7. Close both successful and failed sales opportunities with a properly documented summary to assist in the analysis of either. If required, closed sales opportunities can be reopened at a later date. Enter the final status (won or lost) on the Summary tab. Add any relevant comments and observations.

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More Information Sales Opportunity Window Managing Sales Opportunities Sales Opportunity Reports
Component

Sales - 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, you can find down payment documents, which you can use to trace and require down payments from your customers. In addition, the Dunning Wizard is a tool that enables you to follow customers debts and the dunning process of these debts, including automatic creation of dunning letters according to user-defined parameters. You can also generate reports that give you a general to detailed picture regarding the sales going on in your business.
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 second document is the sales order. The sales order is followed by a delivery. Finally, the A/R invoice is created. It is the only mandatory document in the sales process. It is possible to create an invoice without first creating a delivery, a sales order, or a sales quotation. An optional document is the A/R r eserveinvoice that is used when a company is concerned about the credit worthiness of its customer. In this case, the company demands payment before the delivery of items to the customer. Additionally, it is possible to credit a customer for damaged goods. The returns document is be used to credit the customer if the goods were delivered but no A/R invoice was issued. Use the A/R credit memo to credit a customer after an A/R invoice was already issued. For legal reasons, you cannot change or delete deliveries and A/R invoices that have been already entered in SAP Business One. To correct these, use the clearing document, the returns. It is possible to create a new document based on one or more of the existing ones. When you create a new document with reference to an existing document, 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. Open documents remain open until you transfer all items completely to the follow-on document, or until you manually close or reverse them.

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Each document updates the stock quantities and the general ledger. The sales order affects the amount of stock commited to a customer and, therefore, the available stock quantity. The delivery reduces the stock commited and the in-stock quantities. If the A/R invoice is created without reference to the delivery, it will also reduce the quantity in stock. As far as accounting is concerned, only delivery and the A/R invoice have the affect. The delivery affects the general ledger, if SAP Business One manages the perpetual inventory. In this case, the delivery will reduce stock valuation and post a cost of sale. The A/R invoice always creates the accounting transaction. It records the revenue and tax and updates the customers accounts with a new outstanding balance. The A/R reserve invoice affects the amount of stock commited to a customer and, therefore, the available stock quantity. It also creates an accounting transaction. The returns increases the in-stock quantity and updates the associated stock accounts. The A/R credit memo increases available stock levels and creates accounting transactions. It credits the customer accounts on general ledger and corrects the revenue account by the same amount. 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. Normally, this occurs when the available quantity of the item is insufficient to fill the order. The back order process enables you to check the item quantities that are missing. Once they are received in stock, you can ship these shortages to your customers. When you receive information on a back order, 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. In addition, you are able to deliver a zero quantity. Process The examples below illustrate several typical business scenarios for back order processing.
Regular Backorder Process

Your customer calls and orders 100 chairs from your company, 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. 1. From the SAP Business One Main Menu, choose Sales - A/R Sales Order .

2. Create a new sales order for 100 chairs for the current date. For more information, see Creating Sales Documents.

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3. Choose

Sales - A/R

Delivery

4. Copy the sales order you just created to the delivery, changing the quantity to 80. For more information, see Draw Document Wizard. 5. Choose 20 chairs. Sales - A/R Sales Reports Backorder . The system displays a back order for

6. To enter the 20 items you received from your vendor, choose .

Purchasing - A/P

Goods Receipt PO

7. Create a new delivery to provide the customer with 20 remaining items. If you run the Backorder report again, you will see that a back order no longer exists for the customer. 8. Choose
Note

Sales - A/R

A/R Invoice

and issue an A/R invoice for 100 chairs.

Note

You can update the Quantity and Delivery Date fields for the partially delivered sales order lines. You can decrease the quantity to the Delivered Qty field level. You can also increase the quantity. End of the note.
Backorder Process Based on Customer Priorities

Your company has a shortage in tables. Two of your biggest customers, Blink and Zeroll, have ordered 100 tables each, but they have each received only 50 tables so far. Both companies are still waiting for another 50 tables. Finally, you receive 50 more tables. 1. From the SAP Business One Main Menu, choose . This report displays two back orders, each for 50 tables, for your customers Blink and Zeroll. 2. Choose Sales - A/R Delivery . Sales - A/R Sales Reports Backorder

Since Zeroll is your most important customer, you create a delivery for the 50 tables you received and ship them to Zeroll. Blink must wait another week for the delivery of 50 additional tables.
Manual Backorder Closure

Zeroll orders 50 tables, 100 chairs, and 40 boards. However, you have 40 tables, no chairs, and 300 boards in stock. 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. Unfortunately, one chair has a defect.

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1. From the SAP Business One Main Menu, choose

Sales - A/R

Delivery

2. Create a delivery for the 10 tables remaining on the order and 99 chairs, and send it to Zeroll. Following negotiations with the customer, you decide to cancel the open sales order for one missing chair. 3. To cancel the order for the missing chair, select the line in the sales order and choose Row . Data Close

The delivery is now complete and you can send the A/R invoice for 50 tables, 99 chairs, and 40 boards to Zeroll.
Note

Note

In some cases, due to item shortages, you cannot deliver an item as planned. To correct this, you enter a zero quantity for that line in the delivery or A/R invoice. The open quantity then appears in the Open to Ship field. End of the note.
Process

Dunning

Every time goods or services are sold, the liabilities of the respective customer(s) to the business are increased. From that moment incoming payments are monitored to ensure that customer debts are paid on time. When they are not, the company needs to activate a multi level collection process, such as telephone or written reminders, for the remiss customer. SAP Business One provides a dunning wizard for producing reminder letters. It runs through all the customers, checks all outstanding A/R invoices and transactions that represent debt, and enables you to print and send reminder letters of different levels of severity. The dunning system covers the following documents: Open A/R invoices, 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, you must first set preliminary definitions. The following describes the setup of the dunning process and explains the results of running the wizard. Prerequisites

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To run the Dunning Wizard, you have defined: Dunning terms, 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. Default Cust. Dunning Terms, on the BP tab in General Settings Dunning terms for customers, 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. Display the invoice before running the wizard. 2. On the Logistics tab, select Block Dunning Letters. You can deselect the option later to include the invoice in any future dunning process. To exclude all invoices created for a specific customer: 1. Display the Business Partner Master Data record for that customer. 2. On the Accounting tab, select Block Dunning Letters. Process You choose choose: Sales A/R Dunning Wizard and follow the procedure below. In each step, you Business Partners Administration System Initialization

Next, to proceed to the next step of the wizard Back, to return to the previous step Cancel, to cancel the dunning wizard creation 1. Step 1: Wizard Options. Select whether to run a new dunning wizard or to load a saved one. 2. Step 2: General Parameters. Modify a name of the default dunning wizard and choose a dunning level. 3. Step 3: Business Partners Selection Criteria. Choose a range of customer codes for the wizard. 4. Step 4: Document Parameters. Enter the range of the posting or due dates to include in the wizard. In addition, select the relevant document types and other letter parameters, for example Allow Negative Dunning Letter and Display All Open Items.

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5. Step 5: Recommendation Report. Enter a new date until which payments are expected and select invoices that are included in the wizard for each customer. 6. Step 6: Processing. 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, Print Later and Exit Print Dunning Letters and Exit Result When you execute the dunning run, the dunning level and the last date of the dunning letter are updated for overdue invoices included in the dunning run. When you create a dunning letter for a customer, the business partner master data record is updated. On the Accounting tab, the Dunning Date field displays the date on which the dunning letters were created for the last time. To view the history of dunning letters and the list of all invoices, choose Partners Reports More Information Dunning Levels - Setup Window Dunning Terms - Setup Window
Process

Business Partners

Business

Dunning History Report

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. 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 . If you want to use the down payment request only for A/R or only for A/P, make this definition on the relevant tab. Process 1. Create an A/R or A/P Down Payment Request for the relevant business partner. If you create the down payment request by drawing a base document, verify that you have defined the required down payment percentage (for more information see A/R or A/P Down Payment Documents, General Area). No posting is made at this stage.

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2. Once the actual payment for the down payment request is made, create the proper payment document, based on the down payment request. Note: A down payment request must be fully paid. If you try to pay it partially, an error message appears. After you have created the payment 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

. The down payment request is closed.

3. Create a regular invoice. Pull the base document drawn into the down payment request, since it was not closed as a result of the drawing into the down payment request. SAP Business One creates the regular postings. 4. Create a payment. The table of the payment documents displays the invoice and the down payment request that was paid as a negative amount. Choose the required items and continue to process the payment. 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. Note: The down payment request can be paid using the Payment Wizard. 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. These invoices are then cleared with partial or final invoices. Companies record a down payment received in SAP Business One by creating a payment not based on an invoice. However, due to legal requirements in certain countries, the recording of a down payment requires an invoice or a billing document. The process below explains how to create down payment invoices and how to clear them. 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 . If you intend to use the down payment invoice only for sales or only for purchases, make this definition on the relevant tab. Optionally you have defined special down-payment clearing accounts for each business partner in Business Partners Process Business Partner Master Data Accounting General .

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1. Create an A/R or A/P Down Payment Invoice for a relevant business partner. If you create the down payment invoice by drawing a base document, ensure that you have defined the required down payment percentage. For more information, see A/R or A/P Down Payment Documents: General Area. 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. Once the actual payment for the down payment invoice is made, create the proper payment document, based on the down payment invoice. A down payment invoice can be paid partially. After you create the payment document, a journal entry is recorded in the previously defined down payment clearing account. The down payment request is closed.
Note

Note

If you cancel the payment created for the down payment by choosing Data Cancel from within the incoming/outgoing payment, the paid down payment is reopened and cannot be drawn when you create an invoice. However, if, for example, the payment means used for paying the down payment was check, and you cancelled the check from within the check register, then the down payment remains closed and can be drawn when you create an invoice. End of the note. 3. Create a regular invoice. Before you add it, click (Browse) to open the Down Payments to Draw window. Draw the required down payments from this window. The total amount of the drawn down payments is taken from Total Down Payment in the invoice. This amount is reduced from the original total amount of the invoice. The down payment total must be less than the invoice total.
Note Browse

Note

The down payment invoices and regular invoices can be paid in the same payment document. The down payment documents are noticeable in the payment document since they carry the document type DT. End of the note. 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. A down payment invoice that is drawn to an invoice is closed and cannot be drawn again to another invoice. Example

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Down Payment Invoice Creation by a Sales Person (United States) Bass Clef Ltd. uses the non-perpetual inventory method of inventory valuation. Tom, the sales employee, 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. Tom, as a sales employee, does not have authorization to create a down payment invoice, but in SAP Business One Tom can create a deposit (incoming payment) directly from the sales order, so that Down Payment Invoice 431 is created automatically once the payment has been received. At this point, no sales tax is charged. 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. He issues the final invoice for the total sales order. The amount due is only the open amount (the remaining amount to be paid). The revenue reflects the full amount, 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. uses the non-perpetual inventory method of inventory valuation. Anne, the manager, 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

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Sales Tax (5%) #5 Total including Tax $105 After two weeks, Anne has not received payment. She creates Down Payment Invoice 232, 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. At this point, no sales tax is charged. The journal entry created is: Debit Credit Cash 40 Accounts Receivables 40 Anne creates Delivery 870 and the order is shipped. She issues the final invoice, which creates the following journal entries: Debit Credit Accounts Receivables 65 Payment Advances 45 Sales Tax 5 Revenue 100 End of the example. More Information A/R Down Payment Invoice A/P Down Payment Invoice
Process

Down Payment Process: CZ, HU, PL, SK

Use this process to perform the tasks necessary for creating all legally- or business-required documents. It is adapted to suit the legislation of and be consistent with the business practices in each country. To follow this process, you first need to specify the initial settings and define proper G/L account determinations. Prerequisites You have defined a down payment receivables/payables control account on the General sub-tab of the Sales or Purchase tab in . Administration Definitions Financials G/L Account Determination

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Choose window.

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. If the appropriate account is not so defined, modify its properties accordingly. For HU and PL, you have defined a down payment clearing account (see previous bullet). For CZ and SK, you have defined a down payment tax offsetting account (see previous bullet). The following definitions are optional, since the default values are determined by the definitions set above. You have defined special down payments receivables/payables control accounts for each business partner on the General sub-tab of the Accounting tab in . Choose ... next to the Account Receivable/Payable label to display the Control Accounts window. You have defined special down payments clearing accounts for each business partner (see previous bullet). Process 1. If required, create an A/R or A/P order, specifying the goods or services ordered. For PL only: If you are obliged to have more down payments for a business transaction, always use one order as the base document, and base the next step on this order. This ensures that proper information can be printed on a down payment invoice listing all the previously received/paid down payments. 2. Create an A/R or A/P Down Payment Request for the relevant business partner. Link the created order (if it exists) or any other available base marketing document. The line details are copied from the order to the down payment request. You can modify the lines by adding, changing, or deleting the appropriate lines. You can specify the required line totals into the Total (Incl. VAT) field. This updates all other connected fields (Price, Total (LC), and so on) and performs the backward VAT calculation based on the specified tax group. The summary of this field across all lines is displayed in the DPM field. 3. Register a received or paid payment using Incoming or Outgoing Payments in the Banking module. Locate the appropriate down payment request and choose the payment means.
Note

Business Partners

Business Partner Master Data

Note

Down payment requests must be paid fully to the amount they have been issued. If the payment is different than the issued down payment request, you must first cancel the down payment request, create a new down payment request, and only then pay it using the Banking module. When you register a payment on a down payment request, you automatically clear this request. End of the note. 4. Create an A/R or A/P Down Payment Invoice for the relevant business partner.

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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. As a base document, select a paid down payment request. You can select only those documents that have already been paid but for which a down payment invoice has not yet been issued. You can select only one down payment request per down payment invoice. 5. If required, create a delivery/goods receipt PO to record the received goods. You can base these documents on the appropriate orders. 6. Create the regular (final) invoice. Before adding it, choose Draw window and draw the required down payments.
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. This amount is reduced from the invoices original total amount.
Note

Note

The down payment total must be less than or equal to the invoice total. The VAT groups on a down payment invoice (and, subsequently, on the connected down payment request) must be the same as on the regular invoice. End of the note. 7. If the drawn down payments do not pay the final invoice in full, you can perform the final payment using the Banking module. 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. A down payment invoice that is fully drawn to the invoice is closed, and cannot be drawn again to another invoice. You can draw one down payment invoice on more invoices, as well as draw more down payment invoices on one invoice. 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.
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. In addition, such business practice increases the cash flow. The below process describes how to create Sales Order, Incoming Payment for the received down payment, and A/R Down Payment Invoice at once. Prerequisites Make sure the following requirements are fulfilled: Payment Advances account is specified in Administration Setup Financials G/L

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Account Determination Master Data

Sales tab, General

or in

Business Partners

Business Partner

Accounting tab, General

of the relevant customer. Administration . System

The user has Full Authorization for A/R Down Payment Invoice (in Initialization Process 1. From SAP Business One main menu, choose window appears. Sales A/R Authorizations General Authorizations)

Sales Order

. The Sales Order

2. Fill in the Sales Order. Before you add it to the data base, choose the from the tool bar. The Payment Means window appears.

Go To Payment

(Go To Payment) icon

3. Specify the amount paid as down payment and the payment mean used. Choose OK and return to the Sales Order window. To add the Sales Order, choose Add. Result As a result of the above described process, the following documents are created: Sales Order A/R Down Payment Invoice for the amount paid, that is linked to the Sales Order mentioned above. Incoming Payment for the amount paid, linked to the A/R Down Payment Invoice described above. When displaying the newly added Sales Order, the Remarks field contains the following text: Linked to Down Payment No. 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. 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, and the complete amount of tax related to the Sales Order is to be paid only after the A/R Invoice is created. Although the creation of Incoming Payment directly from within a Sales Order is available, Sales Orders are not visible in the Incoming Payments table. You can create more than one A/R Down Payment Invoice for a given Sales Order. Do it by displaying the Sales Order, choosing the
Process Go To Payment

(Go To Payment) icon from the tool bar, and repeating step no. 3.

Freight Charges

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SAP Business One enables you to manage freight so that you can track any additional costs in sales and purchasing transactions. Freight charges could include insurance, shipment, and other costs that apply to your goods. You can add freight in the document or row level. When you do, the total amount of the document is updated accordingly. If you manage your stock using perpetual inventory, you can add the value of freight charges in purchasing documents to the cost of your goods. In addition, you can define whether the last purchase price of your items includes the freight charges that apply to your purchased goods. You can print freight and generate various reports for analyzing it. Prerequisites In the Freight - Setup window, you have defined the freight you plan to apply to your sales and purchasing documents. On the G/L Account Determination: Inventory Tab, 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. On the G/L Account Determination: Purchase Tab, in the Expense Account: Variance Account field, 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. In the Cash Discount window, by selecting or clearing the Freight checkbox for every cash discount defined in your company, you have decided whether the discount amount calculated on the invoice total includes freight. Country-specific fields, US and Canada: In the Sales Tax Codes - Setup window, by selecting the Freight checkbox, you have applied freight charges to each tax code. Country-specific fields, all Europe: For the Output Tax Group and Input Tax Group, you have chosen relevant tax groups and selected the WT Liable option to apply withholding tax on freight. Process
Freight in Sales and Purchasing

You can apply freight to both sales and purchasing documents. However, only freight charges in purchasing documents may affect item cost and the last purchase price. 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, the Draw Document Wizard appears and enables you to copy the required data. In different steps of the wizard, make the necessary settings for copying the row level and the total level freight. Example
Prerequisites

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1. You manage perpetual inventory by standard price. 2. The vendor, item, and freight charges are exempted from tax. 3. There is one additional freight charge at the total level. 4. The freight is defined as Stock Yes .

5. The standard price of the item and the price in the document are USD 100. 6. The freight amount is USD 10.
Goods Receipt PO

G/L Acc./BP Code Name Debit Credit USD 100.00 23000000-01-001-01 Allocation 1 19200000-01-001-01 Freight Clearing 1 USD 10.00 USD 10.00 52300000-01-001-01 Variance 1 13500000-01-001-01 Stock 1 USD 100.00 USD 110.00 USD 110.00
Goods Returns and Goods Returns Based on a Goods Receipt PO

G/L Acc./BP Code Name Debit Credit USD -100.00 23000000-01-001-01 Allocation 1 19200000-01-001-01 Freight Clearing 1 USD -10.00 USD -10.00 52300000-01-001-01 Variance 1 USD -100.00 13500000-01-001-01 Stock 1 USD -110.00 USD -110.00
A/P Invoice Based on a Goods Receipt PO

G/L Acc./BP Code Name Debit Credit V6970 Vendor USD 110.00 19200000-01-001-01 Freight Clearing 1 USD 10.00 23000000-01-001-01 Allocation 1 USD 100.00 USD 110.00 USD 110.00
A/P Invoice

G/L Acc./BP Code Name Debit Credit V6970 Vendor USD 110.00 52300000-01-001-01 Variance 1 USD 10.00 13500000-01-001-01 Stock 1 USD 100.00 USD 110.00 USD 110.00
A/P Credit Memo Based on Goods Returns

G/L Acc./BP Code V6970

Name Vendor

Debit

Credit USD -110.00

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19200000-01-001-01 Freight Clearing 1 USD -10.00 USD -100.00 23000000-01-001-01 Allocation 1 USD -110.00 USD -110.00
A/P Credit Memo and A/P Credit Memo Based on A/P Invoice

G/L Acc./BP Code Name Debit Credit V6970 Vendor USD -110.00 52300000-01-001-01 Variance 1 USD -10.00 13500000-01-001-01 Stock 1 USD -100.00 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. The freight charge amount in the A/P invoice is USD 10. The freight charge amount in the A/P credit memo is USD 0. G/L Acc./BP Code Name Debit Credit V6970 Vendor USD -100.00 63500000-01-001-01 Variance Expenses USD -10.00 USD -10.00 52300000-01-001-01 Variance 1 13500000-01-001-01 Stock 1 USD -100.00 USD -110.00 USD -110.00 The variance expense G/L account is used to clear the differences, since the vendor account is not cleared.
Closing a Goods Receipt PO or a Goods Returns

When you close a goods receipt PO or a goods return ( Data Close ), no inventory posting is registered. However, a journal entry is created to clear the allocation and the freight clearing accounts. G/L Acc./BP Code Name Debit Credit 23000000-01-001-01 Allocation 1 USD 100.00 19200000-01-001-01 Add. Expense Clearing 1 USD 10.00 10000111-02-001-01 Goods Clearing 1 USD 110.00 USD 110.00 USD 110.00
Note

Note

The freight clearing G/L account clears the inventory account along with the allocation costs account. If there is a discrepancy between the amount recorded in the vendor account and that in the inventory account, the variance G/L account is used in the journal entry. End of the note.
Component

Purchasing - A/P

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The Purchasing module in SAP Business One gives you a comprehensive solution for the whole purchasing process in your business. You have an overview of the whole purchasing process in SAP Business One. In addition, you become familiar with the Freight Charges function for tracking and documenting any additional costs used in your sales and purchasing transactions. For a large variety of purchasing documents, you can find the Landed Costs, which provides a tool to document and post the costs incurred when you import goods.
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. The Purchase Order (PO) is the document used to request items or services from a vendor. The next stage is the Goods Receipt PO. It is the stage when the stock is received into the company. The goods receipt is followed by an A/P Invoice,which is the request for payment. It is the only mandatory document in the purchasing process. It is possible to create the A/P invoice without first creating a goods receipt PO or a purchase order. In SAP Business One, you can create an A/P Reserve Invoice. This document is similar to a purchase order but includes a request for payment. The A/P reserve invoice is used when a vendor is concerned about the credit worthiness of his customers. In the purchasing process of SAP Business One, it is possible to return goods to the vendor if, for example, the goods you received were faulty. 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. You can create a new document based on one or more of the existing ones. When you create a new document with reference to an existing document, 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. Open documents remain open until you transfer all items completely to the follow-on document, or until you manually close or reverse them. Each document affects stock quantities and some affect the general ledger. The purchase order affects the available stock quantity. The goods receipt PO increases the actual stock quantity. If you create an A/P invoice without reference to the goods receipt PO, it will also increase the quantity in stock. As far as accounting is concerned, the A/P invoice always creates an accounting transaction. It records freight and tax and updates the vendor account with the new outstanding balance. The A/P reserve invoice only affects the available stock quantity and creates an accounting transaction. The goods return reduces the actual stock levels. 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. More Information

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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. The process below describes how to create simultaneously a purchase order, outgoing payment for the paid down payment, and an A/P down payment invoice. Prerequisites The Payment Advances account is specified in one of the following locations: On the Purchasing tab, General in Account Determination On the Accounting tab, General of the relevant vendor in Partner Master Data The user has Full Authorization for A/P Down Payment Invoice in Initialization Process 1. From the SAP Business One Main Menu, choose Purchase Order window appears. Purchasing A/P Purchase Order . The Authorizations General Authorizations . Administration System Business Partners Business Administration Setup Financials G/L

2. Fill in the purchase order. Before you add it to the data base, choose the icon from the tool bar. The Payment Means window appears.

Payment Means

(Payment Means)

3. Specify the amount paid as down payment and the payment means used, and choose OK. 4. Return to the Purchase Order window and choose Add to add the purchase order. Result The process described above produces the following documents: Purchase order A/P down payment invoice for the amount paid, linked to the purchase order Outgoing payment for the amount paid, 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. XXX

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In addition: The purchase order is not closed, even if the down payment amount was the full amount of the purchase order, and it can be copied later into a goods receipt PO or an A/P invoice, as any other purchase order. 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, and the complete amount of tax related to the purchase order is to be paid only after the A/P invoice is created. Although the creation of an incoming payment directly from within a sales order is available, sales orders are not visible in the Incoming Payments table. You can create more than one A/P down payment invoice for a given purchase order by displaying the purchase order, choosing the
Process Payment Means

(Payment Means) icon from the tool bar, and repeating step 3.

Landed Costs: The Import Process

The landed costs function enables companies, when calculating the purchase prices of imported items, to include: Customs Transport and insurance fees Taxes Other landed costs Prerequisites Before creating the landed costs document, go to following:
Units of measure:

Inventory

Item Master Data

and define the

On the Purchasing Data tab, specify the following units of measure for the items you import: Length, Width, Height, Volume, and Weight. 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.
Customs:

Administration

Setup

, and Weight UoM). In each field, enter an appropriate value followed

If an item you import is liable for customs fees, you need to link it to a relevant customs group. Choose Inventory or define a new one. Item Master Data Purchasing Data and either select the relevant customs group

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Process Documents relevant to the import process are in the Purchasing - A/P module: Purchase order Goods receipt PO A/P invoice Landed costs
Process Steps

1. Send a purchase order (PO) to a vendor overseas as you would to a local vendor. This optional document updates the available stock quantity of the ordered items. 2. Create a goods receipt PO. This document creates an inventory receipt transaction and is recorded as one from a local vendor would be. SAP Business One uses the goods receipt PO as the base reference for the entire import process; therefore, be sure to specify the item prices and quantities correctly.
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 that will be allocated later for the entire shipment. The total amount of the goods receipt PO should be the overall price your vendor is charging you for the shipment, excluding the additional costs you must pay other parties, such as your customs broker. End of the note. 3. To complete the accounting transaction of the import process, create an A/P invoice based on the goods receipt PO as soon as the invoice arrives in your office. Create the A/P invoice as you would create one sent from a local vendor. You can create the A/P invoice anytime and regardless of the date when you actually record the landed costs document. 4. Create the landed costs document based on the goods receipt PO (similar to the A/R invoice). The landed costs document is designated for updating the item costs of the items. This is required for calculating the inventory valuation, the gross profit, or any other inventory-related calculation. Result After you create the landed costs document, the last purchase price of each imported item specified in the document is updated and contains all the costs that were allocated. Use the landed costs document to create a journal entry to reflect the additional costs in the company's accounting system.
Recommendation

Recommendation

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

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Getting Started

Navigation

Getting Started - Add and Navigate Documents or

Enter Multiple

Goods Receipt POs into a Landed Costs Document Getting Started Navigation

Getting Started - Add and Navigate Documents .

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. A serial number is a unique identity for a specific item. For example, you can locate a computer using its serial number. The serial number can provide additional information regarding a specific item as its manufacturing date, warranty data, and so on. The work method is to enter serial numbers during stock entries for items that have been defined as having serial numbers management. For example, goods receipt from vendors. You also choose relevant serial numbers in sales or release documents. For example, delivery to customers. Activities

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There are two ways you can manage serial numbers: On every transaction. For details, see Creating Serial Numbers on Every Transaction. On release only. For details, see Creating Serial Numbers on Release. Or automatically on release, see Creating Serial Numbers Automatically. When a customer purchases a serial number item, you select available serial numbers for the item and allocate them to the customer. You can update serial number details, before you add a relevant document and make an inventory transaction. If you sell warranty-managed items, 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 get of a specific serial number from the Serial Number Details Window. In addition, you run Serial Numbers Transactions report to display all transactions made for each one of the serial numbers. 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, such as pharmaceutical products, that are combined in a single batch. You define the item quantity related to each batch, and additional properties, such as expiration date, attributes, and so on. During the stock receipt transaction, you create batches for items using batch management, while during the release/sales transaction you select a certain quantity out of the relevant batch.
Note

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note. Process 1. You create batches in one of two ways: On every transaction. For details, see Creating Batches on Every Transaction. On release only. For details, see Creating Batches on Release.

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2. When a customer purchases a batch item, you select available batches for the item and allocate them to the customer. 3. You run the Batch Numbers Transactions report to display all transactions made for each of the batches. 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.


Caution

Caution

The use of alternative items is strictly limited to non-sales BoM items only. Alternative items should not be used to replace components of BoM items. End of the caution. Procedure
Creating Alternative Items

1. From the SAP Business One Main Menu, choose Items .

Inventory

Item Management

Alternative

The Alternative Items window appears. 2. Specify the item code, or press TAB to select the item code from the list. The name of the item appears in the field. 3. Specify the code for an alternative item or press TAB to select the alternative item code from the list. 4. Enter remarks, if required, and specify the Match Factor value. The higher the value, the more suitable the match. 5. Choose Reverse Link to create a reverse relationship between the alternative item and the original item. 6. To save your settings, choose Add. 7. To close the window, choose OK.
Removing Alternative Items

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1. Select the alternative item that you want to remove. 2. Position the cursor either in the Remarks or Match Factor field. 3. In the SAP Business One menu bar, choose Data Delete Row .

4. To confirm the entry and close the window, choose OK.


Note

Note Data Remove to remove all the alternative

In the SAP Business One menu bar, choose items for a specific item. End of the note. More Information Alternative Items
Procedure

Managing Goods Receipts

Procedure
Creating Goods Receipts

1. Choose

Inventory

Inventory Transactions

Goods Receipt

2. Make the appropriate entries and choose Add. 3. A window appears, in which you confirm that the document is to be added. Result You cannot change the table in the document after it has been added. If you display an existing goods receipt later, none of the fields in the table are active. To correct the table in a goods receipt that has not been entered correctly, enter a compensatory goods movement later. 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.

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Process 1. First, you define one (or more) base prices lists. In the base price list, you enter the price of each item once. You then refer all the other price lists you define to the base price list with a particular factor.
Example

Example

For example, you could create price list A for regular customers, and price list B for customers that only make occasional purchases. The prices in price list B are to be 10 % higher. You define price list B for less regular customers and refer it to price list A with a factor of 1.1. 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. 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). The system then calculates the prices valid for particular cases automatically on the basis of this. End of the example. 2. To adjust prices, you simply change them once in the base price list. The change is then made automatically in all of the price lists that refer to the base price list. 3. To change the ratio of two price lists to each other, simply change the factor once. In the example above, you could change the factor to 1.15 so that the prices for customers that make occasional purchases are generally 15% higher than for customers that make regular purchases. Ten price lists are predefined in the system. You can add prices to these, 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. In addition, 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. Last evaluated price list the price list is automatically updated after you run the Inventory Valuation report. More Information Price Lists Managing Price Lists
Procedure

Pick and Pack

Follow the steps below to guide you through the Pick and Pack process. Prerequisites You have created a Sales Order or A/R Reserve Invoice with approved status. Procedure
Step 1: Creating a Pick List

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1. From the SAP Business One Main Menu, choose Manager .

Inventory

Pick and Pack

Pick and Pack

The Pick and Pack Manager, Selection Criteria window opens. 1. In the Status field, choose Open. 2. In the Group by field, select Document if you want the Pick and Pack Manager to group the items according to Sales Order or A/R Reserve Invoice. 3. In the General area, enter the selection criteria. 4. In the Warehouses table, select the required warehouse or a range of warehouses by location. 5. In the Sort field, select the appropriate sort criteria and choose OK.
Note

Note

Use the Sort field in the Pick and Pack Manager Selection Criteria window to determine priorities for releasing items. The selection you make determines the order of the rows in the Pick and Pack Manager, which in turn determines the distribution of the release quantities (To Release) between the rows. For example, if you sort the list by delivery date (Delv/Due Date), the rows with the earlier delivery date are allocated the available item quantities (Available to Release) first. This means that if the available quantities are inadequate for all rows, those with a later delivery date will have a lower fulfillment (Fulfillment %). The Available to Release quantity, as it appears on a particular row, is calculated as follows: The quantity in inventory, minus the total released quantity, minus the total picked quantity, minus the total To Release quantity from the rows above. The Pick and Pack Manager window opens with Open status. End of the note.
Note

Note

To sort the rows in the Pick and Pack Manager according to one of the fields, double-click a column header. (This sort function does not work if you selected Group by Document). End of the note. 2. To choose a row, select the checkbox in the second column.
Note

Note

If you selected Group by Document, you can select the grouped row to select all rows in the document. If you expand the grouped row, you can select each row separately. End of the note. 3. To change the quantity to be released to the pick list, enter the quantity in the To Release field. You can also enter a partial quantity.

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4. To release the selected rows to the pick list, choose Release to Pick List.
Note

Note

Alternatively, you can choose Deliver to create a delivery for the selected rows. You then do not proceed to create a pick list, but deliver the goods immediately. End of the note. 5. In the Pick List Details window, complete the fields and choose Add. The Sales Order / A/R Reserve Invoice rows are released. They no longer appear in the Pick and Pack Manager Open view. 6. On Pick and Pack Manager, choose Released to see the sales order rows. 7. Choose OK.
Step 2: Selecting the Items or Pick Lists to be Picked

1. Choose

Inventory

Pick and Pack

Pick and Pack Manager

The Pick and Pack Manager - Selection Criteria window appears. 1. In the Status field, choose Released 2. In the General area, enter the selection criteria. 3. In the Warehouses table, select the required warehouse or a range of warehouses by location. 2. The Pick and Pack Manager: Status Released window opens in the selected view. 1. To include a row in the pick list, select the checkbox in the second column. 2. To update the pick list, change the released quantity. 3. To close the window, choose OK.
Note

Note

Alternatively, you can choose Deliver to create a delivery for the selected rows. You then do not proceed to create a pick list, but deliver the goods immediately. End of the note.
Step 3: Picking the Items

1. Choose

Inventory

Pick and Pack

Pick List

2. Enter your selection criteria and choose Find to display the relevant pick list. 3. Enter the picked quantity for the item.

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Choose Pick All to pick all open items for the line. Choose Clear All to cancel the Pick All selection. 4. Use the Print options to print the pick list, if necessary. 5. To create a delivery document, choose Deliver; to update the pick list, choose Update. 6. To close the window, choose OK.
Step 4: Viewing the Picked Items and Pick Lists

1. Choose

Inventory

Pick and Pack

Pick and Pack Manager

The Pick and Pack Manager, Selection Criteria window opens. 2. In the Status field, select Picked and select a view in the View field. The Pick and Pack Manager, Status Picked window opens in the selected view.
Note

Note

Select either the Summary or Detailed view to define the view for the Pick and Pack Manager window in the Released status. End of the note. 3. View the details of the picked items and choose the relevant rows for delivery.
Step 5: Packaging

1. To create a delivery document, choose Deliver . You can also choose Sales A/R Delivery from the SAP Business One Main Menu.

The Delivery window opens. 2. Enter the details for the document and choose Add to create the delivery document immediately. 3. Enter the package type. You can select more than one package for the item.
Note

Note Goto Packaging . The Define Packages

To define a package type, from the menu bar choose window opens. End of the note. 4. Choose the quantity for the available items.

To include different quantities of different packages for the same item, select the line with a package type and enter the quantity in the available items area. Then, move the selected line to the appropriate area.

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5. To close the window, choose OK. 6. Enter the details for the delivery document and choose Add. 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. Standard Based on the bill of materials and used to produce a regular production item. You manage material transactions of the regular production process. You can change components at the production stage. When you open a new standard production order, all the components are filled in automatically. Special Used to produce and repair items or to perform activities that are not necessarily bill of materials items, for example, repair orders for customer equipment cards or rejected assemblies. You create special production order components manually. Disassembly Used to dismantle a parent item of the regular product into its child items. The separate parts

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can then be put into inventory and sold. For example, you can purchase a used car, take it apart, and sell the individual components.
Production Order Issue Methods

You issue component items using either the Manual or the Backflush method. Manual You issue individual component items to the production order. This enables you to post components issued to a production order precisely when they are required in the production process. 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.
Production Order Status

Planned SAP Business One initiates production orders with Planned status. 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 update the production order. Released You change the production order to this status when you release it to the shop floor for production. At that stage: You can report transactions for the production order and the issue of the components. You can update the component items as long as there are no transactions for the selected component. You can add a new component. Closed The production order is Closed when you cannot add any new transactions to it. You close the production order when production is completed.
Note

Note

You can manually cancel a production order that is in status Planned or Released only. The cancelled production order is removed from the list. End of the note.
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). To ensure accurate calculations of product cost, even if the components were issued manually, SAP Business One uses the cost of the items issued to production order and not the cost of the items currently in inventory. This avoids differences between the actual cost of components used in the order and the value of the product.
Note

Note

The cost calculation method described here is relevant only for standard and special production orders, but not for disassembly, to companies managing perpetual inventory.

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

Production Order

Use different methods to issue different kinds of production orders.

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Prerequisites You have defined the parent and child items in the Item Master Data window. You have defined the Bill of Materials for the parent and child items in the Define Bill of Materials window. If you are working with perpetual inventory, you have determined the Work in Progress (WIP) Material Account and the WIP Variance Account in the G/L Account Determination, Inventory Tab. Process The following example shows the production of one pair of in-line skates. Production Order Process
This graphic is explained in the accompanying text.

1. Issue a Production Order. By default the order opens with Planned status. 2. Create production orders either automatically from MRP Recommendations, or manually according to Sales Orders. 3. An authorized staff member changes the status of the production order to Release. Once released, the production order is available to shop floor staff. 4. Release the child items (with a manual issue method) from stock using theIssue for Production Windowmethod. Child items with a backflush issue method are issued automatically for the production order. 5. Report the completion of the parent item in the Receipt from Production Window. 6. Change the production order status to Closed. You can do this at any time after the production order is set to Release, even if the planned quantity of the parent item has not been produced. Result The finished product (parent item) is created. The stock is updated for the finished product and for the child items. The Production Order details are summarized in the Production Order Window: Summary Tab. More Information Production Order Overview
Process

Additional Costs in the Production Order

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You can include additional costs, such as labor, machinery and overheads in the Production Order. To do this, include the additional expenses as non-inventory items in the Bill of Materials (BOM). You can do this in both perpetual inventory and non-perpetual inventory systems.
Caution

Caution

If you have installed a patch, or upgraded SAP Business One, and the non-inventory item does not have an associated WIP account, when you open a Receipt from Production window the system displays an error message. To solve this, open the Production window and choose Update. End of the caution. Prerequisites You have set the Item to Non-Inventory. Choose Inventory Item Master Data , and deselect Inventory Item.

You have set the Valuation Method to Standard (for perpetual inventory only). Choose Inventory field, select Standard. Item Master Data Inventory Data tab, and in the Valuation Method

You have defined Expense, WIP Material and WIP Variance accounts (for perpetual inventory only). Choose Inventory Administration tab. Setup Financials G/L Account Determination

You have defined the Standard Cost for the Item (for perpetual inventory only). Choose Cost field. Inventory Item Master Data Inventory Data tab and enter the cost in the Item

You have defined the Issue Method as Backflush. Choose Inventory Method field.
Note

Item Master Data

General

tab and select Backflush in the Issue

Note

Non-inventory items must use the backflush issue method. End of the note. Process
Bill of Materials

For more information, see Defining Bill of Materials.

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Once the prerequisite steps have been carried out, you can add the non inventory item to the BOM. You can change the required additional costs value by changing the value in the Planned field. 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. End of the note.


Production Order

For more information, see Production Order. The Item WIP Material account is copied to the production order and cannot be changed. A subsequent change to the WIP Material account does not influence the production order. The expense account is taken from the Expense Account field on the Warehouse tab. More Information Production Order
Component

MRP (Material Requirements Planning)

You use this module to plan your material requirements continuously, based on the re-evaluation of demand and on changing planning parameters (such as lead time determination, make or buy decisions, and lot sizing). To create material ordering recommendations that will fulfill your companys commitments to your customers, 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

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The calculation of lead times including non-working days To simplify the planning process, you can implement lot sizing policies and define planning data in the item group. The MRP recommendations are presented on screen or in a report. 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 the MRP Wizard to create and run MRP scenarios. The MRP Wizard generates recommendations for the production and purchasing orders required to produce the final product on time and in the required quantity. Use these recommendations to create production and purchase orders in the Order Recommendation Report.
Note

Note

Sometimes you may want to create an MRP run, even though the lead time is too short to allow the order to be fulfilled in time. If you generate recommendations for the total raw material requirements needed to make this product and all production orders, you can then change the due dates of the production orders and purchase orders, as required to complete the order. End of the note. Prerequisites You have defined the Planning system Procurement method Order multiple Minimum order Lead time See also: Item Master Data: Planning Data Tab. You have set the time interval between orders. See also: Inventory Cycles - Setup. You have defined the appropriate items as non-production bills of materials (if required). See also: Item Master Data, General Tab. You have defined default warehouses. See also: Define Warehouses.

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You have defined forecasts. See also: Forecasts. You have selected the Consume Forecast option to make the system exclude existing sales orders from the forecast. If this is not selected, the forecast considers existing sales orders as an additional requirement. See also: Sales Order. You have set the planning definitions. If you chose Consume Forecast, you have defined the consumption method, days forward and days backward. See also: General Settings, Inventory Tab. Process 1. Start the MRP Wizard. 2. Create a new MRP scenario or select an existing one. (See also: MRP Wizard: Select New or Existing Scenario) 3. Define the parameters for your scenario, such as the planning horizon and item details. You also choose your display preferences. (See also: MRP Wizard: Scenario Details) 4. Define the data sources for requirements that you want to include in your MRP scenario. For example, you define whether you want to consider the existing inventory or the minimum inventory level. You can also include a predefined forecast. (See also: MRP Wizard: Data Source) 5. Save the scenario or run it. After you run the scenario, the system displays the MRP Results. 6. Analyze the MRP results. You can display the final inventory quantity before the MRP run or after it. 7. Save the recommendations and exit the MRP Wizard. Result After completing the MRP Wizard, you still need to create the purchase and production orders in accordance with the MRP recommendations. See also: Order Recommendation Report. More Information MRP Overview
Background

MRP Overview

The MRP run starts with the parent item and ends with the last child item.
MRP Flowchart
This graphic is explained in the accompanying text.

MRP Calculations

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For each time period, the MRP run follows these planning steps: 1. The system calculates the quantity required to continue the sales of the final product without any delays, considering the following resources: Stock on hand. Receipts: purchase orders, 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. The system uses the planning policy to make the production/purchase order recommendations. 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. 3. In order to complete these production orders for the parent item, quantities of the child items that comprise the BOM are needed. The system calculates the quantity of the child items, taking the MRP-dependent requirements into account. The system then recommends Purchase Orders or Production Orders for the child items required for producing the parent item.
Calculations for the Child Item

1. The system calculates the quantity required to continue the sales of the final product without any delays, considering the following resources: Stock on hand. Receipts: purchase orders, production orders (for the parent item) The system then subtracts the following requirements: Sales orders Forecasts

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Production orders (for the child items) A/R reserve invoices MRP-dependent requirements, that is, the quantities of child items required to complete the production orders recommended by the system for the parent item. These child item requirements are calculated during the MRP run. 2. The system uses the planning policy to make the production/purchase order recommendations. 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.
Calculations for Grandchild Items

The process continues in the same manner if the child item has child items of its own, ending at the lowest level of the BOM. These lower-level items are known as grandchild items.
Example

Example

One piece of the parent item BOM is assembled from two pieces of a child item. One piece of the child item is assembled from two pieces of the grandchild item. After the MRP run, the system issues a production-order recommendation for two pieces of the parent item. The system adds the dependent requirement of four pieces for the child item and eight pieces of the grandchild item. End of the example.
Note

Note

A disassembly production order appears in the requirements for the parent item and in the receipts for the child item. End of the note. More Information MRP Run

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Procedure

Managing MRP Forecasts

Use these procedures to add and update MRP forecasts. Procedure


Adding a New Forecast

1. Choose

MRP

Forecasts

The Forecasts window appears. 2. Enter the forecast code and name. 3. Enter the start and end dates for the forecast. 4. Choose one of the views as described in Forecasts.
Note

Note

Once you have chosen the view and saved the forecast, you cannot change it. End of the note. 5. Enter the item number for the forecast. To display the list of items, press TAB and select a value from the list. 6. Enter forecast quantities for the defined periods.
Note

Note

You are not required to enter a value for every period. For example, if you create a weekly forecast for six months, you are not required to enter a quantity for every week. End of the note.
Updating a Forecast

1. Choose

MRP

Forecasts

The Forecasts window appears. 2. Press TAB and select a forecast from the list. The details of the forecast are displayed. 3. Do one or more of the following, as required: Change the forecast description.

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Overwrite the dates to change the forecast horizon. The period values are deleted and replaced by the new ones. Update the item record. To display the Item Master Data for the item, click the arrow to the left of the Item No. field. To overwrite the value in the Item No. field, enter a new item number, or press TAB and select a value from the list. Update quantities for each item in each period.
Caution

Caution

If you change the range of dates in the Start and End Date fields, the data that does not fall within the range of dates is deleted. End of the caution. 4. To save the changes, choose Update. 5. To close the window, choose OK.
Duplicating a Forecast

1. Choose

MRP

Forecasts

The Forecasts window appears. 2. From the Data menu, choose Duplicate.
Deleting a Forecast

1. Choose

MRP

Forecasts

The Forecasts window appears. 2. From the Data menu, choose Remove.
Caution

Caution

You cannot remove a forecast that has been used by the MRP scenario. End of the caution. More Information MRP Wizard
Component

Service

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The Service module optimizes the potential of your sales and service departments, providing support for service operations, service contract management, service planning, tracking of customer interaction activities, customer support and management of sales opportunities. The Service Call feature enables you to resolve customer questions and deal with item-related problems. The Customer Equipment Card is the database that contains all items to which service can be provided. 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. The service contract contains information specifying the service for which a customer is eligible. The Knowledge Base Solution includes key solutions to solve various problems and cases. It helps streamline service and speed up service representatives performance, and allows external sources to view questions and solutions regarding the organization's products. Service Reports enable you to view and analyze data related to service contracts, customer equipment, and service calls. You can check service calls made by individual sales representatives, or those reported by certain customers. You can evaluate your efficiency and performance. See also: Warranty Process Regular Service Process Service Call Process
Process

Warranty Process

You can use this process to automatically add a service contract, based on the warranty service template, to the defined serial number items. Once you do this, you can open service calls for the serial numbers covered in the warranty service contract. Prerequisites You have created a contract template of the type Warranty, which will automatically copy its data into a service contract upon creation. This allows you to work with several contract types and simplifies the creation of service contracts for each customer. You have defined new items and serial numbers using the Item Management function so that you can sell the warranty-managed item. Process 1. When a customer orders a serial number item, you create either a delivery note or an A/R invoice to deliver the stock to the customer. At this point, the service process starts based on the service template that you have assigned to the item. 2. The customer equipment card is automatically created for serial number items. The customer equipment card

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provides you with the complete overview of all service-related information for the serial number. 3. At the same time, the system creates a service contract for the serial number items, since the warranty covers these items.
Note

Note

You can create a customer equipment card manually. 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. In this case, you also must create the service contract manually. End of the note. Result You can open service calls for the serial number items. 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. For example, all software, hardware, desks, chairs, and so on. Item Group type The customer only receives service on items in a particular item group, for example, monitors. Prerequisites 1. You have created new contract templates of the customer type and the item group type. 2. You have created new items to be included in the service contract. Process Regular Service Process
This graphic is explained in the accompanying text.

1. You create a service contract for the items based on the predefined contract template.

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2. If necessary, you modify the information to meet customer requirements better. 3. After you have negotiated all details of the service contract with the customer, you change its status to Approved. Result The customer is entitled to receive service. You can open service calls for the items covered by the service. More Information Contract Template Service Contract
Process

Service Call Process

You can use this process to track customers' complaints and problems, to provide solutions to these problems, and to view the activities and expenses related to these problems. Prerequisites You have an installed base of items and serial numbers. The customer has a service contract.
Note

Note

It is possible to provide service to a customer without a service contract. In this case, you must refer to your company's policy on dealing with such customers. For example, you may have to set a special rate for the service without a service contract. End of the note. Process 1. When a customer reports a problem using phone, e-mail, or fax, you open a service call for the problem. 2. The system checks whether the customer has a valid service contract. In addition, the system verifies whether the customer has service coverage.
Example

Example

For example, if the customer calls on a holiday or a weekend, the system checks whether the service contract includes such days. Then you can decide if you should offer service for an extra charge or ask the customer to call back later. End of the example. 3. You record all activities related to the service call, so that later you can check every step you took to solve the problem.

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4. If you cannot solve the problem over the phone, you assign a technician. Technicians include all their expenses in service call charges. 5. Once the service call is complete, you calculate all additional expenses, such as parts, labor, and travel and include them in the service call bill. 6. You check the knowledge base for solutions to the service call problem, or create a new solution. If you have similar service call problems, you should use the same solution in several service calls, so that you do not have to reinvent new solutions each time. 7. After you solve the service call problem and complete the service call, you close it. 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. For more information, see Employee List - Selection Criteria. Procedure 1. From the SAP Business One Main Menu, choose Human Employee List . Resources Human Resources Reports

2. Specify your criteria for the list content. 3. Choose OK.


Note

Note

You can print the list. End of the note.

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Procedure

Creating Absence Reports

Use this procedure to run a report showing the amount of time employees have been absent. Procedure 1. From the SAP Business One Main Menu, choose Human Absence Report . Resources Human Resources Reports

2. Enter your criteria for the content of the report, including Branch, Department, Manager, and the range of dates. 3. Choose OK.
Note

Note

You can print the report. End of the note. 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. Procedure 1. From the SAP Business One Main Menu, choose Human Phone Book . Resources Human Resources Reports

2. Specify your selection criteria. 3. Choose OK.


Note

Note

You can print the phone book. End of the note. More Information

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Phone Book
Component

Administration

To prepare SAP Business One for use at your company, you first need to define information about your company in the system using the Administration module. Such information includes currency exchange rates, authorizations and approvals, internal mail organization, E-mail settings, data import and export functions, and much more. Use this module to specify the system setup and system parameters, as well as to perform regular maintenance functions such as backup and restore. Any updates in company and user information are also entered in this module. Since changes in the Administration module are not logged by the system, you must ensure that changes to user master data or table settings are logged outside the SAP Business One system. To log these changes, create screen shots with the time and the user. To create a screen shot of the relevant table, choose Data Print Preview

in the table. You can send these screen shots to other users using internal mail or E-mail. 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, and to log on to the required company using your user name and password. In addition, you use this window to create new companies in SAP Business One. To access the Choose Company function, choose More Information Choose Company Window Creating New Companies Logging On to Companies Administration Choose Company .

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Procedure

Creating New Companies

The following procedure explains how to create a new company in SAP Business One using the Choose Company window.
Note

Note

New companies can be also created using the Year Transfer function. End of the note. Procedure 1. Choose 2. Choose New. The Create New Company window appears. 3. Set all parameters in this window according to your needs. 4. Choose OK. 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. This operation may take some time. Once the new company is created, SAP Business One logs you on to it automatically.
Note

Administration

Choose Company

Note

If the new company is not displayed in the Choose Company window, choose Refresh. This triggers database scanning in the server and updates the display of the Choose Company window. End of the note. More Information Choose Company
Procedure

Logging on to Companies

The following procedure explains how to log on to SAP Business One companies. Procedure

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1. From the SAP Business One main menu, choose

Administration

Choose Company

2. In the Choose Company window, make sure the Current Server field is displaying the correct server. 3. Choose the required company from the Companies on Current Server table. 4. Enter your user code and password. 5. Choose OK. Result Once your are logged on to a company, the company name and user name are displayed at the top of the SAP Business One main menu. The current posting period date appears in square brackets next to the user name, 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. To access this window, choose
Choose Company Fields

Administration

Choose Company

User Code Enter your user name for the company you are about to log on to. Password Enter your password. Change User Choose to deselect the user code and password fields and to enter new logon information without exiting SAP Business One. Current Server Click to select a server, for example, MSSQL. Change Server Choose to change the database server. SAP Business One detects whether the server is MSSQL, Sybase or DB2 and provides the appropriate selection window. Companies on Current Server This table displays all company databases that are defined on the selected SAP Business One server Company Name

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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. To access this window from the Main Menu choose
Create New Company Window

Administration

Choose Company

New

Company Name Enter the name for the new company. 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. Local Settings Click and choose the required country. Your choice in this field determines accounting related parameters such as: tax definitions, tax reports, available chart of accounts templates and availability of country specific features. If the company is created through the Year Transfer process, this field is disabled and displays by default the local settings defined for the source company. Chart of Accounts Click and choose the required chart of accounts template. The default value in this field is User-Defined. If you keep this value the chart of accounts in the new company will be empty, and you will have to build it on your own. The available options in this field are derived from the country you chose in the Local Settings field. These options represent common structures of chart of accounts in the selected country. If you choose an option other than UserDefined , the chart of accounts in the new company will be created accordinglly, but you will also be able to adjust it for your special needs. If the company is created through the Year Transfer process, this field is disabled and displays by default the chart of accounts defined for the source company. Base Language Click and choose the required language. The language you choose here will be the default language of the user interface, and the language in which the default values, such as default document series, default payment term and property description, will be displayed. The default value of this field is derived from the country selected in the Local Settings field. Change this value if required. If the company is created through the Year Transfer process, this field is disabled and displays by default the base language defined for the source company.

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Define Posting Periods Specify the posting periods for the new company.
Function

Exchange Rates and Indexes

This window lets you define, either manually or automatically, rates for indexes, as well as exchange rates for the foreign currencies defined in the Define Currencies window. To access this window, 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

Automatic Export and Import of Exchange Rates and Indexes

This procedure explains how to automatically export and import foreign currency exchange rates and indexes, from one company to another in SAP Business One. Prerequisites The databases of the source (exporting) company and the target (importing) company are both stored on the same database server. Procedure 1. Enter the company from which you want to perform the export. 2. Choose Administration Define Foreign Currency Exchange Rate Indexes or Exchange Rates tab, according to the data you want to export. , and select either the

3. From the drop-down menu, choose the required year (and month, in the Exchange Rates tab), so the data you need to export is displayed. 4. Select the columns you want to export by clicking their headers. Use either the Ctrl+left mouse or Shift+left mouse selection option to choose multiple columns. Choose Auto. Export. 5. Choose Continue when the following message appears: Export selected exchange rates/indexes to
common table?

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6. Choose Administration import the data.

Choose Company

, and select the company to which you want to

7. In the Define Foreign Currency Exchange Rate window, select the relevant tab. 8. Select the columns to which the data should be imported, and then choose Auto. Import. The exported values are now displayed in the selected columns.
Note

Note

You import data only for the same columns as those from which the export is done. For example, if you export exchange rates for Dollar you can import only by selecting the Dollar column in the target company. If you choose the Euro column in the target company, nothing happens. End of the note. 9. Choose Update to save the data. More Information Defining Foreign Currency Exchange Rates
Procedure

Defining Index Values

The following procedure explains how to define indexes manually. Procedure 1. Choose Administration Define Foreign Currency Exchange Rates Indexes .

2. From the drop-down list, choose the relevant year. By default, SAP Business One displays the year from the system date. 3. Place the cursor in the cell where the relevant index and month intersect, and enter the index value. 4. Enter all the values required, and choose Update to save the data. More Information Exchange Rates and Indexes
Procedure

Defining Foreign Currency Exchange Rates

The following procedure explains how to manually define foreign currency exchange rates. Prerequisites

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You have defined all the foreign currencies for which you need to define exchange rates. Go to Definitions Procedure 1. From the SAP Business One Main Menu, choose Exchange Rates Exchange Rates . Administration Define Currencies .

Administration

Define Foreign Currency

2. In the window header, select the relevant month and year. The current date is displayed by default. 3. In the required intersecting date line/currency matrix cell, enter the exchange rate.
Note

Note

The value of the exchange rate entered depends on the Exchange Rate Posting method selected in General Settings: Display Tab. End of the note. 4. After entering all necessary exchange rates, choose Update to save the data. More Information Exchange Rates and Indexes Window
Procedure

Copying Exchange Rates

You can copy entries for exchange rates, for example, when an exchange rate does not change over the weekend. Procedure 1. Hold the mouse button on the entry you want to copy until a rectangle appears in the field. 2. Drag the rectangle to the field to which you want to copy the entry. 3. Release the mouse button. The entry is copied to the field.
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. Procedure 1. From the Main Menu choose Administration Define Foreign Currency Exchange Rates

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Exchange Rates

tab.

2. Choose Set Rate for Selection Criteria. 3. At the top of the window, enter the date range for which you want to define the exchange rate. The date range can cover up to one calendar month. 4. Select the currencies for which you want to define the fixed exchange rate for the date range. 5. Enter the exchange rate for the currency or currencies in the Rate column. 6. Choose OK. 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. 7. Once you have entered all the required exchange rates, choose Update to save your data. 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. To access this window, choose
Exchange Rates Tab

Administration

Exchange Rates and Indexes

Year, Month These fields display by default the current year and month. If different values are required, choose them from the drop-down lists found in these fields. Auto. Export, Auto Import Choose to import or export exchange rates from one company in SAP Business One to another. For further information, see Automatic Export and Import of Exchange Rates and Indexes in the online help. Set Rate for Selection Criteria Choose to determine which currencies and dates range will be displayed in the table. Table Each column in the table represents a specific currency, while each row represents a specific day in the selected month. This way, every cell in the table is unique and contains the exchange rate of a certain currency in a specific date.
Indexes Tab

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Year Displays by default the current year. Choose a different value from the drop-down list, if required. Auto. Export, Auto. Import Choose these buttons to import or export indexes values from one company in SAP Business One to another. For further information see Automatic Export and Import of Exchange Rates and Indexes in the online help. Table Each column in the table represents an index, while each row represents a month in the selected year. This way, every cell in the table is unique and contains the value of a specific index in a specific month.
Country Specific Fields: Hungary

Exch. Rates for Reports tab Define in this tab the exchange rates to be considered when generating VAT reports. The functionality of this tab is identical completely to the functionality provided with the Exchange Rates tab. 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. Use the window to define the currencies and dates to be displayed in the De fine Foreign Currency Exchange Rateswindow. 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.
Set Rate for Selection Criteria Window

Date From ... To... Enter the dates range for which the fixed rate should be determined. The range is restricted, and can cover up to one calendar month. Selection Column Use this column to select the currencies for which you would like to determine fixed exchange rate. Currency This column displays all the foreign currencies defined in Define Currencies window. Rate

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Enter in this column the rate you want to assign to each currency you selected, for the selected dates range.
Object

System Initialization

Use the system initialization functions to customize SAP Business One to company requirements. Customizing includes, for example, 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 test the system initialization process, create a test company to try out various settings. Do not start system initialization for the demo company that is provided with the installation. Although SAP Business One functions can operate without the definition of certain settings, we highly recommend you take the time to perform system initialization to establish a more efficient use of the application.
See also:

Initializing the System


Function

Company Details

This window enables you to set initial parameters for your company. Some of the settings defined in this window are irreversible, so it is very important to define carefully. To enter the company details, choose . 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

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This tab contains two sub-tabs with identical fields. On the Local Language tab, enter the details of the company that should be printed on documents in local language layout; and on the Foreign Language tab, enter the details to be printed when a print layout in a foreign language is selected. To access this window, from the SAP Business One Main Menu, choose Initialization Company Details General . Administration System

Company Details: General Tab

Company Name Enter the name of your company. You can use an abbreviation of the company name if necessary, since this field is only used internally. The name you specify here appears at the top of the SAP Business One menu. However, the name specified in the Printing Header field is printed. Address Displays the formatted address as entered in the A ddressfields. Address fields Enter the company's address information as it should be displayed on all documents printed with SAP Business One. Internet Address Enter the company's website. Printing Header Enter the companys name, as it should be displayed on all documents printed with SAP Business One. Active Manager This employee is displayed in the Active Manager field in printed documents. Telephone 1, Telephone 2, Fax, E-Mail Enter the active managers phone and fax numbers and e-mail address.
Country-Specific Fields: Russia

CEO Choose the appropriate employee from the Human Resource module, who is the Chief Executive Officer (CEO) of the company. Value of this field is used on specific print layouts where required by the legislature. Chief Accountant Choose the appropriate employee from the Human Resource module, who is the Chief Accountant of the company. Value of this field is used on specific print layouts where required by the legislature. 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. To access this window, choose Administration System Initialization Company Details

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Accounting Data

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. Federal Tax ID 1, 2, 3 Enter your tax number for the tax on sales/purchases and a second or third identification if necessary. Additional ID Enter an additional ID number for the company. For example, the tax authority identifies the company as part of a group of companies by this number. Company Tax Rate Enter the percentage of tax that must be withheld from amounts paid to the company. Exemption Number If the company has a tax exemption number, enter that number in this field. Tax Deduction Number Enter your corporate tax number. This tax number is used to report data associated with the business function. For example, this number might be used to report information such as location, employment, and industry of the branches to environmental authorities. Tax Official Enter the name of the tax official with whom the company is associated. Holidays Select a set of company holiday dates as defined in the Define Holiday Dates window. To define a new set of dates, select Define New.
Country-Specific Fields: Austria, Belgium, Netherlands, Switzerland

Organization Number This is an identification number for the company, and it is based on the VAT number. This number is also defined according to the location of the company. This number is printed on marketing documents. In Belgium it is required to display this information on every outgoing document.
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.
Country-Specific Fields: Canada, USA

Use Tax Select to enable Use Tax calculations. Tax Code Define the default tax code to be used for the company:

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In Service and A/P invoices if the company was defined as tax-liable. In A/P invoices when choosing an item that is not defined as a stock item.
Country-Specific Fields: Costa Rica, Guatemala, 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. 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. IEPS Payer Select to indicate that the company is liable to IEPS tax.
Country-Specific Fields: Denmark

BP Type Code Determines the string length of the payment reference, which is used in payment slips. PBS Number Determines the customer identification number, which is used by the PBS. PBS Group Number Determines the customer group number, which is used by the PBS.
Country-Specific Fields: France, Italy, South Africa, 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: Germany, UK

Extended Tax Reporting Generates and saves the tax report for tax authorities. You can specify the period type for the report generation from the drop-down list on the right.
Country-Specific Fields: Israel

Advances on Sales % Define the percentage that must be withheld in advance on account of corporate income tax. Tax Liable Select to indicate that the company is liable to tax. Tax % Enter the tax percentage that should be collected and paid by the company.
Country-Specific Fields: Portugal

Min. Base Annex Enter the minimum amount for the annex report. Vendors with business volume above the amount defined will be included in the Annex Report. % of Total Acquisition

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Enter a percentage of total acquisition. Vendors with a business volume less than the amount defined in Administration System Initialization

Company Details Accounting Data tab Min Base Annex, and which have not reached the defined percentage, are not displayed in the report. Min. Base per Document Enter the minimum amount per document for the Justification Note Report. Documents with smaller amount are not included in the report. 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. This field is for information purposes only. Taxation Method Choose Define New to define a new set of dates. Choose the Taxation Method for the Sales Ledger. This is an initialization setting that cannot be changed after the first accounting document is posted. You can choose the On Shipment (default) or On Payment method. Depending on the selected method, the appropriate A/R Tax Invoices and payments for its base documents are registered within the Sales Ledger. For more information about taxation methods, see Sales and Purchase Ledger Reports - Creation Procedure: RU. INN Enter the tax payers identification number. KPP Enter the reason for being registered code. OKPO Enter the Russian classifier for organizations.
Country-Specific Fields: Spain

Minimum Amount for 347 Report Enter an amount, above which documents will be included in the 347 report.
Country-Specific Fields: UK

Accounts Office Ref. (AO Ref.) Enter the Accounts Office Reference. Unique Taxpayer Ref. (UTR) Enter the Unique Taxpayer Reference. Employer's Reference Enter the Employer's Reference. More Information

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Company Details
Object

Holiday Dates Window

The following table describes the fields that appear in the Holiday Date window. To access this window, choose Accounting Data
Holiday Dates

Administration .

System Initialization

Company Details

Holidays

Holidays Enter the name of the holidays group you want to enter.
Example

Example

You can enter holidays for each country you work with. End of the example. Valid for One Year Only Applies the holiday table only to the year specified in the holiday dates. Deselect to define the holiday table as year independent. Ignore Weekends for Payments Considers weekend days as business days while calculating due dates for payments. Weekend From ... To... Select days for the weekend. Start Date, End Date Enter either the exact dates of the holidays for each year, or dates in general for the holidays that are not changed through the years. Remarks Enter any additional remarks regarding the holidays or weekends.
Object

Company Details: Basic Initialization Tab

The following table describes the fields that appear on the Basic Initialization tab of the Company Detailswindow. To access this window, choose Basic Initialization tab. Administration System Initialization Company Details

Company Details: Basic Initialization Tab

Chart of Accounts Template

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

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Specify the default valuation method for newly added item groups. This field is active only if the Use Perpetual Inventory option is selected. The available valuation methods are: Moving Average: Calculates the inventory value by the item cost (see the Data Inventory Data tab). Inventory Item Master

This field is updated dynamically by every inventory receipt posting. Standard Price: Calculates the inventory value by a fixed price. The item's standard price should be set before you start working in your company. FIFO: Calculates the inventory value by the FIFO (first in first out) method. Each inventory receipt transaction creates a "layer" of quantities linked to costs. Each inventory release transaction uses quantities and their corresponding costs from the first open layers.
Note

Note

You can change the selected valuation method at any time; however, the change applies only to item groups added after the change, not retroactively. End of the note. Manage Item Cost Per Warehouse Select this option for calculating inventory pricing for each individual warehouse. Deselect this option for calculating inventory pricing for all the warehouses combined. Use Purchase Accounts Posting System In localizations where purchase accounting is used, selecting this option enables purchase accounting. Once journal entries have been made, this setting cannot be modified. Allow Stock Release Without Item Cost Permits items to be included in documents such as deliveries or A/R invoices, even when the item cost has not been determined. Select when the inventory valuation is performed according to moving average or FIFO. If you selected Standard Price, a cost has already been defined. Ordering Party This field is required for the interface with the Payment Engine add-on. House Bank Enter the company's default bank account and branch information.
Country-Specific Fields:

Install Bank Statement Processing You can select this option at any time to work with the bank statement processing functionality.

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Caution

Caution

If you choose Update having activated this option, the checkbox is disabled and cannot be deselected. End of the caution.
Country-Specific Fields: Belgium, Chile, France, Italy, Spain, and Portugal

Use Bill of Exchange Select to indicate that the company uses bills of exchange (BoE). If not selected, all references to BoE in SAP Business One are hidden. When a BoE transaction is added, Use Bill of Exchange cannot be disabled. This option is relevant for Italy, Portugal, Spain and France and activated by default.
Country-Specific Fields: Israel

Hierarchical Deduction at Source Select to indicate that the company uses hierarchical deduction at source method for tax deduction. Once this option is selected, the Define Deduction Groups button appears. Choose this button to open the Define Deduction Groups Setup window, in which you can define the relevant deduction groups for your company. 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.Note than once a journal entry or or an item master data record has been entered in SAP Business One, the local currency cannot be altered. Procedure 1. Choose . 2. In the Local Currencyfield, choose the required local currency, see Company Details, Basic Initialization Tab.
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 companys local language. 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. Translations can be maintained for fields in master data windows and for almost any alphanumeric field in SAP Business One.

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Prerequisites 1. In the SAP Business One main menu, choose Details Basic Initialization tab Administration System Initialization Company

, and select Multi-Language Support. Administration Definitions General

2. In the SAP Business One Main Menu, choose Languages,

and set up the languages you would like to use. Business Partners Business Partner Master Data

3. In the SAP Business One Main Menu, choose General tab Procedure

, choose the business partner's language in the Language field.

1. Open the required window, for example, Business Partner Master Data. 2. From the menu bar, choose View Translatable Fields . The (Language) icon appears next to fields that can be translated and used by the Multi-Language Support functionality. 3. To translate a field to a foreign language, click in the field and choose, from the menu bar, Translate . Goto
Language

4. In the Translations window , select the language(s) into which you would like to translate the field, and enter a relevant value in the foreign language(s). 5. Choose Add in the Translations window to create the new translation(s). 6. To view translated values in sales and purchasing documents, open a document (for example, a Sales Order), select the display language on the Logistics tab, and choose from the menu bar, Values . View Translated

7. To print a sales or purchasing document in a foreign language, make sure the required language is selected in the Language field on the Logistics tab and choose, from the menu bar, More Information Translations Window
Procedure

File

Print

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. Prerequisites

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1. In

Administration

System Initialization

Company Details

Basic Initialization tab

, the box Multi-Language Support is selected. 2. In Administration have been setup. Procedure 1. Open the window from which you would like to translate field values. For example, Item Master Data. 2. Choose from the menu bar can be translated. View Translatable Fields to display the icon next to fields that Definitions General Languages , the required language/s

3. Place the cursor in the required field and choose from the menu bar 4. The Translations window appears.

Goto

Translate

5. In the Translated Values table, select the langauges to which you would like translate the selected field value. 6. In the Translation column, enter the translation of the value in the foreign language. 7. Choose Add to save your setting. More Information Multi-Language Support The Translations Window
Object

The Translations Window

Use this window to translate values to foreign languages. 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.
Translations Window

Table Displays the system table to which the field belongs. For example, the field Item Description in the Item Master Data window belongs to the Items table. Field Displays the name of the field for which you are translating values. Code Displays the translated value's code. For example, when translating values for theItem Description field, the item's number is displayed in this field.

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Default Description Displays the value recorded in the translated field in your local language. For example, if you are translating the description of a certain item to other languages, the item's description is displayed in your local language in this field. For example, Computer. Translated Values This table displays the translations of the selected value to foreign languages. Language Displays the foreign language to which the value is translated. For example, Spanish. Description Displays the translation of the value in the foreign language. For example, if the item description Computerwas translated to Spanish, the value Computador in this displayed field. 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, defaults for new business partners, budget management, and more. Once the entries have been completed, choose Update to save the data. To access this window, 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

General Settings: BP Tab

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Use this tab to specify the default settings for the business partners defined in your company; set activity restrictions for your customers; and enable document generation authorizations. To access this tab, choose
BP Tab

Administration

System Initialization

General Settings

BP

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 warning message appears if <the customer's account balance> + <the amount of the current document> exceeds the customer's credit line. 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 total amount in undeposited checks> + <the amount of the current document> exceeds the customer's commitment limit. Once you select the required option(s) described above, 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, for all users. Set Commission by Define how commissions are calculated. A commission can be awarded based on the sales employee, item, or customer specified in the document. Select one or more of these options depending on how you want SAP Business One to calculate commissions. This setting influences where you can specify the sales commission percentage, but does not automatically calculate any commission transactions. You can change this setting at any time. Consider Deliveries Balance Checks the customer's account balance and the balance of open deliveries, while applying the selected restrictions for customer activity. These setting are updated immediately per company, for all users. Default Pmt Term for Customer Click and select the default payment term to be assigned to new customers.

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Your selection is assigned to all future new customer master records; however, it does not override the payment terms already assigned to existing customers. When modified, this setting is updated immediately per company, for all users. Default Pmt Term for Vendor Click and select the default payment term to be assigned to new vendors.

The default payment terms are assigned to every new vendor master record that is created in the future; however, they will not override the payment terms already assigned to existing vendors. When modified, this setting is updated per company, for all users. Default Pmt Method for Customer Click and choose a default payment method for new customers.

Your selection is marked as default in every future new customer master record; however, it does not override the payment method already marked as default for existing customers. This setting is updated immediately per company, for all users. Default Pmt Method for Vendor Click and select a default payment method for new vendors.

Your selection is marked as default in every future new vendor master record; however, it does not override the payment method already marked as default for existing vendors. This setting is updated immediately per company, 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. Manually determines that the due dates in the transaction of the credit card voucher deposit are derived from the deposit document. When modified, this setting is updated immediately per company, for all users. Default Dunning Term for Customer Click and select the default dunning term to be assigned to new customers. When modified, this setting is updated per company, for all users. Activate Approval Procedures Activates the Approval Procedures function for the creation of sales documents. When modified, this setting is updated immediately per company, for all users. 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, choose Partner Master Data Account Balance ). Business Partners Business

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More Information General Settings


Procedure

Defining Credit Limits

When defining a credit limit, the maximum permissible credit and/or commitment level for each customer in the master record must be maintained. The credit limit defaults as the first level from the payment terms. The most cautious setting is Order Restriction. To use restriction on order level, choose Sales Restriction, Delivery Restriction and Order Restriction, because not every delivery note or invoice is always based on an order. Therefore, include the higher restrictions. The credit limit setting can be modified at any time. The credit limit includes payments with a future date. This is important if check payments are received with postdated checks. The commitment limit does not consider these types of payments. This setting is mandatory to use credit limit checks. Procedure 1. Choose Administration System Initialization General Settings Sales .

2. To maintain credit limits, set Customer Activity Restrictions to either Credit Limit and/or Commitment Limit. 3. Define to which documents the restriction applies. 4. Check Consider Deliveries Balance to include the delivery notes balances. More Information General Settings, Sales Tab
Object

General Settings: Budget Tab

The following table describes the fields that appear on the Budget tab of the General Settings window. To access this tab, choose .
General Settings: Budget Tab

Administration

System Initialization

General Settings

Budget

Budget Initialization Select to manage the budget in your company. Once this option is selected, the budget-related functions appear in the Financials module, and the following fields appear in the current window.

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Note

Note

Except for the field For Annual Budget/For Monthly Budget, all the settings below are updated per company, for all users. End of the note. Block Deviation from Budget Blocks the creation of transactions that cause the budget to be exceeded. Warning Sends an alert when the budget is exceeded. You can confirm and add the transaction, or cancel. Without Warning Adds, without any restriction or warning, transactions that exceed the budget. Selecting either Block Deviation from Budget or Warning, displays the following fields in the window: For Annual Budget/For Monthly Budget For the annual budget, this setting is updated per user. For the monthly budget, it is updated only after the next logon for all users in the company. Purchase Orders A check is made against the budget during the issuing of purchase orders, including all open purchase orders and the current one. Goods Receipt POs A check is made against the budget during the issuing of goods receipt POs, including all open goods receipt POs and the current one. 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. 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. To access this tab from the SAP Business One Main Menu, choose General Settings
Services Tab Fields

Administration

System Initialization

Services

tab.

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. Perform Data Check SAP Business One performs a brief data check during each logon and generates an appropriate message if any inconsistencies are detected.

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

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This setting is updated per user. Screen Locking Time (Min.) Define the length of idle time, in minutes, after which, for security reasons, SAP Business One locks itself. To unlock the screen, you need a valid user name and password. This setting is updated per user. Open Postdated Credit Vouchers Window Select whether and how the window for postdated credit vouchers automatically opens at logon. You can deposit the vouchers from this window. 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, enter the days of the month on which you want the window to open. This setting is updated per user. Internet Definitions Use the fields under this title to enter information on your internet connection. Use Proxy Server for Web Connection Select to access the World Wide Web (Internet) from within SAP Business One, using a proxy server. After selection, additional fields are displayed for entering the IP address of the server and a port for the connection. 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, for all users. Telephone To place calls directly through SAP Business One if a phone system or modem is installed on your computer or in your network, in these fields specify the area code and the number to dial for an outside line. History / Log Sets the number of records to be saved in the log file. The log file saves the history of changes made in master records (items, business partners, and G/L accounts), documents, and other windows in SAP Business One. This setting is updated per company, for all users. To view the history log for a certain window, from the menu bar choose More Information General Settings Tools Change Log .

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Object

General Settings: Display Tab

Use this tab to define how different variables, such as dates, numerical values, and currencies are displayed. To access this tab, choose .
Display Tab Fields

Administration

System Initialization

General Settings

Display

Language Select the SAP Business One display language. When modified, this setting is updated per company, for all users, after the next logon. Color Select the background color for the active windows. Select Combined to define a background color individually for different windows in various colors. To select a background color for a window, open the required window and choose from the menu bar Color . Select the required color. Default Length UoM, Default Weight UoM Window

Define the standard units for various length and weight units for items in Item and Warehouse Management. When a new item is defined in SAP Business One, these length and weight units are proposed automatically. When modified, this setting is updated per company, for all users, upon the next logon. Time Format Define whether SAP Business One displays time in a 12-hour or 24-hour format. With a 24-hour format, 1 p.m. is displayed as 13:00. With a 12-hour format, 1 p.m. is displayed as 1:00. When modified, this setting is updated immediately per company, for all users. Date Format Defines how dates are displayed throughout SAP Business One.
Note

Note

These settings do not affect how dates are entered in SAP Business One. Dates can be displayed differently from the way they are entered. End of the note. When modified, this setting is updated immediately per company, for all users

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Separator Define the character that will be displayed in the date format between the date fields. That is, between the day and month, and month and year. When modified, this setting is updated immediately per company, for all users. Ext. Image Processing Define the resolution SAP Business One uses to display images. If you choose Full, the image will be displayed in the resolution saved in the image file. Try to print images using the default option first. If the images are not print as desired, select a different option for this field. Note that the selected value affects only the logged in user. No. of Rows in 'List of' Windows Define the maximum number of rows that will be displayed in any 'List of' window. When modified, this setting is updated immediately per company, for all users. Account Segment Separator Define the character for separating between G/L account segments. This separator is used for display purposes only. A dash () is recommended. Do not use any letters, numbers or an asterisk as a separator. The G/L account code must not contain the same character as the separator. This option appears only if the Use Segmentation Accounts option in Initialization Company Details Administration System

Basic Initialization tab is selected. Decimal Places (0...6)

Define the respective number of decimal places that will be displayed for amounts, prices, exchange rates, quantities, percentages, and units. As long as no journal entry was posted, you are free to change the decimal places. After journal entries are posted, you can only increase the number of decimal places up to 6 digits. This change is irreversible. Decreasing the number of decimal places, after journal entries are posted is impossible.
Note

Note

The decimal places definition effects the calculations in SAP Business One, and the values that will be saved in the data base. For example, if you chose 2 decimal places for amounts and you work with 6 decimal places for very small prices and quantities, totals might be not accurate. End of the note. Separator Define which character to use to separate the decimal places from the integer. The U.S. and U.K. use a decimal point, for example, while German-speaking countries generally use a decimal comma. When modified, this setting is updated per company, for all users, upon the next logon. Thousands Sep. Define which character to use as the thousands separator. For example, the U.S. and U.K. use a comma, while German-speaking countries generally use a period. When modified, this setting is updated per company, for all users, after the next logon. Display Currency on the Right

Currency or currency symbol is displayed on the right side in amount fields. By default, the currency symbol appears on the left of the amount.

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When modified, this setting is updated per company, for all users, after the next logon. Exchange Rate Posting Determines the display of exchange rates in SAP Business One. This setting affects the calculation that you use to enter the exchange rates in the Exchange Rates and Indexes window. Select Direct to display the exchange rate according to the foreign currency (that is, how many Euro one USD is worth). Select Indirect to display the exchange rate according to the local currency (that is, how many USD one Euro is worth).
Note

Note

This setting is updated per company, for all users, after the next logon, but cannot be changed after transactions are recorded in the company. End of the note.
Example

Example

The local currency is USD and the foreign currency is the Canadian dollar. Today's rates are 4 $US = 1 C$. If you chose the Direct option, then on the Exchange Rates tab in the Exchange Rates and Indexes window, you would enter 4 as today's rate for the Canadian dollar rate. If you chose Indirect, to indicate how may Canadian dollars are in one US dollar, you would enter 0.25 on the Exchange Rates tab. End of the example. 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, and to place your company logo or other graphic as the background image in the main SAP Business One window. To access this window, choose Bkgd.
General Settings: Font & Bkgd Tab

Administration

System Initialization

General Settings, Font &

Font Select the font for displaying all text in SAP Business One. The default font is Tahoma.

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Note

Note

Changing the font might increase or decrease the size of the windows. End of the note. When modified, this setting is updated per company, for all users, after the next logon. Font Size Select the font size of the displayed text. The default size is 10. When modified, this setting is updated per company, for all users, after the next logon. Preview Displays a preview of how the selected font and font size are to be displayed after choosing Update in this window. Background, Browse Select a picture to be displayed as the background for the main SAP Business One window. The default value Without displays no background picture. Choose Browse to search for an image on your computer or on the network. The selected image is also saved in the SAP Business One Picture folder. This setting is updated per user. Preview Displays a preview of how the selected picture will be displayed as the background after choosing Update in this window. Image Display Indicates how the background picture is displayed: Centralized, as a Full Screen, or Tiled. This setting is updated per user. 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. To open this window, choose .
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. When modified, this setting is updated immediately per company, for all users. Microsoft Excel Folder Select the directory where you want to store MS Excel templates for exporting data to Microsoft Excel. When

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modified, this setting is updated per company for all users. Pictures Folder Select the directory where you want to store images, such as company logos, for integration through user fields. When modified, this setting is updated per company, for all users. Attachments Folder Select the directory where you want to store attachments, such as customer Web pages, for integration through user fields. When updated, this setting is updated per company, for all users. Extensions Folder Select the directory where secured images are stored. Secured images include official stamps, which, due to legal requirements, can be saved on your computer as *.dll files only, and not in regular picture formats. When modified, this setting is updated per company, for all users. Current Scanner If a scanner is connected to your computer, you can scan documents directly and link them with the corresponding object in SAP Business One. The location of the connected scanner is automatically detected and copied to this field, and a button for activating the scan button appears in all the relevant processing screens. For example, when you enter an item, you can scan an image directly from within the images tab for a master record. When modified, this setting is updated per company 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. When modified, this setting is updated per company, for all users. More Information General Setting
Object

General Settings: Inventory Tab

On this tab, enter inventory and production-related details. 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

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Use this tab to enter MRP-related information. You can define whether sales orders consume the sales forecast, or are added to the sales forecast. These settings are updated immediately, per company, for all users.
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. On Release Only you are required to assign serial or batch numbers only on release. It is optional for other transactions. When modified, this setting is updated immediately per company, for all users. Unique Serial Numbers by Choose the value to set as unique: None Mfr. Serial No. Serial Number Lot Number When modified, this setting is updated immediately per company, for all users. Auto Create Customer Equipment Card Enables you to automatically create customer equipment cards when you assign serial numbers. When modified, this setting is updated immediately per company, for all users. Basic Setting for Batch Status Choose an option to define the default status for item batches: Released you can perform transactions on a batch. 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. However, you can release a batch in inventory transfer documents. You use the status mainly to distinguish between Locked and Not Accessible batches in reports. Locked you can release the batch in stock documents only, for example, inventory transfers or goods issue documents. When modified, this setting is updated immediately per company, for all users.
Note

Note

If the batch is Not Accessible or Locked, SAP Business One neither prevents you from working with the batch, nor displays a warning. Therefore, the status is informative only. End of the note.

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Default Warehouse Choose a default warehouse for new item records. When modified, this setting is updated immediately per company, for all users. 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, this setting is updated immediately per company, for all users. Auto Add All Warehouses to New Items Select if you want to add all warehouses each time you create a new item, or to automatically add a new warehouse to existing items. When modified, this setting is updated immediately per company, for all users. Withholding Tax Select to have all new items liable to withholding tax by default. When this field is selected, all new items have the Withholding Tax Liable checkbox in the item master data selected.
Planning Tab

Consume Forecast Subtracts the sales order from the Forecast quantity. The check box defines the default value for the sales order lines. The MRP run checks consumption in the order lines only. When modified, this setting is updated immediately per company for all users. Consumption Method Choose how forecast consumption is performed: Backward-Forward Forward-Backward When modified, 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. When modified, this setting is updated immediately per company, for all users. Days Forward Enter the number of days to search forward for a forecast to consume. When modified, this setting is updated immediately per company, for all users. Withholding Tax Select to have all new items liable to withholding tax by default.

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When this field is selected, all new items have the Withholding Tax Liable checkbox in the item master data selected. More Information General Settings
Object

Posting Periods Window

Definition The following table describes the fields that appear in the Posting Periodswindow. To display this window choose Administration
Posting Periods

System Initializations

Posting Periods

Period Code The period code as defined in the Posting Period window. To display further details of this posting period, click
link button

(link button). Period Name

The period name as defined in the Posting Period window. Period Status The status of the period as assigned in the Posting Period window. 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. Unlocked Except Sales all types of transactions and documents, except for the documents under the Sales A/R module. Period Closing users who have period closing authorization can post all types of transactions and documents. Locked neither transactions nor documents can be posted. Posting Date From... To... Posting date range defined for each period. Due Date From... To... Due date range defined for each period. Automatic Change of Period Status to 'Closing Period' Automatically assigns the status Closing Period to periods that have already ended. When you log on to SAP Business One, the system date is compared with the Posting Date To defined for the existing posting periods. Each posting period with a Posting Date To that is earlier than the current system date gets the status Closing Period. An authorized user can change the status of the existing posting periods. Date When Automatic Change Is Applied Appears only when the option Automatic Change of Period Status to 'Closing Period' is selected.

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Specify the date in which the automatic change of status for already ended posing periods to Closing Period should apply. By default, the value in this field is 1.
Example

Example

The value specified in this field is: 10. The posting period related to last year has ended on 31.12.0X, and the current system date is 2.1.0X+1. In this case, although the posting period of year 0X already ended, it's status will not be changed until the 10.01.0X+1. End of the example. New Period Opens the Posting Period window in which you can define new posting period.
Object

Posting Period Window

The following table describes the fields that appear in the Posting Period window. To open the window, choose Period
Posting Period

Administration

System Initialization

Posting Periods

New

Period Code Specify a code for the posting period. The code can be up to 20 characters. Period Name Specify a name for the posting period. The name can be up to 20 characters. The name of the period that includes the current date is displayed at the top of the main menu window. Sub Periods Select one of the following options. 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. SAP Business One will not create additional posting periods automatically when choosing this option. Quarters Choose this option to manage 4 posting periods during a fiscal year. When you choose Quarters, the number 4 is entered automatically in the No. of Periods field and SAP Business One creates 4 new posting periods respectively. Months - Choose this option to manage 12 posting periods during a fiscal year. When you choose Months, the number 12 is entered automatically in the No. of Periods field and SAP Business One creates 12 new posting periods respectively. Days When you choose this option, the No. of Periods field becomes active. Enter the number of required posting periods. SAP Business One will then create respective periods. For example, if you need to manage one posting period per week, enter 52 in the No. of Periods field. SAP Business One will then create 52 periods; one for each week. When you select an entry that consists of more than one posting period, the value entered in the field Period Code

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will then be used as the base code for creating the codes of the additional posting periods. For example, if 2006 is entered as the Period Code and the value quarters is selected in the field Sub-Periods, the codes of the four new posting periods would be 2006-1, 2006-2 and so on. No. of Periods Displays the number of posting periods according to the option selected in the Sub-Periods field. This field will be active only when Days is chosen in the Sub-Periods field. Period Indicator The Period Indicator refers to each document series (row) that can be connected to one or more Accounting Periods. Each document series must be connected to an indicator, to enable document numbering starting with 1 for each fiscal year. Choose the period indicator to connect to the accounting period. 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, with respect to their authorizations, can post all types of transactions and documents to this period. This status is assigned by default to new posting periods. Unlocked Except Sales all users with respect to their authorizations, can post to this period all types of transactions and documents, except for documents of the Sales A/R module. Assign this status once the period ends, but there are still Purchasing A/P documents, such as late A/P Invoices, and other transactions that should be posted to this period. Period Closing only users with full Period Closing authorization can post to this period all types of documents and transactions. Assign this status to the period, after the period ended, all the late transactions are posted, and only the Year-End Closing process is still to be performed. Locked no documents neither transactions can be posted to the period. Assign this status to the period after all the adjustments are posted and Year-End Closing process is complete for this period. Posting Date From... To... Specify the posting date range for the new period. By default, the From date is the day after the end date of the latest posting period exists, and the To date is one year later.
Example

Example

The latest period defined ends on 31.03.07. By default the posting date range of a new period is 01.04.07 31.03.08. End of the example.
Note

Note

Posting date ranges of different posting periods must not overlap. In other words, the start posting date of one period can not be earlier than the end posting date of the another period. End of the note. Due Date From... To... Specify the due date range of the new period. The due date range can be longer than the posting date range. Document Date From... To... Specify the document date range of the new period. The document date range can be longer than the posting dates

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range. Start of Fiscal Year Specify the starting date of the fiscal year to which the period relates. Fiscal Year Specify the fiscal year to which the period relates. Add Choose to add the new posting period. If you have chosen to create a period containing a number of sub-periods, 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. Procedure 1. Choose tab. 2. Choose New Period. The Posting Period window appears 3. Enter the relevant values in the fields. 4. Choose Add. Result The new posting period appears on the Posting Periods tab in the General Settings window. If the new period contains sub-periods, each sub-period is displayed in this window in a separate row.
Recommendation

Administration

System Initialization

General Settings

Posting Periods

Recommendation

For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: . 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, preventing the submission of any updates in the locked posting period. This action should take place after you perform the year-end closing process.

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Prerequisites The Lock Periods authorization (in the Authorizations window, under Initialization General Settings Posting Periods be allowed to lock or unlock posting periods.
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. End of the note. The Year-End Closing process has been completed. The following reports have been generated: Document Journal in Month Total Mode (from the SAP Business One Main Menu, choose Reports Financials Accounting Reports Document Journal Accounting ). Transaction

Transaction Journal Report ( Journal Report Trial Balance ( General Ledger ( Procedure ). Reports Reports

Financials

Financials Financials

Financial Accounting

Trial Balance General Ledger

). ).

1. From the SAP Business One Main Menu, choose the General Settings 2. Click the
link button

Administration

System Initialization

Posting Periods

tab.

(link button) icon of the period you want to lock.

The Posting Periodwindow appears. 3. Change the value in the Locked field from Yes to No. 4. Choose Update. Result The system automatically changes the value in the Activefield from Yesto No. From now on, it is impossible to submit any changes into the locked period. The system registers the locking action itself in a log file along with the details of the user who performed the

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action and the date (


Note

Tools

Change Log

...).

Note

All changes made after the posting period has been locked are registered in the log file. End of the note. More Information Posting Periods
Procedure

Modifying Posting Periods

The following procedure shows how to edit the posting periods name, date ranges, active and locked fields in existing posting periods. Procedure 1. In the SAP Business One main menu, choose Settings 2. Click Posting Periods
Link

Administration

System Initialization

General

tab.

(Link) next to the posting period you want to edit. The Posting Period window appears

3. You may change now the periods name, date ranges and the fields Active and Locked. 4. Choose Update.
Recommendation

Recommendation

For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: . Financials General Ledger Define Posting Periods Change Posting Period Status

Function

Authorizations

Authorizations allow users to view, create, and update documents that you assign to them, according to data ownership definitions. By default, a new user has no authorizations. Each user can have only one manager who assigns permissions. You can define users as either regular users or superusers. You can also define an unlimited number of superusers,

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although that is not advisable. Regular users: Cannot assign authorization to other users Can perform certain actions, for example, award discounts, change prices, or access confidential accounts, 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, per module. Authorizations are also affected by the settings in the General section of the window. For example, if a user has permission to display the Business Partner Master Data, but lacks permission to see Account Balances of Business Partners, as defined in the General section, the system does not display account balances in the Business Partner Master Data window. Users who do not have permission to alter authorizations do not have the Authorizations folder in their view of the Administration module. Prerequisites You have defined the users in the system and specified which ones are superusers. Features You can give users authorization to only display information, or exclude users from a function altogether. You can restrict user access to documents. For example, you can limit access to sales quotations within a certain number series only, to quotations in other series, or you can deny access completely. You can override authorizations in specific circumstances. For example, if a user has no permissions to create a certain sales document, but attempts to do so, the system prompts the user to request an authorized user to enter his or her user name and password. This enables the unauthorized user to save the document for that specific occurrence only. You can define approval procedures for the purchasing and sales transactions in the system that override the standard permissions. For example, if a user is authorized to add an invoice, even if it exceeds the customers credit limit, you can activate an additional release procedure whenever the credit limit is exceeded by a specific amount. More Information Authorizations Window Defining Authorizations Modifying Authorizations Tracking Changes in Authorizations

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Copying Authorizations for Another User Authorizations for Document Type Series Data Ownership Authorizations Data Ownership Exceptions
Procedure

Defining Authorizations

Authorizations are defined per user. Each user can have the same permissions throughout the system, or can have different permissions per module and sub module. Note that permissions for super users cannot be modified. 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. per module. Read Only: the user can only view, but not change data. No Authorization: the user has no access to that function. Each user's authorizations are displayed in the Authorizations Window. VariousAuthorizations is displayed for modules with mixed authorizations, such as full authorization for some submodules and read-only for other submodules. The main menu is not automatically updated according to the authorizations. To display or hide certain modules or submodules, use the Form Settings Main Menu window, and select or deselect the Visibleboxes as appropriate for each module. Encryption can also be used to hide confidential data in the system. For certain users, the encoded characters are displayed instead of the actual digits and characters. Prerequisites Users must be predefined in the system, as either regular or superusers. Procedure 1. Choose Administration System Initialization Authorizations General Authorizations

. The Authorizations window displays with the list of users. 2. To grant full authorization to a user for all functions in all modules, choose the Full Authorization button at the bottom of the window. 3. To grant read authorization to a user for all functions in all modules, choose the Read Only button at the bottom of the window. The user can then display all the data in the system, but cannot make any changes. 4. To completely limit access, choose the No Authorization button at the bottom of the window. The user will not be able to view or change any of the data. 5. To provide different permissions for each module or sub module, in the table, click on the authorization and

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select the required permission from the dropdown list. 6. To set a global maximum discount, enter the required discount in the Max. Discount field, up to 100%. 7. To set a maximum cash amount a user can enter in an incoming payment, select the Max. Cash Totalbox and enter the required amount. 8. To hide certain data using encryption, select the Use Encryption box, then choose the Encryption Table button. In the Encryption Table window that displays, enter the character that should appear in place of that character. Choose OK to save the changes. 9. Choose Update to save the changes in the Authorizations window. More Information Modifying Authorizations Authorizations Window
Procedure

Copying Authorizations for Another User

To use SAP Business One more efficiently, once authorizations have been defined for one user, this authorization profile can be copied to another user. For example, by copying an authorization profile, the same permissions can be granted to all the employees who work in the same department. SAP Business One is equipped with a comprehensive authorization facility that can be tailored to every user. During the implementation phase, the system administrator should devise an authorization policy to prevent unauthorized access to the database. Note that changes to the history for user and authorization settings are not recorded. Any changes in customization (system configuration) and user settings must be documented manually. Since changes to system parameters are part of the internal monitoring system, they must also be documented. Documentation can take the form of a simple printout of the table contents, or screenshots. Certain precautions must be taken to ensure that access to the data is monitored. In the General Ledger, 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. In this way, they can display other entries, even though they are not authorized to display lists, for example in the document journal. By assigning the correct authorization, changes to document fields can be restricted. This does not apply to users who have been defined as super users. Procedure 1. In the Administration System Initialization Authorizations window, choose the name of the user whose authorizations are to be copied. Hold the mouse button until a rectangle appears around the user name. 2. Drag the rectangle to the name of the user to whom to grant the authorizations. 3. Release the mouse button.

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4. A system message prompts for confirmation of the copy operation. 5. Choose OK to confirm the operation. The authorizations are copied completely to the second user. More Information Authorizations Authorizations Window
Procedure

Modifying Authorizations

When an authorization for a module or a parent function is granted, the authorization is automatically copied to all the child functions. For example, if No Authorization is granted for the Sales module, the user does not have any authorizations for any function throughout the entire module. Only a superuser can modify permissions for other users. However, the superuser cannot modify the authorizations for him or herself. Procedure To define or restrict different authorizations for individual functions in an application: 1. Choose Administration System Initializations Authorizations General Authorizations

. The Authorizations window displays. 2. Choose the user name in the left column. 3. Choose the orange triangle to the left of an application or function in the list to expand to the next level of authorizations. To show or hide all the functions of an application at once, choose Expand or Collapse, respectively. 4. To change a users authorization for a function or an entire module, single-click the authorization in the list to the right. A drop-down list appears with the possible authorizations for the function or application. Choose an entry from the list to select it. 5. Once a user has been selected, display and change the corresponding authorizations as required. Super users appear in gray in the list, as their permissions cannot be altered. More Information Authorizations Window Defining Authorizations
Procedure

Authorizations for Specific Windows and Documents

Authorizations can be overridden in specific circumstances. For example, if a manager is out of the office, he can

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permit one of his staff to add a document on a one time basis. In addition, this function permits those without authorizations to view reports and other windows to which they may not otherwise have access. The user who lacks permissions is challenged each time for the overriding permissions.
Prerequisite

To display windows that the user may not have permission to display, choose the Main Menu Settings icon from the toolbar and make all of the required options Visible. Procedure Open the required document. A system message displays stating that the user does not have permission to permform this action. Choose Authorization by Another User. Enter the user name (code) and password of the manager or user with the required permissions. The transaction is then completed as required. 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. These include a detailed list of the changes, who made them and when they were made. In addition, the Authorization window as it was on a specific date, or after a specific update can be displayed. Prerequisites To view changes in authorizations, full authorizations to the Show History option under General authorizations are required. Super-users in the system get full authorizations automatically. Each time a user updates the Authorizations window, 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. Procedure 1. Open the Authorizations window from General Authorizations. 2. Choose the user for whom the changes are to be tracked. 3. From the Goto menu, choose Change Log. The Change Log window displays. 4. In the Show History window, double-click on a row to display the required instance of the Authorization window. The instance provides a view of the Authorization window as it was after the update. For more information, see the Change Log Window. Administration System Initialization Authorizations

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5. Choose Show Differences to view a detailed list of the changes made in the selected instance. For more information, see the Differences Window. More Information Defining Authorizations Authorizations Window
Object

Authorizations Window

Use the Authorizations window to assign permissions to each user. Superusers have full permissions that cannot be altered. Regular users can have full or partial permissions, for each module and sub-module. To access the Authorizations window, choose .
Prerequisites

Administration

System Initialization

Authorizations

You have defined your users as either regular or superusers.


Authorizations Window Fields

Max. Discount Specify the maximum discount that the user is authorized to enter in customer master records or sales documents. If you enter 0, the user is not able to enter any amounts for which automatic rounding has been defined, because automatic rounding represents a discount. Max. Cash Total Select and enter the maximum cash amount the regular user is authorized to enter in an incoming payment (Payment Means window, Cash tab). This can be overridden for specific documents with a supervisor's permission. This option is not active for superusers. Full Authorization Choose to grant full authorization to a user for all functions in all applications. Read Only Choose to grant read-only authorization to a user for all functions in all applications. The user can then display all data but cannot make any changes. No Authorization Choose to grant no authorizations for any functions in any application. The user will be unable to display or change any data.
Country-Specific Fields: Panama
Note

Note

This option is available in other localizations as well, only if you have upgraded to SAP Business One 2007 A from previous releases.

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End of the note. Use Encryption Define encoding for a user for the following confidential data in the system. G/L account balances Price lists When you select this option, the system displays the Encoding Table button. Choose to display the Encodingwindow for defining the encoding. A different display character can be defined for each character in the table.
Note

Note

The encryption does not apply on financial reports. End of the note. 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. To access this window, choose: General Authorizations
Note

Administration

System Initialization

Authorizations .

Select the Use Encryption option

Choose the Encryption Table button

Note

This window is available in other localizations as well, only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note.
Encryption Table

0-9 Enter the character to replace each digit. +, -, . Enter a character to replace each sign. Repeat Enter the character that should appear to prevent situation where the same character repeats it self. For example: 0 replaced with A, 1 replaced with B. The original balance of an account is 100. It will be displayed as ABB. If you enter (for example) the character P in the Repeat field the balance will be

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displayed as ABP. More Information General Authorizations


Object

Additional Authorization Creator

Use this window to create and add a new permissions object for user-created forms.
Additional Authorization Creator

Authorization ID, Name Specify unique ID and name for the additional authorization. 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. Permissions set to an item do not apply to the parent form. Level Sets hierarchy level for the object. Parent ID Selects a parent item when you add a subordinate object. Display Order Selects the location of a subordinate or sibling object within the permission hierarchy. Forms ID/Edit Opens the User Authorizations Forms ID window. Assigns the authorization object to a user-form of your choice by entering the form ID. Add Same-Level Choose to define new additional authorization with the same level of the selected one. Add Sub-Level Choose to define new additional authorization with level lower than the level of the selected one. Subordinate authorizations can be created for additional authorizations of levels one to four.
Function

Data Ownership Authorizations Window

This window displays each employee with each of his/her permissions per document. Only employees who are linked to users in the Employee Master Data window can view this window and all other windows in the Authorizations

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folder. Authorizations can be granted per user, so that the user has the same permissions throughout the system. Authorizations can also be individualized, so that each user has different permissions for different documents. Since super users authorizations cannot be altered, this user's permissions are viewed as grayed out. Employees that are linked to super users have full permissions. All other users by default have no permissions. Data ownership is driven by the owner field in sales opportunities and Sales A/R and Purchasing A/P documents. The owner can only be an employee that is associated to a user. Data ownership can be turned on or off either system wide, or by object, or even by individual form or report. 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. The above relationships include: Peer: the user and the owner share the same manager on their corresponding employee records Manager: the owner is the users manager per the manager field on the users employee record Subordinate: the user is the owners manager per the manager field on the owners employee record Branch: the user and the owner are members of the same branch. The branch is read from the corresponding employee records. Department: the user and the owner are members of the same department. The department is read from the corresponding employee records. Team: the user and the owner are members of the same team. Team membership is defined on the corresponding employee records For each of these relationships, the user can be granted Full, Read Only or No Authorization. In the event that more than one relationship exists between the user and the owner, the more lenient authorization is granted. For example, the user and the owner are in the same branch and department. If the user has Read Only for the branch but Full Access for the department, the user is granted Full Access to the sales opportunity or sales or purchasing documents in question. Since super users authorizations cannot be altered, this user's permissions are viewed as grayed out. Employees that are linked to super users have full permissions. All other users by default have no permissions. To display this window, choose Ownership Authorization More Information Authorizations Data Ownership Exceptions
Procedure

Administration .

System Initialization

Authorization

Data

Data Ownership Exceptions

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In this window, define which documents are can be viewed, either fully or partially, or whether only the name of the document appears in a report but the document itself cannot be viewed. 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. This owner is defined as the owner of the header. In addition, owners can also be defined for each line item on sales or purchasing documents and on each stage on sales opportunities. This owner is defined as the owner of the line. The checkbox labeled Owner Filtering Active is a global flag to activate or deactivate data ownership authorizations for the entire company. Once this is activated, 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. In the case that a document or sales opportunity has no owner, then any user can access it as if no data ownership is in place. Any user can assign an owner to a document or sales opportunity that does not have an owner. Once an owner is assigned, only the owners manager or a superuser can change the owner. Data Ownership Exceptions allow the company to activate or deactivate data ownership at a more granular level than company wide. Procedure
Object Tab

For each selected sales or sales opportunity documents, 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.. 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. 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, irrespective of the owner fields at the header or line or stage.
Excluded Forms Tab

For each selected document, 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. 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 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, then data ownership is in effect by Header and Line Owners unless Data Ownership has been deactivated for that document on the Objects Tab. More Information Authorizations Data Ownership Authorizations

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Object

Differences Window

Use this window to review detailed information on the selected document instance. This information includes the date of the change, the changed field, field values before and after the change, and the user who made the change. To access this window from the SAP Business One menu bar, choose Differences. Structure
Differences Window Fields

Tools

Change Log...

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 - Setup

The following table describes the fields appear in the Document Numbering Setup window. To access this window choose Administration System Initialization Document Numbering .

Document Numbering Fields

Document Displays the list of documents in SAP Business One types for which you need to define numbering series. Default Series Displays the default numbering series defined for each document. You can change here the name of the default series but not the series itself. To learn how to set default numbering series click here. First No. Displays the first number of the default series. 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.

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Next No. Displays the number in the default numbering series that will be assigned to the next document that will be created. You can change this number for all document types as long as no document was created with this series. In case of existing documents in the default numbering series, you can change the next number only for purchasing documents.
Note

Note

Legal regulations require successive numbering of sales documents, and therefore it is forbidden to change the next number of sales documents numbering series. End of the note. Last No. Displays the last number in the default numbering series. You can change this number as long as there is no overlapping with other numbering series of the same document, and as long as the new last number is higher than the next number of the default series. 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. 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. Original Names Choose to revert customized names to the original name. More Information Document Numbering: Belgium Define Documents Define Series
Procedure

Setting Default Series

When you have defined all the required series, you can set one of them as a default. Procedure 1. In the SAP Business One main menu, choose Document Numbering . Administration System Initialization

2. Select the row of a series by double-clicking on the row number. 3. Choose Set as Default. 4. Choose Set as Default for Certain Users, for example, if you want to set the selected series as the default for certain users, such as the employees of a department. The list of users defined in SAP Business One appears.

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5. Choose the users for whom you want to set this series as default. When a new document is created, SAP Business One analyzes the document type to determine which numbering to use. 6. Select an entry from the Groupfield to change the default series when you create a document. The user must be authorized to use the selected series. 7. Confirm your entries with OK. 8. Choose Update and OK. The initial window for the DefineDocuments appears again. 9. Choose Update and OKagain to save your entries. 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. As soon as the first document has been entered, you can no longer change the first number of that series, but you can still change the last number. You still have to verify that the changes do not result in overlaps with other series. Information such as remarks, the assignment of default series for a group of users, or the lock can be changed even after documents have been created. The Define Documentswindow only displays the default series for each document type. 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.
Note

Note

The system automatically generates the Primaryseries with default settings for each document type, to make sure that document numbering can start immediately. You can modify this primary series to meet your needs before you enter the first documents in the system. End of the note. More Information Document Numbering
Object

Define Documents

This window displays the list of predefined document types and default series. 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 modify the series or add a new one by double-clicking the document type row.
Note

Note

This window appears automatically in the Belgium localization.

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End of the note. To access the window, choose Define Documents


Define Document Fields

Administration

System Initialization

Document Numbering

Document Displays the document type. Series Displays the default series for the document type. 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. To open the window, choose Define Documents
Series Fields

Administration

System Initialization

Document Numbering

and double-click a document type row.

Name Displays the name of the series. Checkbox Select to add the series for the selected document type. Set as Default Choose to define a series as a default one. New Choose to add a new series for the document type. More Information Define Documents Document Numbering
Object

Series - Document - Setup

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In this window you can create a new series, add the series numbering range, and define the strings, if required. In addition, you can link a series to a period or user group, or make it unavailable. To open the window, choose Define Series
Series Setup Fields

Administration

System Initialization

Document Numbering

. Alternatively, you can display the window by choosing New in the Series window.

Name Displays the name of the document type series. Number (First, Next, Last) Enter the first, next, and last numbers, 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, Suffix) Enter the prefix and the suffix to have an additional identification of the series.
Note

Note

These fields are available only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note. Remarks Enter any free text regarding the series. Group Choose a group by clicking to limit the series to a certain user group. Period Ind. Choose a period indicator by clicking to limit the series to a certain period. Lock Select to disable the selection of the series. Display Series Linked to the Current Period Indicator Select to display series only for a certain period.
Country-Specific Fields: Chile & Mexico

The following fields appear only when the document for which you opened the window has a folio number. Folio Prefix Displays the Folio prefix defined for the document series at the time the Folio Number Assignment was made. This field is not editable. Next Folio Number

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Displays the next Folio number to be assigned to a document of his type. This field is not editable. More Information Document Numbering Define Documents
Procedure

Defining Additional Series for a Document Type

In SAP Business One, documents are numbered in series or number ranges. When additional series are required for a document type, define additional number ranges to start a new series. There can be no overlaps between the different number ranges, otherwise two different documents with the same number might be created. This would lead to processing problems in the database, and also must be avoided for legal reasons. For example, two invoices cannot contain the same number. Procedure
Adding Additional Number Ranges for a Document Type

1. Choose

Administration

System Initialization

Document Numbering

2. To start a new series, double-click on the row number of the document type. The Ser ieswindow for the relevant document type appears. The primary series for numbering that has already been defined for that document type is displayed in the first row. 3. Add a new row. 4. Enter a number in the Last No .column to restrict the current series, if an additional series for the document is to be defined. 5. Enter a name for the new series. This name appears in the Number Range field of the corresponding document. 6. Enter the first number of the number range. SAP Business One updates and fills in the Next No.column automatically as soon as documents of this type are entered. 7. Enter the last number for the series in the Last No. column. This optional step is only required if more than one number range is defined for a document type. The system displays an error message, if an attempt is made to define overlapping number ranges, and it is not possible to save these entries. 8. Enter an alphanumeric string in the Prefix and Suffix fields. This string is attached before or after the document number, respectively. Enter either letters or digits for these strings, up to eight characters. The values in these columns are relevant for printing only. 9. Enter a comment for a series in the Remarks column. To include the remarks during printing, add the field in the document template. 10. Assign the series to a group. Use the group of a series to restrict the access authorization. 11. To lock a series, select the Lock column for that row. No further documents can be created with the numbers in that number range. Ensure that a different number range is set as the default. To unlock the series, deselect the

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Lock checkbox.
Deleting Additional Number Ranges for a Document Type:

Ensure that the series you want to delete has not been assigned for documents yet. 1. Place the cursor in the required series row. 2. Choose Data Delete Row .

3. Choose Update and OKto save the changes. More Information Document Numbering
Object

Document Numbering

In the daily course of business, SAP Business One assigns to each document a number. This number is used as reference and can be used as selection criteria in various reports. Each company has its own numbering method and rules. The Document Numbering function enables to define numbering series for each document type, and determine the default numbering series for each document, and for each user (if required). As a result, when initiating document creation, either manually or automatically, the default series defined for the different documents and different users are considered, unless the user changes it in the document it self. SAP Business One provides you with two different numbering methods: A numbering series per document type - according to this method, there is at least one numbering series for specific document type.
Example

Example

Defining few series numbering for Sales Quotation. This can be useful incase there are few sales employees who create sales quotations, and you assign different numbering series to be used by each sales employee. End of the example. One numbering series used for more than one document type - according to this method, a specific numbering series can be assigned to more than one document type. 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, if the user does not define other numbering series. The predefined numbering series named "Primary", and always starts with 1. End of the note.

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More Information Document Numbering


Background

Authorizations for Document Type Series

When you define document-numbering series in SAP Business One, you must meet the following conditions: Only superusers can create and maintain document series. Users who are not defined as superusers can only change the definition of their own default number range, assuming that they are authorized to maintain numbering series. The default series for each user must be defined; otherwise, the user cannot open the initial window for this type of document. An unlimited number of series can be defined for each document type. Access to a specific series is granted to one of ten groups especially defined for access to document series. 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. More Information Document Numbering
Procedure

Changing Names of Purchasing Documents

If the names defined in the system do not correspond with your companys terminology, you can assign your own names to purchasing documents. However, you cannot change the names of sales documents. Procedure 1. From the SAP Business One Main Menu, choose Document Numbering . Administration System Initialization

2. At the lower right of the Documents Numbering window, choose Name Change. 3. Enter your own specific names for: Purchase orders Goods receipt POs Goods returns AP invoices

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Purchasing credit memos 4. Choose Update and OK. 5. To save your entries, choose Update. The new respective name now appears in the header of the processing window for documents of this type. 6. If you want to switch back to the original names, choose Original Names in the Document Numberingwindow. The system will now display the original names for the documents instead of the changed names. 7. To save your entries, choose Update.
Note

Note

If you have changed the names and want to change them again, choose Name Change. The original changes are not displayed in this window. You can make these changes even if documents have already been entered in the system. End of the note. More Information Document Numbering
Background

Document Numbering: Belgium

In Belgium, a document numbering series can contain more than one document type. All of these documents can be part of the same numbering range series. This permits the creation of the legally required journals, which are: One or more sales journals One or more purchases journals A bank journal, 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. This means that the company could have one sales journal for sales invoices, another sales journal for sales credit memos, and the third sales journal for manual transactions. Having one sales journal for one type of sales invoice and another sales journal for other types of sales invoices is also permitted. This is also applicable for purchases journals. Within each journal, document numbering must be chronological and sequential. Once this type of document numbering is selected, document numbering cannot be changed manually.

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More Information Document Numbering Company Details: Basic Initialization Tab


Object

Check Document Numbering

In this window, define the required selection criteria for duplicated and missing numbers in a document series. The error and information messages are displayed in the status bar. To access this window, choose
Check Document Numbering Fields

Administration

Utilities

Check Document Numbering

Choose Documents to Review Select for each document to be included in the check. Number From ...To Enter the required number ranges to filter the range of documents. Date From... To Define a range of posting dates to run the check for the documents whose posting dates are within that range. Choose All Choose to run the check on all documents. Clear Selection Choose to clear the selection made. 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. Use the Check Folio Numbering window to define selection criteria for the check. If there are no duplicated or missing folio numbers, a relevant message appears. If there are missing or duplicated numbers, they are displayed in a separate window. To display this window, choose
Check Folio Numbering Fields

Administration

Utilities

Check Folio Numbering

Choose Documents to Review Select for each document for which you want to run the check.

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Folio Number From... To Define a range of folio numbers to be checked. Date From... To Define a range of posting dates to run the check on the documents carrying a posting date within that range. Choose All, Choose to run the check on all the documents with folio numbers. Clear Selection Choose to clear the selection made.
Function

Document Settings

Use this window to define the default setting for sales and purchasing documents in SAP Business One. The window consists of two tabs, General and Per Document. 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. Select each type individually and make the necessary definitions.

To access this window from the SAP Business One Main Menu, choose Initialization More Information Document Settings: General Tab Document Settings: Per Document Tab
Object

Administration

System

Document Settings

Document Settings: General Tab

Use this window to define default settings for document types in SAP Business One. On the General tab, you define settings for sales and purchasing documents. To access the tab from the SAP Business One Main Menu, choose Document Settings
General Tab Fields

Administration

System Initialization

General

Calculate Gross Profit, Base Price Origin

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Select to enable gross profit calculation in sales documents. Whenever you open a sales document, the gross profit option will be available from the Goto menu, the toolbar, and the context menu. Once you select it, the Base Price Origin field appears. To display the available options, click . The options are: Price Lists 1 to 10 SAP Business One calculates gross profit based on the items price on the selected price list. Last Purchase Price SAP Business One calculates gross profit based on the items price in the last purchase. For this option, make sure to import or fill out the last purchase prices from the previous company. Otherwise, the calculation is incorrect. Last Evaluated Price SAP Business One calculates the gross profit based on the value found in the last run of the Inventory Valuation report. Item Cost SAP Business One calculates the gross profit based on the item cost in the relevant warehouse.
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. For example, when the goods are delivered using a Delivery document. End of the note. Calculate % Gross Profit as: Define whether to calculate the gross profit percentage as the base price or the sales price.
Example

Example

You have an item with a base price of $30 and a sales price of $40. Calculated according to the base price, the gross profit would be:
gross profit/base price x 100 = (40-30)/30 x 100 = 33%

Calculated according to the sales price, the gross profit would be:
gross profit/sales price x 100 = (40-30)/40 x 100 = 25%

End of the example. Document remarks include: Select whether the remarks on the marketing documents include the base document number, or the customer or vendor reference number. When you enter a sales document with a reference to a base document, the number of the base document appears. The displayed number can either be an internal number assigned to the document by SAP Business One, or the customer/vendor reference number from the base document. 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.

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For a Sales BOM in documents, display: Select the Price and total for parent items only if you only want to display the total price for the sold product. Select the Price for components if you want to display the prices of the components. In this case, the total price is calculated as the total of the component prices. If a sales bill of material is defined for a product, this BOM appears in the sales document. The sales document displays both the sold product and the components that contribute to this product. When you select this radio button, 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. 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. Use these options to define the system response when the inventory level falls below this minimum quantity as the result of a sales document. This check is performed for sales documents that contain a goods issue, such as deliveries or invoices. You define whether or not a warning message appears when the sales document is entered. If a warning appears in the sales document, it can be ignored. You can also specify that the sales document cannot be entered; select the Block Releasecheck box. Manage inventory by whse Defines whether the check is performed for the warehouse selected in the document row. If you select the checkbox, the system checks the minimum inventory level in the warehouse that was selected for the item when the sales document was entered. If the transaction causes the inventory level in that warehouse to fall below the minimum inventory level, a warning message appears even if the total available inventory of the item is greater than the minimum warehouse quantity. If you do not select this checkbox, the system checks the total available inventory in all warehouses where this item is stored. You can also define automatic notification for a specific user when the inventory level falls below the minimum level. A purchase transaction can then be initiated. Block negative inventory Select to block documents that would cause the level of inventory to fall below zero. If you deselect the checkbox, the message Negative inventory usage is not in accordance with accounting rules. Are you sure you want to enable negative inventory usage?
Note

Note

If you select Manage inventory by whse and Block negative inventory, SAP Business One calculates the block per warehouse. However, if the item is not handled by a warehouse and you do not select Manage inventory by Whse, the block is calculated for all the warehouses. End of the note. Rounding Method Select whether the amounts and prices that appear in marketing documents should be rounded by currency or by document. Exchange rate base date (A/P documents) Chooses the date on which the system calculates the exchange rate: Posting Date Document Date

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Round tax amount in rows Select to set the rounding of tax amounts per document row. If this option is deselected, document rows display the not rounded tax amount, and the system will round tax amounts per tax groups. 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. If you select the checkbox, 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. Use warehouse address Select if you want the Ship To address of the purchase document (Logistics tab) to be the warehouse address. If this checkbox is deselected, the Ship To address will be the address of the company as defined in System Initialization Company Details General tab. Manage freight in documents Administration

Select to add a Freight field in all sales and purchasing documents. This field allows you to calculate additional costs connected to a document, such as, delivery charges and deposit tax. Block documents with earlier posting date Select to block the posting process of the documents that creates automatic accounting journal entries (invoice, credit memo, deposit, and payment documents). Allow future posting date Select to be able to create documents with future posting dates. 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. 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. The Unit Price is the price before discount. When deselected, the row total is calculated as follows: Price after Discount x Quantity. When selected, 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. More Information Document Settings Document Settings: Per Document Tab
Background

Rounding Method

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It is common to round amounts and prices in payments and marketing documents. SAP Business One enables you to select a rounding method to be used when rounding is required. Regardless of the selected rounding method, you have to determine whether to round tax amounts in rows.
Note

Note

It possible to change the rounding method any time during the work in SAP Business One. To do so, choose Administration System Initialization Document Settings Rounding method, select either By Currency , or By Document. End of the note. By Currency Select this option if you want to work with rounding account per currency. You have to define the following parameters: In Administration Setup Financials Define Currencies , determine the required rounding method for each currency, define the display of the decimals and whether the payments generated with this currency should be rounded. In Administration Setup Financials G/L Account Determination General tab, define a rounding account. 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. This is why the total of credit and debit in the transaction created by the document is different from the document total. The rounding of the amount appears in the Total field is performed according the definitions made for the currency in all the documents. 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. In sales documents, this field is not editable. However, in purchasing documents, you can edit the amount that appears in this field (before the document is added) by selecting the Rounding checkbox. By Document Select this option, if you want to work without using rounding account and without rounding definitions for each currency. For each sales document, determine whether it should be rounded. Choose System Initialization Document Settings select the Automatic Rounding for Document. Per Document Administration General tab. In the

tab. Choose the required documents and

The differences created as a result of the rounding are displayed in the Discount field of the marketing documents. You can define that SAP Business One will display a rounding remark. Choose Administration System

Initialization Document Settings General tab and select the Display Rounding Remark. This way, whenever you create a rounded document, 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. More Information Document Settings

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Currencies - 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, click and choose a document type in the Document field. SAP Business One will then display the relevant fields for the selected document type. To access the tab from the SAP Business One Main Menu, choose Document Settings Per Document . Administration System Initialization

Sales Documents Fields Sales Quotation

Include Tax in Quotation Select to determine whether to calculate tax in sales quotation documents. If you select the checkbox, the SAP Business One does not calculate or display the tax in quotations. However, if the you create an order that refers to a quotation, SAP Business One calculates the tax according to the rules defined for the customer and the item. Allow Copying Closed Quotations to Target Doc. Define whether sales quotations remain open or closed after you copy them to target documents. Select to make the sales quotation available for creating repeated target documents. The sales quotation then appears in the list of possible reference documents when you create a target document. You can repeatedly select the sales quotation and copy it to target documents. Once you have copied the sales quotation to a higher-level document, it is considered closed. It is then no longer displayed for selection when you create a sales document with reference. Deselect the checkbox to activate this option. Allow Future Posting Date Select to be able to create sales quotations with future posting dates. If you have selected it in the Document Settings: General tab, you can select this checkbox.
Sales Documents Fields Sales Order

Default Days for Order Cancellation Enter the number of days during which you can cancel the sales order. Allow Changes to Existing Orders Select to define whether changes to existing sales orders are allowed. If you do not select the checkbox, you will not be able to change a sales order once you create it. You are not able to

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change the checkbox status once you enter sales order in SAP Business One. 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. Sales Order Approved Select to determine whether to enable dragging of sales orders to target documents.
Sales Documents Fields Sales Order, Delivery, Returns, A/R Down Payment, A/R Invoice, A/R Credit Memo

Allow Future Posting Date Select to be able to create sales documents with future posting dates. You are enabled to select the checkbox, if you have selected it on the Document Settings: General tab.
Purchasing Documents Fields Purchase Order

Split PO Select to determine whether to split a purchase order that relates to more than one warehouse. If you select the checkbox, SAP Business One prompts you to create child purchase orders. Confirm the message to create separate child purchase orders for each warehouse. Purchase Order Approved Select to determine whether to enable dragging of purchase orders to target documents.
Purchasing Documents Fields

Allow Future Posting Date Select to be able to create purchasing documents with future posting dates. You can select the checkbox if you have selected it in the Document Settings: General tab.
Banking Fields Incoming Payment

Split BP/Account in Journal Entry Select to have one row to appear for each payment method. According to the default setting, only one row appears for the customer or vendor account in the accounting document for an incoming payment, even when different payment methods are specified for the payment. Several rows appear for the posting on the offsetting side: one for each payment method. Maximum No. of Documents in Payment Enter the value to define how many documents you include in each incoming 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. Display All Transactions by Default Select to display all open business partner transactions in the incoming payment. Under/Overpayment Amt Allowed Enter the maximum amount for which the over or underpayment is allowed.
Banking Fields Deposit

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Split BP/Account in Journal Entry: Select to indicate the type of deposit for which the accounting document will be split. You can define this setting for cash checks, postdated checks, or credit voucher documents resulting from credit card payments.
Banking Fields Outgoing Payment

Split BP/Account in Journal Entry Select to have one row to appear for each payment method. According to the default setting, only one row appears in the accounting document for outgoing payment, even when different payment methods are specified for the payment. Several rows appear for the posting on the offsetting side: one for each payment method. Maximum No. of Documents in Payment Enter the value to define how many documents you include in each outgoing payment. Display All Transactions by Default Select to display all open business partner transactions in the outgoing payment. Under/Overpayment Amt Allowed Enter the maximum amount for which the over or underpayment is allowed.
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. 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. Allow Multiple Currency Transactions Select to permit creation of journal entries that involve more than one currency. Block Editing of Totals in System Currency When you enter a document, you can display it in the local currency, the system currency or when relevant in the foreign currency. In the process, SAP Business One automatically calculates the amount in the system currency, based on the information in the local or foreign currency. If you want to allow amounts to be edited in the system currency, do not select this checkbox. In this case, SAP Business One calculates the amounts in the local currency and when relevant in the foreign currency, and you can access the system currency fields and change their values if required. If you do not want to allow the entry of amounts in the system currency, select the checkbox. Block Posting Date Editing Per Row By default, SAP Business One sets the posting date for the entire accounting document. Select if you want to prevent a different posting date from being entered for individual entry rows. If you do not select the checkbox, 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, after the journal entries are added. Use Automatic VAT

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Select to determine automatic VAT calculation according to the default VAT group defined for each account.
Production Fields

Use for Components Transactions: Choose one of the following: Component WIP Accounts Select to use the components WIP accounts, as defined in the Item Master Data, as the WIP accounts for the journal entries of the components transaction between inventory and production. Parent WIP Accounts Select to use the parents WIP accounts, as defined in the Item Master Data, as the WIP accounts for the journal entries of the components transaction between the Inventory and the Production. The parent item is defined in the bill of materials that was selected in the production order. WIP accounts include both WIP and WIP variance accounts.
Note

Note

These options are available only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note.
Country Specific Fields: Portugal

Default Stamp Tax Code Appears when choosing the incoming payment document. Choose a default stamp code to be used when creating incoming payments with Bill of Exchange. By default, this field is empty.
Country-Specific Fields: Chile, France, Italy, Portugal, 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: 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. 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. Use Shipped Goods Account Select this option to apply default usage of Shipped Goods account whenever a Delivery document is created. If selected, the option Use Shipped Goods Account in the Delivery window is selected by default, but if necessary the

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user can deselect it to create specific delivery without posting to the Shipped Goods Account. By default this option is selected for upgraded companies, and deselected when creating new company. 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 window consists of two tabs, Generaland Per Document. The General tab enables you to define general settings relevant to the printing of all documents. The Per Document tab allows you to make special printing definitions per document type. Select each type individually and make the necessary definitions. To access the window from the SAP Business One Main Menu, choose Initialization More Information Printing Documents Automatically Print Preferences: General Tab Print Preferences: Per Document Tab
Procedure

Administration

System

Print Preferences

Printing Documents Automatically

You can set SAP Business One in such a way that certain document types, such as orders, are printed automatically when they are created. Procedure 1. Choose Administration System Initialization Print Preferences .

The Print Preferences window appears. 2. On the Per Document tab, select the required document type. 3. Select Print Document. 4. Enter the required number of copies in Copies (Incl. Original).

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Note

Note

You can configure additional settings for the document. For more information, see Print Preferences: Per Document Tab. End of the note. 5. Choose Update and OK. More Information Print Preferences
Object

Print Preferences: General Tab

Max. Rows per Page Enter the maximum number of table rows per page. If more than the specified number of table rows has to be printed for a document, the excess rows are automatically printed on additional pages. The maximum number of table rows per page is usually between 10 and 40, depending on the margins defined for the printer, the page format and the vertical compression. Print with Vertical Compression Specify the vertical compression percentage to be applied to the document. When you specify the value 100, the characters are printed in their original size. When you specify the value 70, the printed characters will be compressed by 70%. You can also specify values greater than 100. When you specify a vertical compression less than 100, you can print more rows on each page. Top Margin (cm), Bottom Margin (cm) Define the appropriate print margins in centimeters if, for example, you want to print the document on company letterhead. Max. Rows per Page During Export Specify the maximum number of table rows per page when exporting the document to Microsoft Word. If more than the specified number of table rows has to be exported, additional pages are created automatically. 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. 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. Documents will be printed without your company details. 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, select this check box.
See also:

Print Preferences, Per Document Tab


Object

Print Preferences: Per Document Tab

On the Print Preferences: Per Document tab, set the print options for each document type.

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To open the tab from the SAP Business One Main Menu, choose Print Preferences Per Document tab.

Administration

System Initialization

Each document type is configured separately. The document type is selected in the Document field. Some of the fields described in the following table are displayed only when they are appropriate for the selected document type.
Print Preferences: Per Document Tab

Document Choose the document type for which you want to configure the print settings. Export to MS word Select to export to Microsoft Word immediately when the document is created. Print Document Select to print immediately when the document is created. Copies (Incl. Original) This is displayed if Print Document is selected. Enter the number of copies of the document to print when it is created. The number includes the original. Therefore, if you want to print the original document and two copies, enter 3. Copies for Manual No. Assignment This is displayed if Print Document is selected. Enter the number of copies of to be printed if the document is created with a manual number assignment. A document with manual number assignment is treated as a copy in the system, not as an original document. Permanent Remarks for Printing Enter text to be printed at the end of each document.
Example

Example

You can use the permanent remarks, for example, to tell your customers about a new phone number, or to announce a new product. End of the example. Print Discount Data Select this to print the discount information in the document. 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. Print Amounts Select to print total amounts in the document. Deselect to exclude total amounts.
Example

Example

On certain types of document, such as delivery notes or price quotation, it may be appropriate not to print the total amounts.

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End of the example. Print Incoming Payment with Invoice For Invoices only. Select one of the following: No - no receipt is printed when you print an invoice. Only When Adding - a receipt is printed whenever a payment is specified in the invoice. The receipt directly confirms the payment. Always - a receipt is always printed if one exists for the invoice. Print Incoming Payment & Invoice on One Page Select to print the invoice and the receipt on a single page. If deselected, the documents are printed separately. When Batch/Serial No. Exist, Print Select one of the following options to print Batch or Serial Number information in inventory documents. Document and Batch/Serial No. Print the document and the Batch or Serial Number information. Document Only Print the document with no Batch or Serial Number information. Batch/Serial No. Only Print onlyBatch or Serial Number information.
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). 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). More Information Print Preferences, General Tab
Procedure

Printing Specific Checks in Canada and U.S.

The following additional check formats are available: Check stub stub: The check is printed on the header of the two stubs

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Stub check stub: The check is printed in the middle, 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. Choose

Administration

Document Settings

Per Document tab

2. In Document field, choose Outgoing Payment. 3. Specify the Maximum no. of documents in Payment, i.e., the maximum number of invoices that can be closed in one outgoing payment to a vendor. 4. Choose Update to save the setting. If the number of A/P Invoices per vendor is greater than that defined in the Document Settings, 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. Defining the Print Settings

In the Checks for Payment print template, select the Area Properties window in the Repetitive area. In the General tab, ensure that Duplicate Repetitive Area is checked. In addition, in this tab select the number of lines in the repetitive area and the distance between the two repetitive areas (in pixels). More Information Document Settings, 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, business partners, and 1099 forms and boxes (in the USA only). The transaction type OB (=Opening Balance) is assigned to the opening balance transactions that are created through these functions. To open the Opening Balances window, choose Balances . Administration System Initialization Opening

More Information G/L Accounts Opening Balance Window Business Partners Opening Balance Window

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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. To access the G/L accounts opening balance function, 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 .

System Initialization

G/L Accounts Opening Balance

Setting Opening Balances for G/L Accounts

During system initialization, the opening balances of G/L Accounts must be updated with legacy data. To use SAP Business One from the start of the fiscal year, enter the balances from the previous years closing balance sheet. Enter the opening balances for the balance sheet accounts (assets, liabilities, and equity). The expense and revenue accounts are cleared with the balance sheet when they are created. If the fiscal year does not start on January 1st, change the date in the G/L Accounts Opening Balance window. If the company's fiscal year starts in the middle of the year, for example, July 1st, to view the opening balances from January 1st and from the first quarter, April 1st, enter several balances for different dates on the same accounts. Enter the opening balances of the fiscal year for January 1st, and then, only open the delta for April 1st and July 1st. To begin using the system during the fiscal year, enter the values from an existing trial balance sheet or interim balance sheet in the system. Create this trial/interim balance sheet on the day before the first use of SAP Business One. In this case, specify the balances of the expense and revenue accounts. Procedure 1. From the SAP Business One Main Menu, choose Opening Balances G/L Opening Balances . Administration System Initialization

The G/L Opening Balances Selection Criteria window appears. 2. Set the required G/L account range, and then, choose OK. The G/L Opening Balance window appears. 3. If the fiscal year does not start on January 1st, change the Date value to the required date.

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Enter offsetting G/L account in the window header, and specify the relevant details. 4. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency. If the system currency is different from the local currency, the system automatically calculates the opening balances in the system currency and displays the values in column OB (SC). 5. Enter the opening balance in the foreign currency. If a foreign currency has been defined for an account, the OB (FC) field is also active. The system then automatically calculates the amounts in the local and system currencies, using the valid exchange rate on the value date. Overwrite the calculated values if necessary. 6. Enter the value without a plus sign if the balance is in credit. If the balance is in debit, insert a minus sign in front of the value. 7. Choose Add when all the opening balances have been updated. An opening balance for a multi-currency account can be entered only in local currency. Result SAP Business One creates the opening balance transactions for the accounts updated in the G/L Accounts Opening Balances window. The original type assigned to these transactions is OB.
Object

G/L Accounts Opening Balance - Selection Criteria

Use this window to specify selection criteria for a range of G/L accounts displaying their opening balances. To access this window, choose Accounts Opening Balance . Administration System Initialization Opening Balances G/L

After defining the required information, you can view the result in the G/L Accounts Opening Balance window.
G/L Accounts Opening Balance Selection Criteria

G/L Account From... To... Define a range of G/L accounts for which you want to set the opening balances. Account Group Name This section represents the drawers of the accounts in the chart of accounts. Select a drawer to set the opening balance to the accounts that are included in that drawer.
Object

G/L Accounts Opening Balance Window

This window displays the opening balances of a range of G/L accounts, according to selected criteria.

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To open this window, choose Accounts Opening Balance .

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. Date Enter the posting date relevant to the opening balance. The beginning of the year is displayed by default, but can be overwritten. Ref. 1, Ref. 2 Enter one or two references to be assigned to the opening balance transactions. 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. The beginning of the year is displayed by default, but can be overwritten. G/L Account, Name, Balance (LC), Balance (FC) and Balance (SC) Display the numbers and names of the selected G/L accounts. The table also displays the balance of an account in the local, foreign, and system currency. These fields are maintained automatically. OB (LC), OB (FC), and OB (SC) Enter the opening balances for each account in the respective currencies. Add Choose to record the opening balance transactions to the database. More Information Setting Opening Balances for G/L Accounts
Function

Business Partners Opening Balance

During system initialization, the opening balances for business partner accounts must be updated with legacy data. This function enables you to manually set the opening balances for business partners defined in SAP Business One. To set opening balances for business partners, choose Opening Balances More Information Business Partners Opening Balance Selection Criteria Business Partners Opening Balance Window Setting Opening Balances for Business Partners Administration . System Initialization

Business Partners Opening Balance

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Procedure

Setting Opening Balances for Business Partners

During System Initialization, the opening balances for Business Partner Accounts must be updated with legacy data. Since the opening balance usually includes several invoices, specify the payment amount as a partial payment of this position. Note that opening balances are not included in the dunning. The opening balance in the system currency is determined automatically by the system on the basis of the national currency. If the master records of the Business Partners are entered in the system with a foreign currency, the opening balance can also be specified in this foreign currency. The OB (FC) column is only ever active in this instance. Enter the value without a plus sign if the balance is in credit. If the balance is in debit, insert a minus sign in front of the value. Note that this setting is also dependent upon the option chosen in Display Credit Balance with Negative Sign in Administration System Initialization Company Details.

If the opening balance is specified in the foreign currency, the system calculates the opening balance in the national currency on the basis of the exchange rate that applies on the reference date, and displays this in the OB (LC) column. This value can be altered manually. Procedure 1. From the SAP Business One Main Menu, choose Opening Balances Administration . System Initialization

Business Partners Opening Balance

The Business Partners Opening Balance Selection Criteria window appears. 2. Set the required business partner range, and choose OK. The Business Partners Opening Balance window appears. 3. Specify the offsetting account for the business partner opening balance postings, and enter all the other required details in the window header. 4. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency. If the system currency is different from the local currency, the system automatically calculates the opening balances in the system currency and displays the values in column OB (SC). 5. Enter the opening balance in the foreign currency, if required. If a foreign currency has been defined for a business partner, the OB (FC) field is active. SAP Business One automatically calculates the amounts in the local and system currencies, using the valid exchange rate on the value date. Overwrite the calculated values if necessary. 6. Choose Add to create the opening balance transactions. Result

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SAP Business One creates the opening balance transactions for the business partners updated in the Business Partners Opening Balances window. The original type assigned to these transactions is OB. More Information Business Partners Opening Balance
Object

Business Partners Opening Balance - Selection Criteria

Use this window to specify selection criteria for the Business Partners Opening Balance report. To open this window, choose Business Partners Opening Balance Administration . System Initialization Opening Balances

After defining the report, you can view it in the Business Partners Opening Balance window.
Business Partners Opening Balance Selection Criteria

Code From... To... Define a range of business partners for which you want to create opening balance transactions. Customer Group If you want to create opening balance transactions for the customers related to one group only, click and select the customer group. To include all customers in the selection criteria, select All. Vendor Group If you want to create opening balances transactions for the vendors related to one group only, click and select a vendor group. To include all vendors in the selection criteria, select All. Properties Choose to open the Properties window in which you can use business partner properties as a selection criteria. Choose All Choose to include all business partners in the selection criteria.
Object

Business Partners Opening Balance Window

This window displays the Business Partners Opening Balance report, according to selected criteria.
Business Partners Opening Balance Window

Opening Balance Account Enter the offsetting account for the opening balance transactions. Date Enter the posting date relevant to the opening balance. The beginning of the year is displayed by default, but can be overwritten. Ref 1, Ref 2 Enter one or two references to be assigned to the opening balance transactions.

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Details Enter any relevant remarks to be added by SAP Business One to the opening balance transactions. By default, SAP Business One assigns the following text: Business Partners Opening Balance. Due Date Enter the due date relevant to the opening balance transactions. The beginning of the year is displayed by default, but can be overwritten. Name, Code, Balance (LC), Balance (FC), Balance (SC) Display the numbers and names of the selected business partners. The table also displays the balance of a business partner in the local currency, foreign currency, and system currency. These fields are maintained automatically. OB (LC), OB (FC), OB (SC) Enter the opening balances for each business partner in the respective currency. 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. To access the correct interface, choose 1099 Opening Balance More Information 1099 Opening Balance Selection Criteria Opening Balance Window
Object

Administration

System Initialization

Opening Balances

1099 Opening Balance - Selection Criteria

Use this window to specify selection criteria for the 1099 Opening Balance Selection Criteria report. To open the window, choose Opening Balance . Administration System Initialization Opening Balances 1099

After defining the report, you can view it in the 1099 Opening Balance window.
1099 Opening Balance Selection Criteria

Vendor From... To... Specify a range of vendors for which you want to set 1099 opening balances. Vendor Groups To post 1099 opening balances transactions for the vendors related to a specific group only, click and select the

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vendor group. To include all vendors in the selection criteria, select All. Properties Opens the Properties window in which you can use business partner properties as a selection criteria. 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, based on selected criteria.
1099 Opening Balance Window

Vendor Code Displays the code of the vendor, and provides a link to the respective master data record. Vendor Name Displays the name of the vendor. Posting Date Specify the posting date for the openning balance transaction. 1099 Form Click and select the 1099 form for which you want to set the opening balance.. 1099 Box Click and select the 1099 box for which you want to set the opening balance. The available 1099 boxes are the ones defined for the selected 1099 form. Amount Specify the amount of the 1099 opening balance for the vendor displayed in that row. Submitted If selected, the 1099 opening balance has been submitted. More Information 1099 Opening Balance: USA
Function

Setup

The Setup section, an extensive part of the Administration module, is used for defining settings and defaults for fields that are used throughout SAP Business One. Although certain settings can be modified later, most of these definitions should be entered during system initialization. For example, before you can use banking functions, you must define basic banking data; and before you can assign authorizations, you need to define your users. More Information

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General Financials Sales Opportunities Purchasing Business Partners Banking Inventory Service
Function

General

You make general settings under More Information Password Administration Users - Setup Sales Employees/Buyers - Setup Territories - Setup Commission Groups - Setup Predefined Text - Setup Freight - Setup
Object

Administration

Setup

General

Password Administration

Use the Password Administration window to specify the requirements for user passwords. To access this window, choose Administration Setup General Password Administration .

Password Administration

Security Level Security level for the passwords of SAP Business One users. Select one of the predefined security levels:

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Low selected by default Medium High The values in the fields below are replaced according to the selected security level, but cannot be changed. You can also define security levels with parameters that are specific to your company. To do so, choose Custom. In this case, all the fields below can be edited. Security Level Components The values specified in the following fields determine the security level. 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, to assist the users in creating a personal password that complies with the security requirements. Generate Automatically generates a password example that complies with the selected security level.
Procedure

Defining Users

Procedure 1. To display the Users - Setup window, choose . 2. Enter the required user-specific data (see Users - Setup). If the user is to have superuser permissions, check the Superuser checkbox.
Note

Administration

Setup

General

Users

Note

Note that authorizations for superusers cannot be modified, therefore select this option carefully. See Authorizations.

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End of the note. 3. As required, define the user's defaults. For more information, see User Defaults Window. 4. If required, define an initial password for the user. 5. To save the user information, choose Add. More Information Authorizations Window Password Administration
Object

Users - Setup

Use this window to define users in SAP Business One. To access this window, choose Setup General Users .

Administration

Users Setup Window

Superuser Select this option to specify the user as a superuser. A superuser enjoys the following rights: Can access all windows and perform all functions in SAP Business One. Can limit the authorizations of users that are not superusers. However, a superuser cannot limit the authorizations of other superusers. User Code Specify a unique code for the user. The code can be up to eight characters and used for logging on to SAP Business One. The code is case sensitive and once it is saved, it cannot be changed. User Name Specify the user name. The name can be up to 30 characters, and appears at the top of the main menu. You can change the user name if necessary. E-Mail, Mobile Phone, Fax Enter the users e-mail address, mobile phone number, and fax number. The system uses this information to send e-mails and text messages (SMS messages) to the user. Note that sending by SMS is only available in certain localizations. Defaults Define default parameters, for example, address or printing information, for individual users or groups of users, such as the employees in a department. Branch, Department Specify a users branch and department. Password If required, specify a password for the user. No matter whether you define a password or not, with the next logon, the user will be asked to change the password.

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Locked If selected, this user cannot log on to SAP Business One. By default this option is deselected, 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.
Note

, the user is locked and this option is

Note

Only a superuser can unlock locked users. End of the note. More Information Defining Users Departments - Setup Branches - Setup
Object

Departments - Setup

Use this window to define different departments within the organization. More Information Users - Setup
Object

Branches - Setup

The window enables you to define different branches of the company.


Branch - Setup Fields

Name Enter a name for the branch. Description Enter a description for the branch. More Information Employee Master Data
Object

User Defaults Window

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Use this window to define defaults that can be applied to specific users. The defaults that are defined here override settings defined in other windows. To display this window, choose Administration Setup General Users .

Click the icon next to the Defaults field to select existing defaults or define new ones. If certain default settings have already been defined for a user, a link arrow is displayed beside the Defaults field and clicking this arrow also opens the User Defaults window.
General Area Fields

Defaults Code Enter a code for these user defaults. Defaults Name Enter a name for these user defaults. The Defaults Code and the Defaults Name fields appear without any titles. More Information Defining Users User Defaults, General Tab User Defaults, Print Tab User Defaults, Defaults Tab User Defaults, Credit Card Tab
Object

User Defaults, General Tab

The General tab contains two other tabs, the Local Language and Foreign Language, each contains identical information.
User Defaults, General Tab Fields

Country Select the country from the list. Additional ID Enter an additional identification, up to 32 characters. Printing Header Enter the companys name the way it should appear on all documents printed with SAP Business One. The name can be printed differently in the local and foreign languages. This can be customized per user, to include specific information. Tel. 1, Telephone 2

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Enter one or two phone numbers that are associated with the user. Fax, Email Enter the user's fax and email address. More Information User Defaults Window
Object

User Defaults, Defaults Tab

The defaults defined in this tab override defaults defined in any other tabs or windows.
User Defaults, Default Tab Fields

Color If not defined in this field, the default color is taken from the General Settings: Display tab. When modified, this setting is updated per company, for all users, upon the next logon. Sales Employee If not defined in this field, the default sales employee is taken from the Define Sales Employee window. Warehouse If not defined in this field, the default warehouse is taken from the General Settings: Inventory tab. Cash Acct Specify a cash account. If you do not specify an account here, the default accounts are taken from the G/L Account Determination: Sales Tab, General Tab. Checks Acct Specify a checks account. If you do not specify an account here, the default accounts are taken from the G/L Account Determination: Sales Tab, General Tab . Default Customer for A/R Invoice + Payment If not defined in this field, the default is taken from the G/L Account Determination: Sales Tab and G/L Account Determination: General Tab. Tax Code Field specific to the U.S.A Use Tax Select to permit the Use Tax option. Field specific to the U.S.A. Use Warehouse Address in A/P Docs If not defined in this field, the default warehouse address is taken from the Document Settings: General tab. More Information User Defaults Window General Settings: Display Tab Sales Employees/Buyers - Setup General Settings: Inventory Tab

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G/L Account Determination: Sales Tab Document Settings: General Tab


Object

User Defaults, Print Tab

Use this tab to define default settings for printing documents per user. Defaults defined in this window override settings in other windows. If not defined here, the defaults are taken from the Printing Preferences window.
User Defaults, Print Tab Fields

Document Choose the document type for which to configure the print settings in the Document field. Each document type is defined separately. Add button will also When you choose the Print Document option, the document is printed as soon as it is added to SAP Business One. The second option is to export the document directly to Microsoft Word. Copies (Incl. Original) Determine how many copies of a document to print (including the original) when a new document is created. Copies for Manual Series Determine how many copies of a document are printed if the document was created with manual number assignment. A document with manual number assignment is treated as a copy in the system, not as an original document. Print Payment with Invoice For invoices only. Use this field to define whether to print a receipt together with an invoice or not. If you choose No, no receipt will be printed when you print an invoice. If you choose Only When Adding, a receipt will be printed whenever a payment is specified in the invoice. In this case, the receipt directly confirms the payment. If you choose Always, a receipt will always be printed if it exists for the invoice. Print Payment & Invoice in Succession Select to print the invoice and the receipt on a single page. The system contains separate documents for each object, which will be merged for printing. If you do not select this checkbox, the documents will be printed separately. To configure the printing information specified here for a user or group of users differently, set the default parameters for the user(s) accordingly. Print Discount Data Prints the discount information in the document. Print Mfr Catalog No. Instead of Item No. Prints the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One. Permanent Remarks for Printing Define a text that will be printed in all purchasing and sales documents. This text will be printed at the end of each document.
Example

Example

Use this field to make your customers aware that your phone number has changed, or to print an announcement for a new product on all your documents for a certain amount of time. First choose the document type for the required

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purchasing or sales document and then enter the text. Enter the text for each of the other document types as required. You can also copy and paste the texts using the corresponding menu items. End of the example. More Information User Defaults Window
Object

User Defaults: Credit Card Tab

Use this tab to define user defaults for credit card information. The defaults defined on this tab override defaults defined on any other tabs or windows. If they are not defined here, the defaults are taken from the Credit Cards Setup window.
User Defaults, Credit Card Tab Fields

Credit Card Displays all the credit cards defined in the company. G/L Account Enter the G/L account code to be used as the default account for transactions with this credit card. Account Name Displays the name of the G/L account selected in the G/L Account field. More Information User Defaults Window
Procedure

Defining Default Parameters for a User

Procedure 1. To maintain the default parameters for a user, choose Users . Administration Setup General

2. Place the cursor on the Defaults field for a user and press the Tab key. The Users - Setup appears, in which you can select a set of previously defined defaults or create a new one. 3. To create a new set of default parameters, choose New. The User Defaults Window appears. 4. Enter the required data and choose Add. 5. To save the parameters for the user, choose Add in the Users - Setup window.

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Procedure

Changing a Password

Procedure 1. Choose Administration Setup General Change Password .

2. In the Old Password field, enter the current password. 3. In the New Password field, enter a password that complies with the company's security settings. The Password Example field gives you an idea which characters the password must consist of. 4. In the Confirm field, enter the new password. 5. Choose OK.
Object

Sales Employees/Buyers - Setup

Use this window to define sales employees and buyers, and to set the default sales employee/buyer. Assigning the relevant sales employee/buyer to the respective business partners, and later on to each sales or purchasing document enables you to generate sales analysis and purchasing analysis reports by sales employees or buyers, 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. You can change the sales employee/buyer name at any time. The change is applied retroactively on all the documents, business partners and other entities to which the specific sales employee/buyer was linked. To remove a sales employee, choose the sales employee's/buyer's name, right-click and choose Remove.
Note

Note

You cannot remove sales employee/buyer that is linked to documents, business partners, etc. End of the note. To access this window, choose . Sales Employee Name Enter the name of the sales employee (can be alphanumeric). Remarks Enter a remark for each sales employee, for example, to identify the region or industry in which that sales employee is active (optional). Set as Default The default sales employee appears by default in the master data and transactions; however, it can be changed as Administration Setup General Sales Employees/Buyers

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required in each case. The default sales employee appears in bold. You can change this setting at any time. We recommend to define a different default sales employee for each group of users.
Procedure

Defining Territories

You can use territories to manage a geographic location, brand, or item category and its hierarchy. You can move territories using Drag and Drop to change their hierarchy within the window. Procedure
Adding and Updating a Territory

You can add territories either as independent, which sets the Territory as a parent, or as a child. The first time you open this window, you can add a new territory. 1. To add a territory, from the SAP Business One Main Menu, choose General Territories . Administration Setup

2. Highlight the territory that is the parent or child for the new territory and choose either Add Same-Level or Add Sub-Level. 3. To change the location of the territory, highlight and drag it to the required location in the text area. Alternatively, you can choose the placement from the list in the Location Order field. 4. To change the parent territory, choose the required parent from the list. 5. To save the data, choose Update and OK.
Inactivating/Activating a Territory

1. To inactivate a territory, choose Set Inactive. 2. To save the data, choose Update and OK.
Deleting a Territory

1. Before you delete a territory, ensure that it is not linked to another function, for example, a Sales Opportunity. 2. To delete the territory, right-click a territory and choose Remove. More Information Territories - Setup
Object

Territories - Setup

Use this window to define geographic locations for serial number-managed items.

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To display this window from the SAP Business One Main Menu, choose General Define Territories.

Administration

Setup

Territories Setup Fields

Name Enter the alphanumeric name for the territory. Parent Territory Displays a territory of a higher level; otherwise, the field is disabled. If required, specify a different parent territory. Location Order Specify the position of the territory with regard to sibling territories, for example, First, Last, or After. Show Inactive Displays inactive territories. If required, inactive territories can be reset to be Active. Set Inactive Defines the territory as inactive. Add Same-Level Adds a sibling territory to the existing territory. When you add a sibling territory, select its location order. Add Sub-Level After you entered a territory name, adds a child territory according to the parent selected in the parent territory field. More Information Defining Territories
Object

Commission Groups - Setup

Use this window to define commission rates to be assigned to sales employees. Whenever you create a sales document to which a sales employee with assigned commission group is linked, the respective commission amounts are calculated. All the data in a commission group can be altered but not removed. This setting is mandatory if the company works with commissions. Removing a commission group can be only be done if a user has the correct permissions. Choose the commission group's name, right-click and select To display this window, choose More Information Data Administration Remove Setup . General Commission Groups .

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To define the commission, see Defining the Calculation of Commissions.


Procedure

Defining the Calculation of Commissions

Prerequisites For the system to calculate commissions automatically, select the appropriate option under Administration

System Initialization General Settings BP : either Sales Employee, Item, or Customer. The corresponding fields for sales employee, item, or customer are only visible and active when this check box is selected. This setting influences where the sales commission percentage can be specified. It does not automatically calculate the commission transactions. It can be changed at any time, but must be filled in if the company works with commissions. To calculate commissions for each sales employee, define the commission groups and assign them to the sales employees. For more information, see Commission Groups - Setup. To calculate commissions for an item or customer, 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. If a commission has been defined for the sales employee, this commission is applied, and the percentage of the commission appears in the rows of the document. If a commission has been defined for a customer in the master record, this commission is applied in the sales document. If a commission has been defined for the sales employee and for the customer, the latter definition applies in the sales document. The commission for the item has not been considered yet in the logic for the sales documents at this point. The percentage in the detailed information for a row in the sales document can be modified. Evaluate the commissions using the predefined system queries or user defined queries. Procedure 1. In the Commission Groups - Setup window, enter the name for the commission group and the corresponding percentage. 2. Choose Update. The cursor then moves to a new row and another commission group can be defined. Commission groups can also be defined at a later stage. The table contains an entry for commissions to be specified manually (User-Defined Commission). This entry does not define a percentage, and cannot be modified, it is specified in the master record for an item or a customer in this case. When the commission group is specified in the master record, the corresponding percentage is used, and the percentage field is not active for an Item or a Customer. 3. Choose Update then OK to save the data.
Object

Predefined Text - Setup

Use this window to define specific text strings that can be added to sales and purchsing documents. These text strings

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can be added in a text row. For example, below certain item rows, add a line that states that the item is sold for a reduced price until a certain date. Using predefined texts is more efficient and ensures consistency in this text throughout the documents. In the SAP Business One Main Menu, choose Text to open this window. Administration Setup General Predefined

You can update or delete the predefined text. To update, open the window as described above, make the necessary changes and choose Update. To delete, display the window and then choose Confirm by choosing OK.
Note

Data

Remove

Note

You can translate the predefined text into different languages to add it later to sales and purchasing documents in a relevant language. Enter the text in a basic language and choose the text and choose End of the note. More Information Text Row Opening and Closing Remarks
Object

View

Translatable Fields

. Select

Goto

Translate

. Enter as many translations as necessary.

Languages - Setup

Use this window to define the languages your company uses when dealing with business partners. The window displays all the default languages set up by SAP Business One during the creation of the company. You can define additional languages and associate them to the languages created in SAP Business One.
Note

Note

The Languages Setup window is available only if the Multi Language Support field is selected in Administration End of the note. Field Language Short Name Language Full Name Related System Language System Initialization Company Details Basic Initialization .

Description/Activity Displays the language code. For example, DE is the language code for German. Displays the language name. Displays the languages available in SAP Business One. A system language should be related to every new language you add.

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To add a new language, enter the language short name and full name, and choose from the dropdown list the system related language. To remove an existing language, click the mouse on the required language row and choose Remove More Information Using Multi-Language Support
Object

Data

from the menu bar. Choose Update to remove the language.

Freight - Setup

In this window, you define freight that reflects extra sales or purchasing costs, such as delivery charges and deposit tax. The window appears only if you have selected Manage Freight in Documents (choose System Initialization
Note

Administration

Document Settings, General

tab).

Note

For existing companies that already manage freight, you cannot deselect the checkbox. In that case, you can only deselect Manage Freight in Documents if no freight exists in any marketing documents. End of the note. After you have defined freight in the Freight - Setup window, 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, choose General Freight . Administration Setup

Freight - Setup Fields

Name Enter the name of the freight. Revenue Account Enter a balancing account that contains the freight amount for sales documents. You can only choose income accounts. To display the Chart of Accounts, click . Expense Account

Enter a balancing account that contains the freight amount for purchasing documents.

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To display the Chart of Accounts, click

. Output Tax Group

Your selection here determines the tax group for sales documents. However, if you have defined a tax group in the business partner master data, that tax group is used as the default for freight in sales documents. If required, you can change the tax group in these documents. Input Tax Group Your selection here determines the tax group for purchase documents. However, if you have defined a tax group in the business partner master data, that tax group is used as the default for freight in purchase documents. If required, you can change the tax group in these documents. Fixed Amount - Revenues Enter the default amount for sales documents. Fixed Amount - Expenses Enter the default amount for purchasing documents. WT Liable Defines the freight as withholding tax liable. Distribution Method Choose the method in which the freight amount will be distributed among the document rows. According to the selected method, the freight charges are distributed from the header to the rows to allocate freight to stock or last purchase price. None Select this method if you do not want to distribute the freight amount among the document rows. However, you cannot select this method if you have selected Stock or Last Purchase Price. Quantity Distributes the freight amount among the document rows in proportion to the quantity of each row.
Example

Example

If there are 3 rows with quantities of 5, 3 and 2, and the freight amount is $100; this method will distribute the freight amount as follows: $50 for the 1st row, $30 for the 2nd row and $20 for the 3rd row. End of the example. Volume Distributes the freight amount among the document rows in proportion to the volume of the items in each row. Weight Distributes the freight amount among the document rows in proportion to the weight of the items in each row. Equally Distributes the freight amount equally among the document rows, for example, the freight amount will be divided by the number of rows and distributed accordingly (regardless of the quantity and total of each row). Row Total Distributes the freight amount among the document rows in proportion to the total amount of each row. For example, if there are 3 rows with a total amount of $500, $300, and $200, and the freight amount is $100; this method distributes the freight amount as follows:

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$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 calculation method you select becomes evident when you copy rows from a base document to a target document. The options are: None No freight will be copied to target document. Quantity The amount is divided into the item quantity and each unit carries the same amount of freight. Total SAP Business One calculates which part of the document total or row total is copied to the target document. It then adds the relative amount of the document or row freight to that target document. All Copies all the freight to the target document. Stock Adds the freight amount entered, either in the row level or the total level, to the item's cost calculated when working with perpetual inventory. Last Purchase Price Updates the last purchase price list after adding an A/P invoice, which includes the freight amount per row. Dist. Rule Specify the profit center or distribution rule to be linked to this fright charge. When this freight charge is used in marketing documents, the freight amount will be allocated by default to the profit center/distribution rule specified.
Country Specific Fields: Israel

Tax Liable Specify whether the freight is liable to tax. Revenue Exempted Account, Expense Exempted Account This account is used for freight that is not defined as tax liable, or when the business partner that appears in the document is defined as exempted.
Country-Specific Fields: USA

Include in 1099 Indicates whether this freight will be included in the 1099 Report. More Information Freight Charges
Function

Financials

You make the settings for the Financials module under

Administration

Setup

Financials

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More Information Edit Chart of Accounts G/L Account Determination Currencies - Setup Indexes - Setup Transaction Codes Period Indicators - Setup Projects Doubtful Debts - Setup Tax

Edit Chart of Accounts


Use
Use this function to make changes to a chart of accounts, create new accounts, and change and edit existing accounts.

See also:
Edit Chart of Accounts Window Edit Chart of Accounts - Selection Criteria
Object

Edit Chart of Accounts

Use this function to make changes to a chart of accounts, create new accounts, and change and edit existing accounts. Use this window to specify selection criteria for editing the chart of accounts. To open the window, choose Financials Edit Chart of Accounts .

After defining criteria, you can view the results in the Edit Chart of Accounts window.
Note

Note

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

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Assets, Liabilities, Equity, Revenues, Cost of Sales, Expenses, Financing, Other revenues and expenses Select the drawer(s) you want to view and edit.
Object

Edit Chart of Accounts Window

Displays the chart of accounts in edit mode, according to defined selection criteria.
Edit Chart of Accounts Window

G\L Account Details The account type (title or active), code, name, and level, for the selected account. G\L Account Location Location in the chart of accounts, according to: Drawer - Name of the drawer(s) in which the account resides Parent Article - Immediate level under which the account is found You can view all items on this level that are found in this drawer. Loc. in Drawer - First, last, or after another account in the drawer. Add Sub-Level Acct Adds a lower-level account under the marked account.
Example

Example

Select a Level 3 account, and choose Add Sub-Level Account to create a new account on Level 4 or 5. The selected account becomes the parent article of the new account. End of the example.
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 .

Adds an account on the same level as a selected account, under the same parent article.
Note

Note

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This button exists only if the option Use Segmentation Accounts is not selected on the Basic Initialization tab in Administration End of the note.
Function

System Initialization

Company Details

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. The window is divided into four tabs. Each tab contains the definitions for G/L accounts related to a specific area of the business activity: Sales, Purchase, General, and Inventory. To access this window, choose Determination
Recommendation

Administration

Setup

Financials

G/L Account

. Recommendation

For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials Prepare for Financials Start Using Financials . 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. To access this tab, choose Sales
General Sub-Tab

Administration

Setup

Financials

G/L Account Determination

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Accounts Receivable Opens the Control Accounts Accounts Receivable window, in which you define default G/L accounts for customers. Permit Change of Control Accts Select if you want to assign different control accounts to different customers. Assigning control accounts to each customer is done in the Business Partner Master Data window. If this option is not selected, the control accounts defined in the Control Accounts Accounts Receivable window are used for all customers. Domestic Accounts Receivable, Foreign Accounts Receivable Define the respective collective accounts for posting sales to domestic and foreign customers. SAP Business One posts all sales to customers to this collective account, making your current total sales available at any time. All transactions are also posted to the specific customer accounts. ChecksReceived, Cash on Hand Define the accounts for posting customer payments with checks or in cash. You will usually specify the check register and cash register. Default Customer for A/R Invoice + Payment If you perform one-time sales (that is, the payment is made at the same time that the A/R invoice is generated), enter the code of the one-time customer, to which you will generate the A/R invoice + payment document whenever a one-time sale is made. Over Payment A/R Account, 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. SAP Business One compares the amount paid to the amount due, 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, the application automatically creates the appropriate transaction. Down Payment Clearing Account Define a default clearing account to be used when adding A/R down payment invoices. G/L accounts defined as control accounts cannot be selected. Realized Exchange Diff. Gain, Realized Exchange Diff. Loss Select accounts to be used as default accounts for journal entries created to reflect loss and gain caused by exchange rate differences. Cash Discount Define an account to be used as the default when a cash discount is used. Revenue Account Select a control account to be used as the default when a transaction of revenues is posted, for example, an A/R invoice. Revenue Account Foreign Select a control account to be used as the default when a transaction of revenues is created for a foreign customer.
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. End of the note.

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Revenue 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).
Note

Note

A customer is indicated as an EU customer according to the country defined in the ship-to address. 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, for example, an A/R credit memo. Sales Credit Account - Foreign Select a control account to be used as the default when a credit transaction of revenue is created for a foreign customer.
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. End of the note. Sales Credit Account - 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).
Note

Note

A customer is indicated as an EU customer according to the country defined in the ship-to address. End of the note.
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. Only valid A/R tax codes are available in this field.
Country-Specific Fields: Canada & USA

Payment Advances Specify an account to be used by default for posting A/R Down Payment Invoice. G/L Accounts marked as Control Account in Chart of Accounts cannot be selected.
Tax Sub-Tab

Withholding Tax

The company maintains withholding tax in sales transactions.

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Once you select this option, the following fields appear: Default Withholding Tax Code Specify the withholding tax code to be used as default for new customers. NI Number Specify the national insurance number. Expiration Date Specify the expiration date of the tax certificate that your company holds. Certificate No. Specify the tax certificate number. 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. Sales Tax Group (Items), Sales Tax Group (Service) Define a default tax group to use when creating sales transactions for items and services.
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. Default ITW Code Select the withholding income tax code to use as default for new customers who are marked as liable to withholding tax. More Information G/L Account Determination Control Accounts Accounts Receivable
Object

Control Accounts - Accounts Receivable

Specify the required information using the fields below. To open the window, choose Sales Administration Setup Financials G/L Account Determination

. On the General tab, choose next to the Accounts Receivable field.

Control Accounts Accounts Receivable

Domestic Accounts used for regular business partner transactions. Foreign Accounts used for foreign business partner transactions. Open Debts Appears only for accounts receivable. 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.

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More Information G/L Account Determination


Object

G/L Account Determination: Purchase Tab

Specify the required purchasing information using the fields below. To access this tab, choose Purchase
General Sub-Tab

Administration

Setup

Financials

G/L Account Determination

Accounts Payable Opens the Control Accounts Accounts Payable window, in which you can set the controlling account for outgoing payments. Permit Change of Control Accts Select if you want to assign different control accounts to different vendors. You assign control accounts to each vendor in the Business Partner Master Data window. If you do not select this option, the control accounts defined in the Control Accounts Accounts Payable window are used for all vendors. Domestic Accounts Payable, Foreign Accounts Payable Define the respective accounts for posting purchases to domestic and foreign vendors. SAP Business One posts all purchases from vendors to this collective account, making your current total purchases available at any time. Realized Exchange Diff. Gain, Realized Exchange Diff. 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. Bank Transfer Define a default account to use when paying by bank transfer. Cash Discount Define an account to use as default when a cash discount is used. Cash Discount Clearing Define an account to use as the clearing account when a cash discount is used. Expense Account, Expense Account - Foreign, Expense Account - 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

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Select a control account to use as the default when a credit transaction for purchasing is created, for example, an A/P credit memo. Purchase Credit Account - Foreign Select a control account to be used as the default when a credit transaction for purchasing is created for foreign vendors. Purchase Credit Account - EU Select a control account to use as the default when a credit transaction for purchasing is created for vendors from the European Union. Overpayment A/P Account, 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. SAP Business One compares the amount paid to the amount due, 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, the application automatically creates the appropriate transaction. Down Payment Clearing Account Select a G/L account to use as the default clearing account when adding an A/P down payment invoice. G/L accounts that are defined as control accounts cannot be selected. 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, 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. Only valid A/P tax codes are available in this field. Default VATW Code Select the withholding tax code to use as the default withholding VAT tax code for new vendors. 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. G/L accounts marked as Control Account in Chart of Accounts cannot be selected.
Tax Tab

Name Specify a name for each index. Withholding Tax

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The company maintains withholding tax for purchasing. Default Withholding Tax Code Define the withholding tax code to use as the default for new vendors. This field appears only if Withholding Tax is selected. Purchases Tax Group (Items), 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. More Information G/L Account Determination
Object

Control Accounts - Accounts Payable

Specify the required information using the fields below. To access this window, choose Determination Purchase Administration Setup Financials G/L Account

. On the General subtab, choose next to the Account Payable field.

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. More Information G/L Account Determination
Object

G/L Account Determination: General Tab

Specify the required general information using the fields below. To access this tab, choose General . 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. Rounding Account Select a default account to use in journal entries created for rounding differences. This may occur when you define

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rounding for certain currencies. Reconciliation Difference Determines the account to use for the Automatic Balancing Transaction in Automatic Reconciliation. Period-End Closing Account Define an account to use when performing a period-end closing process. Realized Exchange Diff. Gain When reconciling transactions of foreign currency G/L accounts, an exchange rate differences transaction is performed automatically. Define here the account to which the gained exchange rate difference is posted. Realized Exchange Diff. Loss When reconciling transactions of foreign currency G/L accounts, an exchange rate differences transaction is performed automatically. Define here the account to which the lost exchange rate difference is posted.
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.
Country-Specific Fields: Mexico

REPOMO Revaluation Account Select the G/L account to use when a REPOMO revaluation journal entry is created. This account is being credited or debited in the REPOMO account revaluation. More Information G/L Account Determination
Object

G/L Account Determination: Inventory Tab

Specify the required inventory information using the fields below. To access this tab, choose Inventory . 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. Allocation Account This clearing account is used as an offsetting account to the stock account in goods receipt POs and A/P credit memos. The balance of this G/L account reflects the total amount of open goods receipt POs and goods returns. Variance Account This G/L account is used only in a standard-price inventory system. In certain scenarios, if there are differences

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between the standard price and the actual price in the purchasing document, these differences are recorded in the variance account. Price Difference Account Used in purchasing transactions only. For certain scenarios, price differences between the base and target documents are recorded in this account. 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. In these cases the moving average or FIFO prices are held static, and the differences between these prices and inventory values resulting from the addition of new documents, are posted to this account.
Note

Note

This account is not relevant for the standard price valuation method. End of the note.
Caution

Caution

From an accounting perspective, we do not recommend using negative inventory. However, to use negative inventory, deselect the Block Negative Inventory field in Document Settings End of the caution. Inventory Offset - Decrease Account, Inventory Offset - 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. Sales Returns Account Define the G/L account to use when a transaction for a goods return is created. Purchase Account The G/L account you select here is recorded in the journal entry, along with the same amount that is recorded for the stock account, when an A/P invoice or a goods receipt PO is created. Purchase Return Account The G/L account you select here is recorded in the journal entry, along with the same amount that is recorded for the stock account, when a goods return or an A/P credit memo is created. Purchase Offset Account The G/L account you select here is used in order to offset the purchase or purchase-return account, thus maintaining journal entries created by balanced purchasing documents. Exchange Rate Differences Account Used in purchasing transactions only. In certain scenarios, when a target document is created based on a base document whose item price is in a foreign currency, and the target document is connected to a different exchange rate, a difference in local currency occurs. Goods Clearing Account General tab. Administration System Initialization

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An offsetting account to the allocation costs used when closing goods receipt POs or goods returns. In this case, no inventory entry is registered; however, a journal entry is created including this G/L account. G/L Decrease Account, G/L Increase Account G/L accounts used for balancing the change in inventory value resulting from the creation of Inventory Revaluation documents. WIP Inventory Account This account maintains the value of the items that are included in the work process, that is, the period between the start of production and the completion of the final product. WIP Inventory Variance Account This account holds the variance amounts of the items that are part of the production process. Expense Clearing Account Define an offsetting G/L account for clearing journal entries created by A/P invoices and goods receipt POs. This G/L account is used in journal entries whenever the allocation account is also involved. Expense Offset Account If an additional expense influences inventory values, this account is used as an offsetting account for the additional expense value included in the purchasing posting.
Country-Specific Fields: Mexico and Chile

Stock Revaluation Account Select a G/L account in which a stock-revaluation journal entry is recorded. This account is the default account when you have not defined one for this purpose at the warehouse, item group, or item/warehouse level. Stock Revaluation Offset Acct. 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, or item/warehouse level. Cost of Sale Revaluation Acct Select a G/L account in which to record a cost of sale-revaluation journal entry, resulting from running the cost of sales revaluation. Cost of Sale Rev. Offset Acct Select a G/L account to be the offsetting account when a cost of sales-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, or item/warehouse level.
Country-Specific Fields: Russia

Shipped Goods Default account used in stock transactions when selling goods and using Shipped Goods account schema posting. VAT in Revenue Default account used for VAT in Revenue postings. More Information G/L Account Determination
Object

Account Segmentation

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Use this window to define account segments. The window appears only if the Use Segmentation Accounts option is selected in Initialization Company Details Basic Initialization Administration Setup tab. Financials Account Segmentation Administration System

To access this window, choose .


Account Segmentation - Setup

Name Specify an alphanumeric name of up to 100 characters for the segment. SAP Business One provides you with four predefined segments. If required, rename these segments or define additional ones. Size Specify the segment size in characters. Maximal size 20 characters. You can change the predefined size of the predefined segments. Type Select either alphanumeric or numeric. More Information Define Segment Name Segment Codes - Setup Window
Object

Segment Name Segment Codes - Setup Window

Use this window to define segment names and codes. To open this window, choose Administration Setup Financials Account Segmentation

. Double-click the required row number.


Segment Name Segment Codes Setup Window

Code Enter the required codes for the selected segment. You can use the digit 0 in a segment code. For example, if the segment size is 3, you can enter values such as 000 or 001. Name Enter names of up to 100 characters for the segment codes. Short Name Enter a name of up to 10 characters for the segment code. SAP Business One uses this short name when creating automatic names for your G/L accounts.

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Note

Note

You can change the short name even after the segment code has been used for creating G/L accounts. However, the short name in the accounts is not updated. End of the note. More Information Account Segmentation - Setup

Currencies - Setup
Use
This window enables you to define all currencies used by your company for financial transactions. All currencies you work with must be defined in this window. If a currency is not defined in this window, you cannot create a transaction for it. Once a currency is involved in a transaction, you will not be able to delete it. To access this window, choose Administration ? Setup ? Financials ? Currencies.

See also: Currencies Setup Window

Object

Currencies - Setup Window

Use this window to define currency settings. To access this window, choose
Currencies Setup

Administration

Setup

Financials

Currencies

Code Enter a code of up to three characters for the currency, for example, USD, EUR.
Recommendation

Recommendation

If you use the Payment Engine add-on, we strongly recommend that you use internationally agreed-on code abbreviations, as a way of ensuring that banks accept the bank file created by the Payment Engine.

Currency

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Enter the name of the currency. This name appears in the drop-down lists of various windows pertaining to currency. International Code Enter an international code to represent the currency in printed checks, for example, $, . International Description, Hundredths Name Columns Enter the international name of the currency and the name of its decimal unit. The information is required for printing checks in this currency, so that the numerical amount can be represented in words. Rounding This column appears only if the selected rounding method is By Currency. Select one of the following options: No Rounding Prevents any rounding for amounts in this currency. Round to Five Hundredths Example: 4.22 becomes 4.20 and 4.24 becomes 4.25. Round to Ten Hundredths Example: 4.19 becomes 4.20 and 4.14 becomes 4.10 Round to One Rounds to the nearest integer, for example, 4.23 becomes 4. Round to Ten Example: 5.8 becomes 10. Decimals Select the required decimal rounding for each currency. The selected option affects the Price, Line Total, and Document Total fields. If you select Default, the decimal display is determined by the parameters entered in General Settings
Note

Administration

Display

tab.

Note

After journal entries are posted, you can only increase the number of decimal places. Each change is irreversible. End of the note. Rounding in Pmnt Select to round values in payment documents.
Country-Specific Fields: Switzerland

ISR Calculation Select to determine that the currency is subject to ISR calculation. More Information Currencies - Setup Define Currencies: Russia
Object

Define Currencies: Russia

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Special currencies Conventional Units are used for Amount Differences calculations. For more information, see Amount Differences [External].
Define Currencies Russia

Is a Conventional Unit Select to define the currency as a conventional unit. This type of currency behaves as a foreign currency in the system, but exchange rate differences are not calculated during payments. You have to use the Amount Differences Report [External] to calculate the realized differences. Base Currency for Conv. Unit Select a currency defined as conventional unit, on which to base this conventional unit.
Note

Note

The currency you select cannot itself be based on another conventional unit. End of the note. 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, then Exchange Rate for that particular conventional unit is calculated automatically based on the base currency. If you change the exchange rate of a base currency for a particular date, the exchange rates of all dependent conventional units (currencies) are automatically updated for that date, based on their Factor. If you change the Factor for a conventional unit (currency) that is based on another conventional unit, the exchange rate for the former conventional unit is not updated for any 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, the currencies defined as Is a Conventional Unit are not available for selection and are not taken into consideration. Use the Amount Differences report [External].
Note

Note

This type of currency must not be used for payment means operations, which means that you must not create actual cash payments or bank transfers in conventional units. End of the note.
Object

Define CCD

Use this function to define the Cargo Customs Declaration (CCD) numbers, used in SAP Business One when creating a marketing document.

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CCD Nr. Specify the unique number of a CCD number. 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. Exp./Imp. Doc. Nr. Specify the export or import document number related to the CCD. Exp./Imp. Doc. Date Specify the export or import document date related to the CCD. Supply Agree. No. Specify the supply agreement number. Supply Agreement Date Specify the date of the supply agreement. Customs Terminal Specify the customs terminal. Payment Key Specify the payment key.
Function

Indexes - Setup

Define indexes to use for revaluation of financial reports. Each defined index appears as a column in the Exchange Rates and Indexes window.
Note

Note

You can remove user-defined indexes, but not those provided by default by SAP Business One. End of the note.
Function

Transaction Codes

Transaction codes are used for journal entries. 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, you cannot delete it. The value you enter in the Code column is unique and can consist of up to four characters.

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To access this window, choose


Function

Administration

Setup

Financials

Transaction Codes

Projects

You can define the individual projects that your company runs, and link each transaction you create in SAP Business One to the appropriate project. In the Projects - Setup window, specify a project code of up to eight characters, and the full name of the project. This enables you to track the financial status of each project by using the project code as a selection criterion in various reports. To access this window, choose
Function

Administration

Setup

Financials

Projects

Period Indicators - Setup

Use this window to set up period indicators for posting periods in your company. 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. To open this window choose More Information Document Numbering Posting Period Window
Function

Administration

Setup

Financials

Period Indicators

1099 Table - 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, choose More Information 1099 Table Setup Window Administration Setup Financials 1099 Table .

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1099 Boxes Window


Object

1099 Table - Setup Window

Use this window to define criteria for the 1099 Table. To access this window, choose
1099 Table Setup Window

Administration

Setup

Financials

1099 Table

1099 Form Specify the required 1099 form types. 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. More Information 1099 Table Setup: USA
Object

1099 Boxes Setup Window

Use this window to define 1099 Boxes. To access this window, choose Administration Setup Financials 1099 Table the required form. Choose 1099 Boxes or double-click the row number of the selected form.
1099 Boxes Setup Window

. Select

1099 Box Specify a unique code of up to 20 characters for the 1099 box. SAP Business One provides predefined codes for the 1099 boxes of each predefined 1099 form. Box Description Provide a description of up to 100 characters for each 1099 box you define. Minimum 1099 Amount Specify minimum 1099 amount for each box. Vendors who do not reach this amount are not included in the 1099 report by default. More Information

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1099 Table Setup: USA


Object

Doubtful Debts - Setup

Use this window to define the parameters according to which your company calculates doubtful debts. To display the window choose
Doubtful Debts Setup Window

Administration

Setup

Financials

Doubtful Debts

No. of Days Specify the number of days to which the Doubtful Debt % is effective. You can define a hierarchy according to days past the document posting date / value date. The number of days you enter for each row indicates the lowest range number. If the number in the first row is 30 and the number in the second row is 60, for a range of 30 to 59 days the percentage would be the value entered in the first row. If you want to define percentage from day 1, enter the number 1 in the first row. The number in the last row defines the percentage from this number of days and onward. Doubtful Debt % Enter the percentage for calculating the lost debt, based on the range of days defined in the No. of Days field.
Function

Tax

You use the functions under this menu option to define tax-related settings, according to your country regulations. 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. To access tax definition functions choose
Function

Administration

Setup

Financials

Tax

Tax Groups

SAP Business One provides predefined tax groups for each supported locality to be used by your company for purchasing, sales, and payments. More Information Tax Groups Setup Window Tax Definition XXX Window

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Object

Tax Groups Setup Window

Use this window to define your company's tax groups. To open this window, from the SAP Business One Main Menu, choose Financials Tax Tax Groups . Administration Definitions

Tax Groups Setup Window

Code, Name Specify a code and name for the tax group. 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). Triangular Deal, Goods Shipment Click and choose a value in either the Goods Shipment field or the Triangular Deal field. The two fields are mutually exclusive. Acquisition/Reverse This column is relevant only for Input Tax groups (A/P). Select this check box to define the tax group as pertaining to Acquisition/Reverse. Specifying the acquisition tax is a procedure used when you record goods purchased from EU countries. Tax is not calculated in the document, but the correct amount is recorded in the journal entry and affects the tax report. In this case, the tax amount in the rows and in the total of the A/P invoice would be 0.
Note

Note

The unique structure of journal entry that involves acquisition tax, is supported only by the creation of purchasing documents such as A/P Invoice or A/P Down Payment Invoice. Acquisition tax codes are not available for selection in manual journal entry. End of the note. Effective from, Rate The values displayed in these columns represent the date from which a tax group rate (%) is effective. Since the tax percentage may change from time to time, you can create additional entries by double-clicking the row number of the tax group and defining them in the Tax Definition window.
Note

Note

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The tax amounts in the documents are calculated according to the tax group's effective date. End of the note. Non Deduct. % The rate of tax that was paid but not allowed as a deduction. The calculation of the non-deductible amount is based on the tax amount. Relevant only for Input tax groups (A/P).
Example

Example

Rate of input tax group: 16% Rate of non-deductible: 4%. When creating an A/P invoice for total amount of 100, the amount of total tax is 16 from which 0.64 (=4%*16) is the non-deductible amount and 15.36 is deductible. End of the example. When using a tax group defined as non-deductible, the total amount of tax is divided between the tax account and the non-deductible tax account.
Note

Note

The Acquisition/Reverse and Non Deductible definitions are mutually exclusive. End of the note. Non Deduct. Acct Specify the account to which you want to post the non deductible tax amounts. Tax Account Specify a G/L account to use in journal entries containing this tax group. Acquisition Tax Specify a G/L account to use in journal entries containing an acquisition tax. Group Description Use this informative field to enter values, which could be used later as parameters in user queries.
Country Specific Fields: Spain

Equalization Tax % Specify the equalization tax percent for each relevant tax group.
Country Specific Fields: Belgium & Portugal

Correction Defines a tax group as a correction tax group in the system. VAT Correction From the drop-down box, select the tax group you want to assign as the correction tax group for the current tax group. More Information

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Tax Groups
Object

Tax Definition - <XXX> Window

Use this window to specify tax information for a specific group. To open the window, from the SAP Business One Main Menu, choose Financials Tax Tax Groups Administration Definitions

. Select the required tax group and choose the Tax Definition button.

Tax Definition - <XXX> Window

Effective From, Rate The values displayed in these columns represent the date from which a tax group rate (%) is effective. Since the tax percentage may change from time to time, you can specify new values.
Note

Note

The tax amounts in the documents are calculated according to the tax group's effective date. End of the note.
Country Specific Fields: Spain

Equalization Tax % Specify the relevant equalization tax percentage. More Information Tax Groups - 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, Standard Deduction, and Higher Rate Deduction. End of the note. More Information

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Withholding Tax Codes - Setup Window


Object

Withholding Tax Codes - Setup Window

Use this window to define withholding tax codes for your company. To open the window, from the SAP Business One Main Menu, choose Financials Tax Withholding Tax . Administration Definitions

Withholding Tax Codes - Setup Fields

WT Code Specify a code for the withholding tax. WT Name Enter a description for the withholding tax code. 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. Payment the withholding tax calculation appears in the invoice, but is recorded in the journal entry when it is created by the incoming payment based on that invoice. Effective From, Enter the date from which a tax group rate (%) is effective. Rate Enter the rate of tax to be calculated from the date defined in the Effective From field. 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. % Base Amount Specify the percentage of the base amount that is subject to withholding tax. The default value is 100%. Official Code Specify the official code to be reported in the withholding tax report. Account Choose the G/L account code to be recorded in journal entries relevant for this withholding tax code. Tax Definition Choose this button to open the Tax Definition - <XXX> window, in which you can define the effective from date and the tax percentage for the selected withholding tax code.
Country - Specific Fields: Australia & New Zealand

Rounding Type Choose the relevant rounding type from the drop-down menu:

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Truncated AU this option is relevant for a penalty withholding tax. The tax amount calculated is truncated, and appears without decimals, for example, a tax amount of 72.25 is truncated to 72.
Example

Example

If the withholding tax is posted when payment occurs, the calculation is done as follows: You create a payment for an invoice whose total value is 11.6 (=net value 10 + 16% vat), and the withholding tax is 18%. The total of 11.6 is truncated to 11. The WT is calculated as: 11*18% = 1.98 The WT amount is truncated to 1. Result: The posted value of withholding tax is 1, and the bank account is credited for 10.6 End of the example. Commercial Values this option is relevant for voluntary withholding tax. In this case the rounding calculation is done as follows: 1 to 49 cents is rounded down to the nearest dollar, for example, 34.27 becomes 34. 50 to 99 cents is rounded up to the nearest dollar, for example, 50.68 becomes 51.
Example

Example

The following explains the calculations when creating the payment for the invoice mentioned above, but according to commercial rounding: The invoice total is 11.6. Withholding tax = 11.6*18% = 2.088. This amount is rounded to 2. A value of 2 is posted for withholding tax while the bank account is credited for 9.6. End of the example.
Mexico & Chile

Withholding Type Choose one of the following: VAT Withholding identifies the withholding tax code as a withholding related to the VAT Code. Income Tax Withholding identifies the income tax withholding code related to indirect withholding taxes. Base Type

Choose one of the following: Net identifies the base amount for tax calculation as the amount before VAT.

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VAT identifies the base amount for tax calculation as the VAT amount.
Function

Tax Declaration Boxes - Setup

Tax declaration boxes are defined in the Tax Declaration Boxes - Setup window for use in the Tax Declaration Boxes report. More Information Tax Declaration Boxes Setup Window Box Definition - Rows Window
Object

Tax Declaration Boxes - Setup Window

Use this window to define selection criteria for the tax declaration boxes appearing in the Tax Declaration Boxes report. To open the window, from the SAP Business One Main Menu, choose Financials Tax Tax Declaration Boxes . Administration Setup

Tax Declaration Boxes Setup Window

Code, Name Enter a code and relevant description for the box. 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

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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). For more information on the formula, go here. Sort Order Define the display order of the boxes in the report by entering their successive numbers. By default, the next successive number is entered when you update the Define Tax Declaration Boxes window. Absolute Value Displays the absolute box amount in the report. Box Definition - Rows Opens the Box Definition Rows window, in which you can define a formula for the selected box. More Information Tax Declaration Boxes - Setup
Object

Box Definition - Rows Window

Use this window to define formulas for selected VAT groups or boxes. To access this window, choose Declaration Boxes Administration Setup Financials Tax Tax

. Double-click the relevant box row.

Box Definition Rows Window

VAT Group Click the drop-down list and select the VAT group or box to include in the box. Formula Sign Click the drop-down list and select the arithmetic operation (+ or -) to define the relation between this VAT group or box, and the one below it. Choose Update to move to the next row. After you have finished defining all VAT groups or boxes for the formula, choose Update to save your changes. More Information Tax Declaration Boxes - Setup
Object

Sales Tax Jurisdiction Types - Setup: Canada & USA

Use this window to define jurisdiction types, as required by the tax authorities. Currently, the system contains the

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necessary three jurisdiction types: State, County, and City. To open the window, from the SAP Business One Main Menu, choose Financials Tax Sales Tax Jurisdiction Types . Administration Setup

To add more jurisdiction types, enter the name of the new type in the next available row and choose Update. Choose OK to close the window.
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. SAP Business One provides predefined tax codes for the predefined jurisdiction types. Procedure 1. From the SAP Business One Main Menu, choose Tax Sales Tax Jurisdictions . Administration Setup Financials

2. Choose the jurisdiction type. 3. Specify the required information and save your data. More Information Jurisdiction Rates - Setup
Object

Jurisdiction Rates - Setup Window

Use this window to define rates for sales tax jurisdictions. To access the window choose Jurisdictions Administration Setup Financials Tax Sales Tax

. Choose the required jurisdiction and then choose OK.

Jurisdiction Rates Setup Window

Code Specify a short name for the jurisdiction code. Name Enter the name of the jurisdiction code. Rate Enter the tax percent. A/R Tax Account

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Press TAB to choose an account for sales documents. A/P Tax Account Press TAB to choose an account for purchase documents. Use Tax Account Press TAB to choose an account for purchase documents when working with Use Tax. 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. The rate of the sales tax code is determined by the jurisdiction rates (included in it) and by the relationship between these rates, for example, tax on tax. More Information Sales Tax Codes Setup Window
Object

Sales Tax Codes - Setup Window

Use this window to define sales tax codes. To open the window, from the SAP Business One Main Menu choose Financials Tax Sales Tax Codes . Administration Setup

Sales Tax Codes Setup Window

Code, Name Enter a code and name for the tax code. Rate Displays the cumulative rate of the tax code, as the sum of the rates appears in the Effective Rate column. Expenses Specifies that this tax code applies to additional expenses. Type Click to choose the required jurisdiction type. Code Press TAB and in the displayed window choose the required code.
Note

Note

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Only the codes related to the selected jurisdiction are available. End of the note. Name Name of the selected code. Tax on Tax Click and from the following options, choose a jurisdiction code to apply to the tax on tax calculation. Code from the previous line. All SAP Business One applies tax on tax calculation to all the lines to this tax code. Blank No tax on tax calculation is done. Rate Tax rate defined for the selected code. Effective Rate Displays the total tax percent, depending on the jurisdiction types and codes you choose, and whether or not tax on tax calculation was applied. A/R Tax Account, A/P Tax Account, Use Tax Account Display the accounts linked to each tax code in the table. More Information Sales Tax Codes - Setup: Canada & USA
Object

Stamp Tax Groups - Setup

Use this window to define the stamp tax groups.


Stamp Tax Groups Setup

Code, Name Define the code and name for the stamp tax group. Category Choose Input or Output from the drop-down menu to define the category to which the stamp tax group belongs. Effective From Date from which the stamp tax group is active. 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 % The rate value in percentage, if the selected calculation method is rate. Fixed Amount (LC) The fixed amount in local currency, if the selected calculation method is fixed amount. Stamp Tax Account

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Define an account for recording the stamp tax postings. External Code The code defined here is relevant for the report printout. Tax Definition Opens the Tax Definition Per Row window, for defining additional parameters pertaining to the stamp tax group.
Object

Define Tax Categories

Use this window to define tax categories for sales and purchasing documents.
Define Tax Categories Fields

Name Specify a name for the tax category. VAT Defines the tax category as VAT tax.
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. Effective Date Specifies the date from which the tax rate for this code applies. Rate Specifies the tax rate for this withholding tax code.
Object

Define Tax Types

Use this window to define the tax codes and rates that are relevant for each tax category. Code, Name Define the code and name for the tax type. Rate Define the tax rate in percents with decimals, for example, 10,5 %. A/R Tax Account, A/P Tax Account Choose G/L accounts to be used in A/R and A/P journal transaction postings. Non Deductible % Define the non-deductible percent of the tax code. This percentage is the portion of tax that the company cannot deduct.

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Non Deductible Account Choose the G/L account to be used in journal entries created by documents that involve non-deductible tax values. This field is activated only if the non-deductible percentage is higher than 0%.
Country Specific Fields, Mexico

Deferred Tax Account Choose a G/L account to be used as a default account in transactions involving deferred tax.
Object

Define Tax Types - Selection Criteria

Select the tax type for which you want to define tax codes, and choose OK. The Define Tax Category Rates window opens. Tax Category From the drop-down list, choose the tax category for which you want to define tax codes.
Object

Tax Codes - Setup Window

Use this window to define your tax codes. To open this window, choose .
Tax Codes - Setup

Administration

Definitions

Financials

Tax

Tax Codes

Code, Name Define a code and a name for the tax code. Rate Rate of the tax code according to the definitions made in the table rows. This field is not editable. Expenses Calculates tax for additional expenses. Valid for AR, AP Indicate whether the tax code is subject to A/R postings, A/P postings, or both. You must choose at least one of the boxes. Type Choose the required tax type from the drop-down list. Code, Name Choose the required tax code from the drop-down list. Tax on Tax Choose to define a tax on tax calculation. 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.

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Rate Displays the tax rate of the tax code, in percentage. Effective Rate Displays the rate of the tax code taking into account the tax on tax calculation. If you did not define tax on tax calculation, the effective rate and the rate are identical. A/R Tax Account, A/P Tax Account G/L accounts defined in the Define Tax Type window for A/P and A/R tax postings. Non Deductible % The non-deductible tax percentage defined for the tax code. Non Deductible Account The non-deductible tax account defined for the tax code. Deferred Tax Account The G/L account defined for the tax code, and used for deferred tax transactions.
Function

Sales Opportunities

You make the settings for the Sales Opportunities module under Opportunities More Information Defining Sales Stages Partners - Setup Window Competitors - Setup Relationships - Setup Window Sales Opportunity Window
Procedure

Administration

Setup

Sales

Defining Sales Stages

Before you can add new sales opportunities, you have to define the relevant sales stages. Examples of sales stages include first and second meetings, negotiations and quotations. In the Sales Opportunity window, on the Stages tab, these stages can be arranged according to the progress of the sales opportunity. Additional sales stages can be added at any time. Procedure 1. Choose Administration Setup Sales Opportunities Sales Stages - Setup .

The Sales Stages - Setup window appears. The cursor is positioned on the first active row.

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2. Enter a name for the sales stage. You can use the stage number to sort the stages according to how the sales opportunity develops. 3. Enter the expected value for that sales stage in the Closing Percentage field. SAP Business One uses this value to weight the forecast sales. 4. To deactivate a sales stage, check the box in the Cancelled column. This sales stage will no longer be available when processing sales opportunities. 5. Choose Update. The cursor moves to a new row so that another sales stage can be added. Sales stages that have not yet been defined can be added at a later stage. 6. Choose OK to close the window. More Information Sales Opportunities
Object

Partners - Setup Window

Use this window to define partners for sales opportunities. To open this window, choose
Note

Administration

Setup

Sales Opportunities

Partners

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note. Name Enter the name of the partner. Relationship Type Choose the relationship type of the partner from the list. Related BP If required, link a business partner code to each partner, or choose one from the list. Details Enter any additional details regarding the partner. More Information Competitors - Setup
Object

Competitors - Setup

Use this window to define a list of the companys competitors.

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To access this window, choose . Name

Administration

Setup

Sales Opportunities

Competitors

Enter the name of the competitor. 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. More Information Partners - Setup
Object

Relationships - Setup Window

Business partners relationships can be co-vendors, subcontractors, partners for specific services or types of merchandise, or any other type of relationship. These relationships are defined in this window, including a name and description of the relationship. When you add new sales opportunities, you can select the relationships you defined here. To access this window, choose . More Information Sales Opportunity Window
Function

Administration

Setup

Sales Opportunities

Relationships

Purchasing

You make the settings for the Purchasing - A/P module under . More Information Landed Costs - Setup

Administration

Setup

Purchasing

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Object

Landed Costs - Setup

You define the landed costs to process the costs of importing a delivery from abroad. These costs are then distributed among the items in the delivery according to a specific key. To open the window from the SAP Business One Main Menu, choose Purchasing Landed Costs . Administration Setup

Choose the distribution type for the costs in the Costs by column and choose an entry from the dropdown box. The following distribution types are available:
Note

Note

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

Code Enter the code of the landed cost. Name Enter the name of the landed cost. Allocation By

Specify the distribution type for the landed cost. The available values are described below. 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. 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. Weight The related costs are distributed according to the weight of an item in proportion to the total weight of the delivery. Volume

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The related costs are distributed according to the volume of an item in proportion to the total volume of the delivery. Equal The related costs are distributed equally among the delivery items. Landed Costs Alloc. Account Specify an account to which the landed costs can be allocated. More Information Landed Costs
Function

Business Partners

You make the settings for the Business Partners module under Partners .

Administration

Setup

Business

More Information Countries - Setup Window Address Formats - Setup Window Defining Customer and Vendor Groups Defining Business Partner Properties Defining Business Partner Priorities Dunning Levels - Setup Window Dunning Terms - Setup Window Defining Payment Terms Defining Payment Blocks Agents - Setup Window
Object

Countries - Setup Window

This window contains a list of countries, each of which links to an address format relevant for marketing documents. In it, you can also define bank account information that is valid for each country, and which the application uses to validate the bank accounts entered.

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To access this window, choose


Note

Administration

Setup

Business Partners

Countries

Note

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

Code, Name Enter the countrys code and name. Code for Report Enter the country code for the reports. Address Format Each country is assigned to an address format. This format determines the structure of the address in marketing documents. Select a different format, according to the countrys regulations, or define a new one. EU Countries which are members of the European Union are specified as EU. This definition is relevant for tax regulations when you define addresses for business partners and when you create documents. No. of Digits for Bank Code If there is a common definition for all banks in the country, enter the number of digits for the bank code. 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. No. of Digits for Branch If there is a common definition for all banks in the country, enter the number of digits for the branch. 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. No. of Digits for Account No. If there is a common definition for all banks in the country, enter the number of digits for the account number. 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. No. of Digits for Control Key If there is a common definition for all banks in the country, enter the number of digits for the control key. 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. Validation Select the country-specific validation algorithm to be applied. The following countries are supported: Belgium (includes country-specific validation of the Branch, Account No. and Control Key fields) France (includes country-specific validation of the Bank Code, Branch, Account No. and Control Key fields) Italy (includes country-specific validation of the Control Key field) Netherlands (includes country-specific validation of the Account No. field) Portugal (includes country-specific validation of the Bank Code, Branch, Account No. and Control Key fields)

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Spain (includes country-specific validation of the Bank Code, Branch, Account No. 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. More Information Default Values for Bank Account Validation
Object

Address Formats - Setup Window

The following table describes the fields that appear in the Address Formats Setup Window. To access this window, choose .
Address Formats Setup

Administration

Setup

Business Partners

Address Formats

Name Specify a name for the address format. The name can contain up to 50 characters. Central Table Each cell in this table represents an element of the address format. You can update, add, or remove address components. List of Address Elements Displays the address elements that can be used as the building blocks of address formats. Free Text When you drag this option to a cell in the table and click it, an additional field appears at the bottom right of the window. Enter the required text, punctuation or symbol in the Edit Free Text field. For example, type a comma to separate a city from a state as in Sacramento, CA. Layout Frame The layout frame is located at the bottom left of the window. You can see the changes in the layout while you edit the address format; however, you cannot make any changes from within this frame. Editing Address Options After you place the required address options into the table, you can customize their layout according to your needs. To edit an address option, select it using the mouse. An additional frame appears at the bottom right enabling you to specify the formatting of the address. Additional Options You can also restrict the number of characters displayed for a row. Choose a row number to access the Line Length field. Enter the required row length. This determines the maximum number of characters to be displayed in this row. If the number of characters deviates from the defined length, the extra text overflows to the next row. The window opens in Add mode. If you want to edit existing formats, switch to Find mode and browse for the required format using the usual search methods. More Information

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Defining Address Formats


Procedure

Defining Address Formats

Procedure 1. Choose Administration Setup Business Partners Address Formats .

The Address Formats - Setup window appears. 2. Enter a name for the address format. 3. Drag the required address options found on the right of the table using the mouse. 4. To add a new row to the table when you have finished editing a current one, choose Row . You can see the number of defined rows in the first column of the table. Data Add

5. Place your cursor in a table cell and adapt the text type to your needs, for example, upper or lower case. 6. If required, choose Free Text to add additional free text. 7. Observe the final layout of the format displayed at the bottom left. 8. Choose Add to save the new format. If you make changes in an existing format, choose Update to save your changes. You can move information from one cell to another by dragging cells with the mouse. You can also delete rows from the table. Select a row number and choose
Procedure

Data

Delete Row

Defining Account Segmentation

The account system in SAP Business One lets you build accounts based on segments. This option is used mainly in the USA. You define account segmentation when you create a new company. Once accounts have been created, you will not be able to change back. Procedure 1. Go to Administration System Initialization Company Details .

2. Choose Basic Initialization tab Use Segmentation Accounts. 3. Choose Update to save the settings and OK to close the window. 4. Choose Administration System Initialization General Settings .

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5. Choose the Display tab and type in a separator character in Account Segment Separator. For example, a minus (). Do not enter asterisk (*) or numbers. 6. Choose Update to save and OK to close the General Settings window. 7. Choose Administration Setup Define Account Segmentation .

By default, there are four segments in the system. You can add up to 10 segments and change Name, Size, and Type for each segment. 8. Double-click a line to classify the segment. A similar window appears, letting you categorize each segment according to your company classification. 9. For each classification, you define Code, Name, and a Short Name. Note that the Code field is limited by the value you specified in Size for this segment. For example, classify the Department segment according to the number of departments in your company; each department will receive a two-digit code.
Procedure

Defining Customer and Vendor Groups

Procedure It may be useful to classify your business partners according to groups, for example, according to the sector or size of your customer. Vendors can be grouped according to their business areas or the business transactions achieved with the vendor. You can only assign a business partner to one group. You can use the groups to format reports and evaluations. You also use the groups to sort data and make selections, such as evaluating your sales figures for each sector. You assign a group when you process the master data of a business partner. If one field in the master record is not sufficient to map the properties you require, you can also use the properties of the business partners (see Defining Business Partner Properties) and the user fields, which can be defined individually. 1. From the SAP Business One Main Menu, choose Customer Groups (or Vendor Groups). The system places the cursor on the first empty row in the window. 2. Enter a descriptive name for the group and choose Update. To change the name of a group, overwrite the relevant entry and choose Update. 3. When you have made all your entries, choose OK. When you process a master record, you select the group from a dropdown list. Therefore, it is useful to put the groups you use most frequently at the beginning of the list to select them more quickly. Unless you specify a particular Administration Setup Business Partners

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group, the master record is assigned automatically to the first entry in the list. To remove a business partner group, select the relevant row and from the menu bar choose Remove Update. Data

More Information Business Partner Master Data


Procedure

Defining Business Partner Properties

You can classify your business partners by up to 64 properties, which you define according to your business requirements. You assign the relevant properties when you process a master record for a business partner.
Note

Note

The properties are not mandatory; a business partner can have none, one or up to 64 properties. End of the note. You can use the properties to: Format reports and evaluations Sort data Select master records during processing Procedure 1. From the SAP Business One Main Menu, choose Business Partner Properties. The window lists the default entries (Default Property 1-64) and entries that you have previously defined. 2. Select the first available default entry, or select an existing entry that you want to modify. 3. Enter a new property description, and choose Update. 4. When you have made all your entries, choose OK. Example You could define the properties fields as follows: Property 1-20 Area East, West, Midwest and so on. Property 20-30 Size 1 to 10 employees, 10 to 50 employees, 50 to 100 employees, and so on. Property 30-40 Industry Sanitation, Electrical appliances, Food, and so on. Administration Setup Business Partners

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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, remember that this table applies to customers, leads and vendors. If necessary, you can define one area of the table for customers and a separate area for vendors. If a business partners properties are not sufficient to map the properties you need, you can also apply user-defined fields, which you can customize as required. End of the note.
Object

Business Partner Priorities - Setup Window

Use this window to define business partner priorities. To access this window, choose Priorities
Note

Administration

Setup

Business Partners

Business Partner

Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Business Partner Priorities - Setup Window

Priority Code Enter a code for the priority, can be alphanumeric. Priority Description Enter the description of the priority.
Object

Dunning Levels - Setup Window

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Use this window to define a letter format for each dunning level in your company. There are three default letter formats, which you can modify to your company standards using the Print Layout Designer. The function Dunning Levels Setup is hidden from the company setup. If you still want to use this function you can reactivate it through
Form Settings

(Form Settings) in the Main Menu. To access this window after you have Administration Setup Business Partners Dunning Levels

activated the function, choose .


Setup Window Fields

Letter Format Choose the required option. Choose All to use a letter format that combines all the dunning levels. Effective After Enter the number of days after which the dunning level becomes effective. This field is disabled when the chosen dunning level is All. Fee Per Letter Enter the fee charged for a specific dunning letter. When the fee is related to the dunning level All, it is relevant only for the combined dunning letter. Minimum Balance Enter a minimum balance amount for the chosen dunning letter. If the debt of the customer is lower than the minimum balance defined, the dunning letter is not issued, even if the dunning level is already effective. Interest Select to have interest calculated for the dunning level. More Information Dunning Wizard
Object

Dunning Terms - Setup Window

Dunning terms are relevant for the automatic creation of dunning letters. To access this window, choose .
Note

Administration

Setup

Business Partners

Dunning Terms

Note

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

Letter Format

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Choose an appropriate letter format for the dunning level. For the highest dunning level, choose Dunning All. Code, Name Define a code and a name for the dunning term. Dunning Level Specify the required dunning level. Apply Letter Template by Highest Level If you select this option, the template for the highest dunning level of all documents included in the letter is used. This field is available only if you choose the dunning letter method One Letter per Dunning Level or One Letter per BP. Effective After (Days) Displays the number of days after which the dunning level becomes effective. The value that appears in this field is taken from the Dunning Levels - Setup window. You can change the number of days if required. Fee Per Letter Displays the fee determined for this dunning letter in the Dunning Levels - Setup window. You can change this amount if required. Minimum Balance Displays the minimum balance for the dunning letter, as defined in the Dunning Levels - Setup window. You can change this amount if required. Interest Displays whether to calculate interest or not. This is determined according to the Interest field in the Dunning Levels - Setup window. 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. One Letter per Dunning Level select this option to group all the debts related to the same dunning level into one dunning letter. This option is selected by default. One Letter per BP select this option to create one letter for each business partner, even if the debts of the customer comprise more than one dunning level. Letter per BP Term If you choose the dunning term All in step 2 of the dunning wizard, 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. 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. 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. Enter a different value, if required. Yearly Interest Rate to be used for calculating the interest per year. Number of Days in Month the default value is 30. Enter a different value, if required. This field appears only if you selected at least one Interest option in this window. Calculate Interest Value on Remaining Amount, Calculate Interest Value on Original Sum

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Choose whether to calculate the interest on the remaining sum (default option) or on the original sum of the debt. These fields appear only if you selected at least one Interest option in this window. Use Original Exchange Rate from Invoice, Use Current Exchange Rate Choose whether to use the original exchange rate defined in the invoice, or to use the exchange rate defined for the day on which the dunning letters are created. This option is relevant when calculating interest in foreign currency.
Background

Interest Calculations in Dunning System

In the Define Dunning Terms window you can determine how interest is calculated. The following examples demonstrate how the calculation is done in each method. Prerequisites 1. There are 30 days in each month. 2. There are 360 days in a year. Example Calculate Interest Value on Remaining Sum: Due Date Document Type 01.01.03 Invoice 01.02.03 Payment Remaining Sum is 10000-3000 = Interest rate is 7% and the dunning wizard is processed on 01.03.03 7000X7%X60*/360 = 81.6667 * number of days counted since the due date of the invoice and the date in which the dunning wizard is processed. Calculate Interest Value on Original Sum: Due Date Document Type 10000 3000 Total 01.01.03 Invoice 01.02.03 Payment Interest rate is 7 % and the Dunning wizard is processed on the 1.3.03 (10000X7%X30/360) + (7000X7%X30/360) = 99.16666 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.
Function

Total 10000 3000 7000

Defining Payment Terms

Use this function to define the payment terms that apply to transactions with customers and vendors. Enter the payment terms defined here in the master records of customers and vendors. The payment term specified here is

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proposed automatically when you create a master record. You can then change this data for each customer or vendor. The payment terms represent the typical agreements you have with your business partners. Therefore, you do not have to define this information from scratch for each customer and vendor. When a purchasing or sales document is entered for a customer or vendor, SAP Business One automatically copies the information regarding payment period, price list, and total discount into the document. This information is used to calculate the prices for the items, the due date of an invoice, or the total discount allowed etc. You can also change the payment term data manually in the transaction itself if a special agreement was made for that transaction. In addition, the information on the credit limit is copied from the payment term to the customer master record and then to the sales document, and can be used for a credit check. 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. The payment term specified here are proposed automatically when you create a master record. You can change this data for each customer or vendor. To open the window, choose . To remove a record, select the record and choose
Note

Administration

Setup

Business Partners

Payment Terms

Data

Remove

Note

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

Payment Terms Code Enter a code for these payment terms. This code will appear in the drop-down list of defined payment terms. Therefore, use a code that will allow you to identify the payment terms easily. 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

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

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transaction are taken from the price list.


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. You can define the prices of items in the price lists later. Max. Credit, Commitment Limit Use these payment terms to define the maximum credit limit for a customer. The term can apply to pending sales and invoices only (Maximum Credit) or to the balance of the customer account (Commitment Limit). The values you specify here are proposed automatically when you create a customer master record. You may overwrite these value as required.
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, you assign late payment fees to each of the company payment terms. The system uses these fees to calculate interest rates in the Customer Receivables by Due Dates report. You can assign a dunning interest rate either per payment term or to multiple payment terms. Procedure 1. From the SAP Business One Main Menu, choose Administration Setup Define Payment Terms

, and find the payment term code to which you want to add a dunning interest rate. 2. Choose Dunning Interest Rate Name. The Late Payment Fees window appears. 3. Enter Code and Name. 4. In Days after Due Date, enter the number of days after which interest applies.

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For example, if you enter 10, the system starts calculating the interest rate 10 days after the invoice's due date. 5. If applicable, specify the Interest % and a Fixed Sum. 6. To define the number of days regarding the calculation of interest only, specify the Number of days in month. 7. 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. If you want to issue dunning letters for partially paid invoices, check Calculate Interest on Partially Paid Invoices. The interest rate calculated is based on the invoice open amount. 9. To save this late payment fee and close the window, choose Add.
Object

Cash Discount - Setup

Use the Cash Discount window to customize how discounts are applied. To open this window, choose Administration Setup Business Partners Payment Terms

and select Define New in the Cash Discount Name field. Code, Name Define a code and a name for the cash discount. By Date Sets fixed dates for discounts. In the Day and Month columns in the table below, you specify the exact date until which the discount is effective.
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. Freight Applies a cash discount to freight. For every cash discount defined in your company, decide whether the discount amount calculated on the invoice total includes freight.

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Days After Posting Date, Discount % You can define a hierarchy based on days. Specify the number of days after the document's posting date for which the discount is given.
Example

Example

An invoice was issued on August 1. According to the customers payment terms, the payment must be made by August 31. If you define a cash discount of 10% for payment after 5 days and a 5% discount for payment after 10 days, 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. End of the example.
Country Specific Fields: USA

Sales Tax Applies a cash discount to sales tax amounts.


Country Specific Fields: Portugal

Apply VAT Correction Posts the VAT discount amount to a VAT correction account.
Object

Installments Window

Use the window to define the number of installments, the percentage to be paid in each installment, the credit method, and how tax is applied to the invoice. To open this window, choose , then click . Administration Setup Business Partners Payment Terms

Installments Window Fields

No. of Installments Specify the number of installments. Credit Method Specify the method to be used when a credit memo is created based on an invoice with installments. When the amount of the credit memo equals the invoice amount, all the installments are credit installments. When the credit memo amount is less than the invoice amount, then the installments are credit installments according to the value selected here. First Installment The credit is first applied to the first installment, then to the second one, and so on, until the entire credit amount is applied.

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Last Installment The credit is first applied to the last installment, then to the second last, and so on. Equally The credit is applied to each installment, according to the proportions defined in the % field. Apply Tax in First Installment Adds the tax amount to the first installment only. Update Tax Proportionally Adds the tax amount proportionally to each installment, according to the % field. Month, Days Specify how the installment due date is determined. The due date is calculated from the total amount of the Month and Days fields for each row, starting from the invoice due date. If you want the first installment due date to be the same as the invoice due date, enter 0 in the Month and Days fields. % The installments as percentages of the total payment amount. The total must be 100%.
Procedure

Calculating the Installments

Installments are payments divided into several parts, to be paid at successive fixed times. Customers who pay in installments are charged as defined in the Payment Terms, until the installments balance reaches zero. Procedure To calculate the value date of the invoice: 1. Specify a value in the Due Date Based on field. This date is used as the starting point for calculating the first installment's due date. 2. Specify a value in the Start From field. 3. Enter values in the + Months and + Days fields. These values define the number of months or days to add to the Start From date.
Example

Example

You choose the posting date as your base date and the month start as your start from date. If the posting date is October 10, the month start is November 1. If you enter 30 in the + Days field, the due date is November 30. End of the example. 4. Subtract the value given in the Tolerance Days field. The calculated value is the due date of the invoice.

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More Information Payment Terms Window


Procedure

Defining Payment Blocks

If you use the Payment Wizard to automatically issue and create incoming and outgoing payments, there might be cases where you would want to exclude a specific business partner from the payment run. For this purpose you assign a payment block that indicates the reason for the exclusion. Use the procedure to define the payment blocks. Procedure 1. From the SAP Business One Main Menu, choose Payment System 2. Select Payment Blocks. 3. In the field on the right, choose Define New. The Payment Blocks Setup window appears. 4. In the Payment Block field, enter a description of the payment block reason. 5. Choose Update.
Note

Business Partner

Business Partner Master Data

Note

The list is updated after each row entry. End of the note. 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. To access this window, choose Administration
Agents - Setup Window Fields

Setup

Business Partners

Agents

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Agent Specify a code for the agent. The code can be alphanumeric, up to 32 characters. Agent Name Specify the agent's name, can be alphanumeric, up to 50 characters. Description Specify any other information that is relevant for this agent. The description can be up to 50 characters.
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

Banks - Setup

In the Banks Setup window, you define the banks with which your company works. To open this window, choose
Banks - Setup

Administration

Setup

Banking

Banks

Country Code Specify a country code to indicate the country in which the bank account is located. Bank Code, Bank Name Specify the code and the name of the bank. SWIFT No. Specify the SWIFT number to be used when the OPEX file is created. Post Office Indicates that the bank is a post office. Account No. Press TAB to open the House Bank Account List window, from which you select the relevant account number or

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define a new one. Branch Bank branch of the selected account. The branch is defined in House Bank Accounts . Next Check No. Number of the next check, as defined in Accounts . 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 .

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. Row Date The posting date of each transaction is the date assigned to the respective row in the bank statement. Due Date The posting date of all the transactions created for the bank statement is the due date assigned to that bank statement. Current Date The posting date of the bank statement transactions is the current date. 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. Row Date The due date of each transaction is the date assigned to the respective row in the bank statement. Due Date The due date of all the transactions created for the bank statement is the due date assigned to that bank statement. Current Date The due date of the bank statement transactions is the current date. Bank Operation Code List Specify the relevant list. The lists are defined in Administration Setup Banking Bank

Statement Processing External Bank Operation Code vary from country to country. More Information House Bank Accounts - Setup

Code lists are provided by the national bank and

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Function

Bank Account Validation

Bank account numbers are structured according to national and international standards. In many countries, algorithms are available to check that the bank account number is correct. If this number is not checked in the system and happens to be wrong, any payment orders to this account are rejected and bank fees are charged to the company. SAP Business One performs two types of bank account validation: 1. 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, France, Italy, Netherlands, Portugal, and Spain 2. Validation of International Bank Account Numbers (IBAN) (available for IBAN countries) The system checks whether the IBAN is correct. These checks are carried out when you enter new bank account information, for example, in the Banks Setup or House Bank Accounts Setup windows, or in the business partner master data. In addition, 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). In this case, the system verifies that the bank accounts are correct before creating the payment file. If the bank account number you entered does not comply with the default, the application displays a warning message and you can modify the information entered. You define the parameters for bank account validation in the Countries Setup window under Setup Business Partners Countries . 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

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SAP Business One uses the following default values to validate bank account data: No. of Digits No. of Digits for Bank Code for Branch No. of Digits for Account No. No. 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

11

6 5 4 5 3

8 12 7

11

10

More Information

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Bank Account Validation


Object

House Bank Accounts - Setup

To open the House Bank Accounts Setup window, choose House Bank Accounts
House Bank Accounts - Setup

Administration

Setup

Banking

Bank Code Press TAB and select the required bank code from the List of Banks window. Country When you choose a bank code, the country code linked to it is displayed automatically. Branch, Account No. Specify the relevant branch and account numbers. Next Check No. Specify the number of the next check for this account. The checks drawn on this account are numbered sequentially, starting with this number. G/L Account Specify the G/L account that reflects this bank account in your books. G/L Interim Account You can specify a G/L account to be used as an interim account when a payment run takes place. If you define an interim account and set this parameter in the relevant payment methods ( Administration Setup

Banking Payment Methods ), the transactions created by the payment run are posted to the interim account and not to the defined G/L account. IBAN International Bank Account Number Specify the code to be used for banking transactions across country borders. This field is relevant for Europe only. Street, Block, City, County, State, Zip Code Specify the address of the bank branch at which the account is located. Control Key This field is used, together with the IBAN, to export bank transfer files. All information in the files is transferred to the OPEX table. The OPEX table is based on the payment wizard. It is created automatically, along with other tables, in every new SAP Business One company. User No. 1, 2, 3, 4 Use these fields for special purposes. Paper Type Select one of the following options: Blank Paper

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Checks are printed on blank paper. Overflow Prenumbered Check Stock If the check information overflows the preprinted check paper in the printer, it is printed on the next check. Overflow Blank Paper If the check print overflows from the check entered to the printer, it is printed on blank paper. Default Checks are printed as defined in Administration (tab Per Document, document Check for Payment). System Initialization Print Preferences

Maximum Lines Enter the maximum number of lines to be printed on each check issued for the account. If you leave this field blank, SAP Business One considers the value defined in Preferences Administration System Initialization Print

(tab Per Document, document Check for Payment) as the maximum lines per check. Template Name

Specify the print layout template to be used when printing checks. If you leave this field blank, SAP Business One uses the default template defined for the document.
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. The number must have 9 digits. The structure of this number is XXXXXXXX-X.
Caution

Caution

If the ISR Biller ID is shorter than 9 digits, insert 0 (zero) instead of the missing digits. Since the structure of the number is significant, you must insert the zeros after the second digit from the left. For example, the original number is 123456. Since there are only 6 digits, you add 3 zeros to complete to 9 digits. The result is: 120003456. End of the caution. Customer ID Number Specify the ID number of the company. Use this field if the selected ISR type is BISR.
Bank Statement Processing

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The following columns appear only if the option Install Bank Statement Processing is selected in Administration System Initialization Company Details Basic Initialization tab .

Journal Entry Series Specify the numbering series to be used for journal entries that are posted through bank statement processing. If this field remains empty, the default numbering series defined for journal entries in Initialization
Note

Administration

System

Document Numbering

is used.

Note

This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note. 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, the default numbering series defined for incoming payments in Administration
Note

System Initialization

Company Details

Basic Initialization tab

System Initialization

Document Numbering

is used.

Note

This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note. Outgoing Payment Series Specify the numbering series to be used for outgoing payments documents that are created through bank statement processing. If this field remains empty, the default numbering series defined for outgoing payments in Administration
Note

System Initialization

Company Details

Basic Initialization tab

System Initialization

Document Numbering

is used.

Note

This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note. 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 . Specify numbering series to be used for journal entries, incoming and outgoing payments that are created through bank statement processing. Imported Bank Statement Indicates that the bank statement is imported automatically. If this option is deselected, the bank statement is entered System Initialization Company Details Basic Initialization tab .

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manually. Import File Name If Imported Bank Statement is selected, you must specify the XML file format that is used to download the bank statement data of this bank account.
Function

Credit Cards - Setup

In this window, enter the details of the credit cards that you accept as a means of payment from your customers, and by which you pay your vendors. To open the window, choose More Information Credit Cards Setup Window
Object

Administration

Setup

Banking

Credit Cards

Credit Cards - Setup Window

To open the Credit Cards Setup window, choose Cards .

Administration

Setup

Banking

Credit

Credit Cards Setup Window

Credit Card Name Name of the credit card. G/L Account G/L account that is debited or credited when an incoming or outgoing payment for this credit card is created. Company ID Company ID of the credit card company to be used in communications. Telephone Telephone number of the credit card company to be used when an inquiry or approval is required. More Information Credit Cards - Setup
Function

Credit Card Payment - Setup

To set up credit card payments, you enter the appointed times when a credit card company credits your account for credit card vouchers generated by the creation of incoming payments.

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The appointed time of the credit varies from one credit card company to another, and depends on the time at which the credit card vouchers are deposited. More Information Credit Card Payment Setup Window
Object

Credit Card Payment - Setup Window

To open the Credit Card Payment - Setup window, choose Credit Card Payment .

Administration

Setup

Banking

Credit Card Payment Setup Window

Code, Name Specify the code and the name of the credit card payment. Payment After Determines that the credit card company credits you after a fixed period passes from the date on which the voucher is created. To define this period, enter the required values in the Days and Months fields. Voucher Date of Receipt Determines that the credit card company credits you on a fixed date, based on the creation date of the voucher. Define the dates in the table as follows: Voucher Date of Receipt, From... To... Enter a range or ranges of dates through the month. The total number of days in these date ranges must be 31. Payment, On Day... Months+... For each range defined under Voucher Date of Receipt, enter on which day in the month and after how many months the credit card company credits you. More Information Credit Card Payment - Setup
Function

Credit Card Payment Methods - Setup

You define the payment methods to be used when an incoming payment for a credit card is created. If you intend to accept credit cards as a payment means, the credit card payment methods are mandatory. More Information

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Credit Card Payment Methods - Setup Window


Object

Credit Card Payment Methods - Setup Window

To open the Credit Cards Payment Methods - Setup window, choose Banking Credit Card Payment Methods .

Administration

Setup

Credit Card Payment Methods Setup Window

Name Specify a name for the credit card payment method. Card Specify whether to assign the method to a specific credit card or all credit cards. 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. Min. Credit Voucher Specify the minimum amount that may be paid by credit card for this credit card payment method. Min. Payment Specify the minimum amount of a payment made using this credit card payment method. This information is checked whenever a credit card transaction consisting of more than one payment is generated. If the amount of each payment is lower than defined, the credit card vouchers are not created. Without Approval Specify the maximum credit card transaction amount that may be processed without getting approval from the credit card company. Payments Select the required option: No Prevents the creation of multiple payment transactions when this credit card payment method is used. Yes Allows the creation of multiple payment transactions. Cr Allows the creation of multiple payment transactions for this credit type. The credit card company credits you for the total amount of the transaction, according to the credit card payment defined, while the customer makes multiple payments plus interest to the credit cards. Rd Creates payment transactions in which the remittance is immediate, regardless of the value date of the credit vouchers. In return, you pay a predefined commission to the credit vendor.

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More Information Credit Card Payment Methods - Setup


Object

Credit Vendors - Setup

Use this window to define the credit vendors with whom your company works. To open this window, choose
Credit Vendors - Setup

Administration

Setup

Credit Vendors

Vendor Code, Name Specify a code and a name for the credit vendor.
Function

Bank Charges Allocation Codes - Setup

In this window, you define codes for the allocation of bank charges to originator and receiver. 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. To open this window, choose Codes
Object

Administration

Setup

Banking

Bank Charges Allocation

Payment Methods - Setup

To open the Payment Methods Setup window, choose Payment Methods


Note

Administration

Setup

Banking

Note

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

Payment Method Code, Description Enter a code and a description for the payment method. Key Code

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Enter a key code to be used while the electronic file is produced. Payment Types Specify whether the payment method refers to outgoing payments (for vendors) or incoming payments (for customers). Payment Means The payment means depends on the selected payment type: Outgoing Select Check or Bank Transfer. Incoming Only Bank Transfer is available. House Bank Choose to open the Choose Bank window in which you select the required house bank. Once you have made your choice, the bank details are displayed in the respective fields in the house bank section. Alternatively, click
Example

in each field and select the required value.

Example . The Choose Bank window displays only

You click in the Country field, select a country, and then choose the banks defined for the selected country. End of the example. Transaction Type Specify a transaction type to be used when the electronic file is produced. File Format

This field appears only when the Bank Transfer or Bill of Exchange payment means is selected. 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. Group Invoices by Pay To Bank Groups the invoices for vendors with multiple pay to addresses by pay to address. This option is available only when the selected payment type is Outgoing. 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. This option is available only when the selected payment means is Bank Transfer. Check Address Verifies whether the pay to address of the business partner is fully defined. To view this address, see the Pay to fields Name, Street/P.O. Box, City, Zip Code, and Country on the Master Data Addresses tab. Business Partners Business Partner

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Check Bank Details Verifies whether the business partner's bank details exist in full. To view the bank details, see the Bank and Account fields on the Business Partners Business Partner Master Data Check Collection Authorization Payment Terms tab.

Verifies whether the Collection Authorization checkbox is selected on the Partner Master Data Payment System tab.

Business Partners

Business

This checkbox appears only in customer records, and is therefore relevant for incoming payments only. 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). 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).

System Initialization Company Details Currency Selection

You can restrict a payment method to certain currencies in which you make or receive payments. Choose (Browse) to open the Currency Selection window, in which you select the currencies to be used by the current payment method. 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. Post Office Bank Verifies whether the house bank account selected in the payment method is defined as Post Office in Administration Setup Banking Banks - Setup Debit Memo .
Browse

Creates a corresponding indication in the OPEX file created by the payment wizard, which uses this payment method. The Debit Memo indication is required for the Payment Engine add-on. Due Date in Checks This section appears only if the selected payment means is Check. Select one of the following options: Date of Payment Run If this option is selected, the due date of the payment is similar to the posting date set in Step 2 General Parameters of the payment wizard. Due Date of Invoice If this option is selected, 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, a weighted average is calculated in order to determine the overall due date of the payment. Payment Terms

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If this option is selected, 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. The payment's due date is calculated in the same way as the due date is calculated in a standard invoice. Single Check Restrictions This section appears only if the selected payment means is Check: If these fields are blank, the check amount is unrestricted. MinimumAmount If you define a minimum amount per check, the payment wizard does not create checks for amounts smaller than the amount defined here. MaximumAmount If you define a maximum amount per check, the payment wizard does not create checks for amount greater than the amount defined here.
Country Specific Fields: Belgium, Chile, France, Italy, Spain & Portugal

Payment Means You can select the payment means Bill of Exchange for both payment types, incoming and outgoing. 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. This is relevant for incoming payments only. Send for Acceptance Sets all bills of exchange created automatically by the payment wizard to Sent status. This is relevant for incoming payments only. Group by Due Date Sorts the bills of exchange by their due date. Deposit Norm You can enter the deposit norm number here. This number does not affect the selection criteria and is displayed in the OPEX file only.
Object

Currency Selection Window

To open the Currency Selection window, choose Methods. . Then choose the
Browse

Administration

Setup

Banking

Payment

(Browse) button next to the Currency Selection checkbox.

Currency Restriction Window

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Code, Name Code and name of the currencies defined in SAP Business One. Choose Select the checkbox for each currency you want to include in the payment method. This setting is valid only if the Currency Selection checkbox is selected in the Payment Method Setup window. More Information Payment Methods - Setup
Function

Payment Run Defaults

Use this window to define general data for the payment wizard. This data is used by default in every payment run. You can change this data at any time. More Information Payment Run Defaults Setup
Object

Payment Run Defaults - Setup

To open the Payment Run Defaults - Setup window, choose Payment Run Defaults . Tolerance Days (A/P)

Administration

Setup

Banking

The number of days you enter here determines which open invoices are displayed in the payment wizard. Min. Cash Discount % (A/P) The minimum cash discount percentage you enter here determines which open invoices are displayed in the payment wizard. Min. Payment Sets a minimum amount for a single incoming or outgoing payment. The amount of the payment may not be less than the amount defined here. Payment Methods Select this option and click (Browse) to open the Payment Run - Payment Methods window in which you select the payment methods to be used by the payment wizard. More Information Payment Run Defaults
Object Browse

Payment Run - Payment Methods

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Use this window to specify the payment methods you want the payment wizard to use by default. To open the window, choose Banking
Browse

Payment System (Browse).

Payment Run Defaults

, select the

Payment Methods checkbox, 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. A list of these codes may be provided by each bank, but usually the national bank publishes one list of codes that is used by all other banks. In the External Bank Operation Codes window, you can define more than one list of codes. To access this window, choose .
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 .

End of the note. Specify the list(s) of external codes as provided by the national bank, or by each bank with which your company works.
External Bank Operation Codes Window

Operation Code Category Specify a name for the list of external codes. External Code Enter the external bank code as it appears in the banks list. Operation Description Describe the transaction type that is identified by this code. Internal Code Specify the relevant internal code as defined in Administration Setup Banking Bank

Statement Processing Internal Bank Operation Codes . This allows SAP Business One to identify the different types of transactions that appear in the bank statement, and create the respective transactions. You can relate the same internal code to more than one external code. Filter Records with Internal Bank Operation Codes Only

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Only the external codes with linked internal codes are displayed.
Function

Inventory

You make the settings for the Inventory module under More Information Item Groups - Setup Warehouses - Setup Length and Width UoM - Setup Weight UoM - Setup Customs Groups - Setup Manufacturers - Setup Shipping Types - Setup Locations - Setup Inventory Cycles - Setup Package Types - Setup
Function

Administration

Setup

Inventory

Warehouses - Setup

In this window, define all the general information regarding the warehouses used by your company. There are two tabs: General Accounting To open the window choose Administration Setup Inventory Warehouses

To duplicate the warehouse, right click on the window and choose Duplicate.
Object

Warehouses: General Tab

In this window, define all the general information regarding the warehouses used by your company.

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To open this window, choose


Warehouses, General Tab

Administration

Setup

Inventory

Warehouses

Location Specify the required location. Drop Ship Select this option to define the warehouse as a drop ship warehouse. Use when the company does not manage inventory, but receives commission for every order.
Note

Note

Drop ship warehouses cannot be used for serial or batch items. End of the note. Nettable Select this check box if you want the warehouse to be involved in the MRP process. Address Fields Enter the address of the warehouse. Federal Tax ID Enter the relevant tax ID for this ship-to address. This number is saved in the documents and will be used for calculating the EU Sales Report. This field does not appear on the first invoice address. Use the tax number field in the top section of the template. If you have to maintain a deviating number, you have to enter a second invoice address. The field for the tax number is then activated. If you create a deviating delivery address, the tax number can be stored in the delivery address. When an outgoing invoice is created for the delivery address, the tax number is taken from the delivery address.
Country Specific Fields, USA

Tax Code Specify the default tax code for purchasing documents created for items related to this warehouse. Allow Use Tax Select this check box to determine whether the shipping address of the warehouse may apply use tax. More Information Warehouses Warehouses, Accounting Tab
Object

Warehouses: Accounting Tab

Use this tab to define all the accounts relevant for inventory management per warehouse. If you determined G/L

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account settings by warehouse ( Inventory window. Items

Administration

System Initialization

General Settings

sub-tab), once you create a new item it will be related to the accounts defined in this

To open the window choose


Warehouses, Accounting Tab

Administration

Setup

Inventory

Warehouses

Expense Account Specify an account in which the expenses incurred by purchasing are posted. Revenues Account Specify an account in which the income incurred by sales are posted. Inventory Account Reflects the stock final value and recorded in every stock transaction which involves items of this warehouse. 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. 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. In specific scenarios, if there are differences between the standard price and the actual price in the purchasing document, these differences will be recorded in the variance account. Price Differences Account Used in purchasing transactions only. Price differences between the base document and the target document will be recorded in this account in specific situations. Inventory Offset Decrease, 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. Sales Returns Specify the G/L account to be used when a goods return transaction is created. Sales Revenue EU Define an account to be used whenever items of this warehouse are sold in the European Union. EU Expenses Acct Define an account to be used for expenses related to documents created for the European Union. Sales Revenue Foreign Define an account to be used whenever items of this warehouse are sold out of the European Union. Foreign Expenses Acct Define an account to be used for expenses related to documents created for countries outside of the European Union. Purchase Acct Define an account to be used whenever a purchasing transaction is created for items in this warehouse. Purchase Returning Acct Define an account to be used whenever purchased items from this warehouse are returned to vendors.

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Exchange Rate Differences Acct Used in purchasing transactions only. In certain scenarios, 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, a difference in local currency occurs and is posted to this account. Goods Clearing Acct An offsetting account to the allocation costs used when closing goods receipt POs or goods returns. In this case, no inventory entry is registered; however, a journal entry is created and includes this G/L account. G/L Decrease Acct Offsetting account to the stock account used in goods issues and negative difference in stock postings (updates after inventory). You can change this account manually while creating its corresponding document. G/L Increase Acct Offsetting account to the stock account used in goods receipts and positive differences in stock postings (updates after inventory). You can change this account manually while creating its corresponding document. WIP Material Account This account maintains the value of the items that are in the process of production, that is, when the final product is not ready yet, but the production has already begun. WIP Material Variance Account This account holds the variance amounts of the items involved in the production process, that is, the variance between the cost of the products and the cost of the components in a production order. Expenses Clearing Account If freight charges are defined as influencing on inventory values, this account used as a clearing account for the expense amounts included in the postings created by the Goods Receipt PO. Expense Offset Account If freight charges are defined as influencing inventory values, this account is used as an offsetting account for the freight value included in the purchasing postings. More Information Warehouses - Setup Warehouses, General Tab
Object

Package Types - Setup

Use this window to enter different package types. In the SAP Business One main menu, choose Types . Administration Setup Inventory Package

Package Types

Type Enter the type of the package.


Object

Customs Groups - Setup

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You define customs groups to determine the customs duty for an item purchased abroad. The customs duty is calculated when you enter the import data in the Purchasing application. To display this window, choose
Note

Administration

Setup

Inventory

Customs Groups

Note

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

Name Enter the name for the customs group. Number Enter the number for the customs group. Customs Enter the customs deduction (percentage). Purchase Enter the purchase deduction(percentage). Other Enter an additional deduction (percentage) if necessary. Total Displays the total customs percentage. Customs Allocation Account Specify an account to which the customs duty can be allocated.
Function

Service

You make the settings for the Service module under More Information Contract Templates Queues
Function

Administration

Setup

Service

Contract Templates

In SAP Business One, you define a basic structure for a service contract that includes the contract type, coverage

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time, resolution time, and so on. This structure is called a contract template. The contract template enables you to work with several basic contracts at one time and simplifies the creation of service contracts for each customer. When you create a new contract, you must base it on a contract template; coverage details are automatically copied from the contract template. For example, if you add an attachment to a contract template, the attachment is then copied to all service contracts based on the template. You can modify a contract template at any time, but you cannot delete it. To prevent a contract template from being used in the future; you change its status to Expired. To access the window, 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

Adding Contract Templates

Procedure 1. Choose Administration Setup Service Contract Template .

The Contract Template window appears. 2. Enter a new contract code and define its duration. 3. Select the contract type. 4. On the Coverage tab, define the days and time for the service and select whether the cost is included. 5. On the Remarks tab, you can add remarks about the contract template. 6. On the Attachments tab, you can add an attachment to the contract template. 7. Choose Add. More Information Contract Templates

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Object

Contract Templates: General Area

Use this window to define different types of contract templates. To access the general area, choose .
General Area Fields

Administration

Setup

Service

Contract Templates

Name Enter the name of the contract template. For example, VIP template. Contract Type Specify the type of contract template: Serial Number To provide service for the selected serial numbers. Customer To provide service for all items the customer has. Item Group To provide service for the defined item groups. For example, only for monitors and printers. Response Time Enter the maximum amount of time necessary to respond to the service call. Resolution Time Enter the maximum amount of time necessary to solve the problem. Description Enter a description of the contract template. Expired Defines the template as expired. Once expired, a template cannot be used as the basis for contracts. You cannot renew contracts based on this template either. However, you can base such contracts on a different template. Duration Enter the number of months for which the contract is valid. Renewal Allows the contract to be renewed. Reminder Enter the number of days, weeks, or months for an alert to appear prior to the termination of the contract. You can enter a value in this field only after you select Renewal. More Information Contract Templates

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Object

Contract Templates: Coverage Tab

Use this tab to define the hours during which the customer is entitled to receive service. To access the tab, choose
Coverage Tab Fields

Administration

Setup

Contract Templates

Coverage

Week Days Select the days, Monday through Sunday, on which service will be provided to the customer. Start Time Enter the hour at which the company starts its workday. End Time Enter the hour at which the company ends its workday. 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. More Information Contract Templates
Object

Contract Templates: Remarks Tab

Use this tab to enter, update, or delete any free text or other necessary details regarding the contract template. You can later use this information as a reference for the contract you have selected. To access this tab, choose Remarks . Administration Setup Service Contract Templates

More Information

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Contract Templates
Object

Contract Templates: Attachments Tab

Use this tab to add and view attachments related to the contract template. To access the tab, choose Attachments . Administration Setup Service Contract Templates

More Information Contract Templates


Procedure

Updating Contract Templates

Procedure
Note

Note

You cannot delete a contract template. However, you can mark it as Expired. Expired templates cannot be used to create or renew contracts. End of the note. 1. Choose Administration Setup Service Contract Template .

The Contract Template - Setup window appears. 2. Switch to Find mode as described in Working With the Find Mode. 3. Display the contract template. 4. Make the necessary changes. 5. Choose Update. More Information Adding Contract Templates Contract Templates
Object

Queues - Setup

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Use this window to define a team of employees responsible for managing service calls. You can also enter the queues manager and include a list of members. From the SAP Business One Main Menu, choose .
Queues Fields

Administration

Setup

Service

Queues

Queue ID Enter an alphanumeric value to define Queue ID. Description Enter a full description of the queue. Queue Manager Specify the code of the employee assigned to be the queue manager. Queue Email Enter the email address of the queue. Inactive Select if you want to define the queue as inactive. Queue Members Choose to display the Queue Members Setup window and to add the list of employees.
Object

Queue Members - Setup

In this window, choose members for the team that you defined in the Queues - Setup window.
Function

Data Import/Export

Prior to using SAP Business One, you must update master data, such as customers and vendors, or products and transactions, in the system. In addition, you can import files from companies within SAP Business One, or from external software applications, to update certain other companies. The mode of import depends upon considerations such as the types and the volume of data to be imported. These can include master data, for example, business partners, items, chart of accounts, and transactions such as journal entries, inventory transfer, and so on. The company may choose to add new accounts or customer codes during system initialization. In this case, a combination of manual and automatic data migration may be appropriate. Note that the migration of documents is affected if master data is modified during data transfer, for example, if new customer numbers are added. More Information Importing Data

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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. Master data includes customers and vendors, or product data and transactions, such as opening balances. The data must be available as Microsoft Excel or Microsoft Access files. SAP Business One features import programs that copy the data from a transfer file to the system and save it in the database. You can import the following: Data for business partners and items, from a Microsoft Excel file. The Excel import is used only for importing very basic data. It can also be used for a combination of loading and updating master data manually. 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; see the online help in Data Transfer Workbench for SAP Business One. This tool provides an easy-to-use wizard that imports new data into the system and updates existing data. To simplify the preparation of the data for import, predefined data file templates are provided. 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 data is copied from the cells of the Microsoft Excel table and written to the corresponding fields in SAP Business One.
Note

Note

This method is not valid for importing accounts. End of the note. Use this method to add new master records for business partners or items, or to update existing master records.

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You must first configure the definitions for the import, according to the following rules: Files must not contain a title row or any blank rows. Business partner and item numbers must not contain any of the following invalid characters:
! < > * ? % { } =

Microsoft Excel files must be closed before the import. Microsoft Excel files must be saved as .txt files (text files with Text Only). Iimport data must be saved in columns A to BT in the Microsoft Excel table. Some columns can have empty fields. 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. Prerequisites You have backed up the database. If SAP Business One is running on a network, you have ensured that other users will be logged off the system during the import. Procedure 1. Log on to the company into which the data is to be imported (target). 2. Choose Administration Data Import/Export Import Data Import from Excel .

3. From Data Type to Import, choose the required entry, either Business Partners or Items. For example, to import a price list, choose Items. 4. Each row in the price list represents a column in the Microsoft Excel spreadsheet being imported. Choose the corresponding field for each row from the list, in accordance with the column definition from the Microsoft Excel spreadsheet. 5. To update existing data records in the system during the import procedure, select Update Existing Records. The system overwrites the data in the corresponding fields of the existing master records. The numbers of the master records for business partners or items cannot be overwritten. The type of a business partner cannot be changed once business transactions have been entered for that partner. 6. When importing item data, you can also update the information for the expense and revenue accounts. Select Update Accts in Existing Items to overwrite the respective Item Master Data record. 7. Choose OK. 8. When the file manager opens, select the file to be imported and choose Open. The status bar displays the progress of the import.

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To interrupt the import process, if necessary, choose the Stop button that appears in the status bar. Result Once the import process is complete, 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. To make sure that all the rows have been imported from the Microsoft Excel table, compare the number of master records reported in the message with the number of rows in the Excel table. We recommend that you save this import report, to enable tracking any errors that may have occurred. Choose Save in the Message window and enter a meaningful name for the file. The next time you import data in this window, the fields you selected during the last run are displayed by default. Choose Clear to delete this information. All the entries in the list are deleted and you can redefine the sequence of the fields. The following error messages may appear after an import: Error 47 The Microsoft Excel file was open when the import was attempted. Close the Excel file and restart the import. 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. 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, and therefore, can be contained in a Microsoft Excel file: Field Name BP Code BP Name Max. Length Data Type 15 Alphanumeric 100 Alphanumeric C Customer S Vendor BP Type 1 L Interested party Entries must be upper case. Alpha (in accordance with the defined currencies in SAP Business

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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. 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.

Tax Definition

Liable for Ded. at Source % W/holding Tax Ded. Exp. 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, during the import you see a query window in which you can confirm the information for the new currency. The system automatically adds the currency to its list of defined currencies. Re (2) If an imported group is not yet defined in the system, a new group is automatically created. Re (3)

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The system automatically creates a new contact employee if one is not yet defined for an existing business partner. Contact employees are also automatically added to new master records. Re (4) If an imported sales employee is not yet defined in the system, a new entry is automatically created for the sales employee. 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. 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. 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.

Tax Definition

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)

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Y Yes Sales Item (5) 1 N No Entries must be upper case. Y Yes Warehouse Item (5) 1 N No Entries must be upper case. Y Yes Fixed Assets 1 N No Entries must be upper case. 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, width, height, weight and volume. You can also import the packaging unit and the quantity per packaging unit for an item. Re (1) If the imported group has not been defined in the system yet, the system automatically creates a new group. Re (2) If items that are liable for tax are involved, the default tax groups for the items defined under G/L account determination are used. Re (3) The price list with this number must already exist in the system. Therefore, you may have to define the corresponding price list before the import. Re (4) If no master record for the imported regular vendor exists yet in the system, the system will automatically add it during the import. Re (5) If these fields do not contain entries during the import, the system automatically adds the master records as purchasing, sales, and warehouse items.

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Re (6) If the imported brand has not been defined in the system yet, the system automatically creates a new brand. Re (7) The customs groups specified for the import must be defined in SAP Business One before the import. If one of the customs groups in the Microsoft Excel table has not been defined in the system, you will not be able to import the data.
Procedure

Preparing a Microsoft Excel Import File for Price Lists

When importing a new item, you can also specify a price in a certain price list. This automatically inserts the price for the new item in this price list. However, to maintain several price lists, use Excel to import the prices into the remaining price lists. To import price lists, define a Microsoft Excel table that contains the number of the item and the price information. The procedure is identical to the one used to import items. You can import several price lists for items simultaneously. You must add to the Microsoft Excel table, additional columns for these price lists. The three columns of a price list must be imported together. When an item is already in the system, 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.
Note

Note

A price list can be defined in different currencies. If no currency is specified in the Price List Currency field of the import file, the prices are automatically assumed to be in the defined local currency, and are assigned the corresponding currency symbol. Ensure the Price List Code column appears before the Price List Currency column in the Excel spreadsheet. To add the euro symbol to its corresponding column in the import table, use the key combination Alt+0128 if the keyboard does not have a special key. End of the note. 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:

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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, from an external software product into SAP Business One, sales and purchasing documents that have been prepared in a MOVEIN.DAT file. You can also convert other file formats to a MOVEIN.DAT file and then import them into SAP Business One. MOVEIN.DAT is a standard format for import and export files that also defines the fields that can be contained in the file. For more details about this procedure and for information about the file format, contact SAP Business One Support. This window is only available in certain countries. Prerequisites You have backed up the SAP Business One database. If you run SAP Business One in a network, you have made sure that other users will be logged off the system during the import. Procedure 1. In SAP Business One, log on to the company into which you want to import data. 2. Choose Transactions Administration Data Import/Export Import Data Import Foreign Journal

(MOVEIN.DAT).

The file manager opens. 3. Select the MOVEIN.DAT file to import, and choose Open. After the import operation is complete, the Messages window displays any error and warning messages, as well as remarks about the import operation. The transactions are added as journal vouchers. 4. Choose Financials Journal Voucher .

5. Select the imported journal voucher, and choose Save. 6. When the confirmation prompt appears, confirm that you want to save the journal vouchers to the permanent

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file.
Procedure

Importing Transactions from SAP Business One

Transactions accounting documents can be copied from one company to another in SAP Business One. The transactions must first be exported from one company (source), and then imported into another (target). If a master record for a G/L Account or Business Partner does not exist yet in the target company, the system creates this object automatically, in accordance with the data in the posting. If importing and exporting transactions are executed on a regular basis, it is advisable to keep a separate, written record of the transactions that were copied during each operation. Prerequisites You have backed up the database before starting the import. If SAP Business One is running on a network, you have ensured that other users are logged off the system during the import. You have ensured 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. Procedure 1. Log on to the target company. 2. Choose Administration . Data Import/Export Data Import Import Transactions from

SAP Business One

3. When the file manager opens, select the export file that has been prepared, and choose Open. The system imports the data into SAP Business One. After the import operation is complete, a window appears containing any error and warning messages, as well as remarks on the import operation. Any new master records for G/L Accounts or Business Partners that were added as a result of the import are also listed. The transactions are added as journal vouchers. 4. To add the journal vouchers to the permanent journal entries file, choose Voucher . Financials Journal

5. Select the imported journal vouchers and choose Save. 6. When the confirmation prompt appears, confirm that you want to save the journal vouchers to the permanent file. More Information

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Importing Data Importing Data From MS Excel


Procedure

Trans. Import from External Software Window

This window is used to import transactions from external applications into SAP Business One. The import file must be organized in a specific format. For more details about this procedure and for information about the file format, contact SAP Business One Support. This window is only available in certain countries. Prerequisites Back up the SAP Business One database before you start the import. If you run SAP Business One in a network, make sure that no other users are logged on to the system during the import. Procedure 1. Log on to the company in SAP Business One into which you want to import the data. 2. Choose Administration . Data Import/Export Data Import Trans. Import from

External Software

The browser window opens. 3. Choose the prepared file and select Open. The Messages window displays the success and error messes at the end of the procedure.
Background

Import Accounts from Foreign Software: Israel

This window is used to import accounts from external software applications into SAP Business One. The import file must be organized in a specific format, and it is highly recommended that the fields in the Sort area be defined. It is preferable that the fields in the left side of the window in the Accounts area also be defined, to ensure an orderly import of the data. For example, if Customers are not defined in this window, these ranges are imported as accounts. To select the prepared file, in the File Name field click Tab, and from the browser window select the file. To complete the import, choose Execute. To display this window, choose Accounts from Foreign Software Administration . Data Import/Export Data Import Import

For more details about this procedure and for information about the file format, contact SAP Business One Support. This window is only available in ceratin countries.

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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. The G/L Accounts should be defined in this window, to ensure that the imported items are linked correctly to the required accounts after the import. 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. This opens the window from which the file can be selected. For more details about this procedure and for information about the file format, contact SAP Business One Support. To display this window, choose Items from Foreign Software More Information Importing Data
Function

Administration .

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. To do so, the data must be available as Microsoft Excel or Microsoft Access files. SAP Business One features import programs that copy the data from a transfer file to the system and save it in the database. You can use this function to import documents, business partners, account data, item data, transactions, and stock movements into SAP Business One. If you want to use this import function, please contact your SAP Business One Support Center for more information.
Background

Comprehensive Import Window: Israel

Note

Note

This function is available in other localizations as well, only if you have upgraded to SAP Business One 2007 A from previous releases.

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End of the note. This window is used to import Accounts, Journal Entries, Sales and Purchasing and Item data. The import file must be in a specific Excel format or an Access text file. Columns within the file can remain empty, but cannot be deleted as the order of the columns is crucial. Certain fields are mandatory, for example the G/L Accounts field must have a value when importing an Accounts file. Fields on the right side of the window should be defined, to ensure that the correct columns are imported into the most specific locations. If required, specific ranges can be defined for the accounts and customers and/or vendors. An account defined in an account field on the left side of the window can become a G/L Account in the import. For more details about this procedure and for information about the file format, contact SAP Business One Support. This window is only available in certain localizations. To display this window, choose Comprehensive Import Window More Information Importing Data
Function

Administration .

Data Import-Export

Data Import

Data Export

Use this function to export data from SAP Business One. 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, including report results that are defined in the SAP Business One system. To do so, choose the Print Layout Designer icon in the toolbar when editing an object or a report. 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. The exported data is saved in a file with MOVEIN.DAT format, which is a standard format for import and export files. The standard also contains a definition of the fields that can be contained in the file. This window is only available in ceratin countries. For the Israeli localizations, this procedure applies to export to the

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Sharoni, Pinkasit and SuperTaktziv accounting packages. For more details about this procedure and for information about the file format, contact SAP Business One Support. Procedure 1. Log on to the company in SAP Business One from which you want to export the data. 2. Choose Administration Data Import/Export Data Export Export Transactions to

Sharoni or Pinkasit or SuperTaktziv

or other relevant accounting package.

3. Specify any combination of selection criteria. Only documents that fulfill all the criteria will be exported. 4. Select the business partners by marking the BP checkbox. If required the range can be filtered according to the business partners code ranges, and specific customers and/or vendor groups can also be defined. 5. Select the accounting documents to be exported by marking the G/L Accounts checkbox. Choose the accounts by selecting via Find or increasing the levels which displays more details of the Accounts. 6. If required, filter the export by Properties, choose specific business partner Properties in the window that displays. 7. Select the ranges of dates by selecting the required fields in the Transactions area. 8. Select Choose All to select all the document types. 9. Choose OK to start the export. The system opens the file manager. Specify where to save the export file, MOVEIN.DAT, either on the hard drive or on a data medium. 10. Choose Save in the file manager. A message appears as soon as the document export has been completed successfully. The export operation generates at least three files: MOVEIN.DAT, MOVEIN.ERR, and MOVEIN.PRM. The first file contains the exported data, while the latter two contain information about the structure of the MOVEIN.DAT file. 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. To do this, you export the transactions from one company (source) and import them into another (target). If you regularly perform export/import operations of transactions, we recommend writing down which transactions were copied during each operation. Prerequisites The master record numbers in the G/L accounts, and the business partners that are contained in the postings,

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are identical in both companies. If a master record for a G/L account or business partner does not exist yet in the target system, the system will create this object automatically in accordance with the data in the posting. If you run SAP Business One in a company network, you have made sure that other users are logged off when you start exporting the transactions. Procedure 1. In SAP Business One, log on to the source company. 2. Choose Administration Export Data Export Transactions to SAP Business One .

3. In the dialog box that appears, choose the selection parameters for the transactions to be exported. You can specify the parameters for selecting the accounting documents on the left side of the window; you can also select accounting documents through certain original journals on the right side. 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, system, and/or foreign currency. You can select documents by specifying a text or string from the Details Contain field. Only the documents that contain this text or string in their Details fields are selected. 1. Enter a value range for each parameter. If you specify multiple parameters, only the documents that fit all the parameters are exported. 2. Choose the flag on the left of the parameter field to select it. 3. Specify the value range for that parameter in the fields to the right. Original Journal You can select accounting documents for export through the underlying original journal documents. For example, you can export all accounting documents that were created as a result of incoming (AP) invoices. You can select several original journals simultaneously. 1. Choose Original Journal to specify original journals as an export criterion. You can specify both selection parameters and original journals for an export operation. In this case, the

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documents from the original journals that fulfill the parameters in the left half of the screen are exported. 2. If you want to export all the accounting documents, select Choose All. The selection you make here becomes the default when you next call the function. 3. When you have selected all the necessary accounting documents, choose OK. When the file manager opens, indicate where you want to save the file, for example, on the hard drive or on a data medium. If you want to specify a custom file name, overwrite the default proposal. The file must be saved in .txt format. 4. In the file manager, choose Save. A message appears as soon as the document export has been completed successfully. 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. The transactions are exported from the source company and then imported into target company. Before exporting the transactions, 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. If a master record for a G/L account or business partner does not exist yet in the target system, the system creates this object automatically in accordance with the data in the posting. You can also select accounting documents for export through the underlying original journal documents. For example, you can export all accounting documents that were created as the result of incoming (AP) invoices. You can also select several original journals at the same time. If you regularly export transactions from the source company and import them into the target company, it is recommend to keep a record outside SAP Business One of the transactions that were copied during each operation. If you run SAP Business One in a network at your company, make sure that no other users are logged on when you start exporting the transactions. Procedure 1. Log on to the company in SAP Business One from which you want to export the data. 2. Choose Administration . Data Import/Export Export Data Export Export Transactions

to SAP Business One

3. In the Export Transactions to SAP Business One window, choose the parameters for selecting the transactions to be exported. The checkbox on left of each parameter field must be checked for that range to be selected. If you specify multiple parameters, only the documents that meet all the parameters will be exported.

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

Transactions to Hashavshevet Software

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More Information Exporting Data


Procedure

Export to Sharoni: Israel.

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. In addition, companies are able to export data in system currency as well. Scenario: You are working with a multi year database. You are working on the same database in the years: 2004, 2005, 2006, and 2007 You have performed Period End Closing process for the years: 2004, 2005, and 2006. You want to export data for 2006 to Sharoni/Pinkasit/Super-Takziv and define the date range as 1.1.2006 31.12.2006. Procedure 1. Choose the appropriate export function to your company: Administration > Data Import/Export > Data Export > Export Accounts to Sharoni/Pinkasit/Super Takziv Software. The Export window appears. 2. Defines the required data range. 3. To export data for the year 2006 in the scenario above: 1. Select the options Add Opening Balance for Period and OB from Start of Company Activity. The system adds all transactions prior to the selected period. 2. 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 31.12.06 period.
Note

Note

P&L balances are also added, but the options Add Closing Balances and CB before Selected Period Only zero the P&L accounts. The final result is opening balances only for balance sheet accounts. End of the note. 4. Under Display in Report, select the currency in which you want to generate the report. 5. Choose Execute.

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The system opens Windows File Manager. Specify where to save the export file. More Information Trial Balance Selection Criteria
Function

Utilities

You use the utilities to perform period-end and year-end closings, as well as for regular maintenance work. The latter is required to ensure smooth operation of the system.
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. This window allows the transfer of previous profit and loss G/L account balances from one fiscal year or period to another. 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, Spain, France, and Portugal. To open this window, choose More Information Period-End Closing Selection Criteria Period-End Closing Settings Window Period-End Closing Window
Object

Administration

Utilities

Period-End Closing

Period-End Closing Window

The following table describes the fields appear in the Period-End Closing window. To open this window, choose Administration Utilities Period-End Closing EndClosing SelectionCriteria window and choose Execute.
Period-End Closing Window

. Set the required parameters in the Period-

For Closing Period Displays the period category selected in the previous window. From, To Displays the period range selected in the previous window.

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Ref.1, Ref.2 Enter required references for the journal entries. If you had set default values in the previous window using the Settings option, these would be displayed here. You can overwrite them if required. Due Date, Tax Date Enter required dates for the journal entries. If you had set default values in the previous window using the Settings option, these would be displayed here. You can overwrite them if required. These fields are mandatory Remarks Enter any remarks for the journal entry if required. Approve Select this checkbox to approve the creation of a period-end closing journal entry for the G/L account.. Account Code, Account Name These columns display the accounts code and name. Currency Displays the accounts currency. Balance (LC), Balance (FC), Balance (SC These columns display the accounts closing balances in each one of the currencies: Local, Foreign and System currency. Execute Choose this button to create period-end closing journal entries for all the G/L accounts you have approved to close. Create Auto. Remarks Select this checkbox to add automatic remarks to the journal entries. The automatic remarks string will contain the period's name. Save Choose this button to save your selection as a draft. This draft can be displayed later and be executed. To display draft data click on Previous Report in the Period-End Closing Selection Criteria window.
Country-Specific Fields: France, Italy, Portugal & Spain

Closing Balance Enter the relevant values to the following fields: Ref. 1, Ref. 2 - Enter appropriate references for closing balance journal entries. Due Date Enter the appropriate due date for closing balance journal entries. Document Date - Enter the appropriate document date for closing balance journal entries. If you had set default values in the previous window using the Settings option, these would be displayed here. You can overwrite them if required. Opening Balance Enter the relevant values to the following fields: Ref. 1, Ref. 2 - Enter appropriate references for opening balance journal entries. Due Date Enter the appropriate due date for opening balance journal entries. Document Date - Enter the appropriate document date for opening balance journal entries. Posting Date - Enter the appropriate posting date for opening balance journal entries

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If you had set default values in the previous window using the Settings option, these would be displayed here. You can overwrite them if required. Control Account Displays the control account linked to the G/L account or business partner in the row, and provides a link to it. G/L Acct/BP Code, G/L Acct/BP Name Display the code and name of G/L account or business partner. More Information Period-End Closing
Object

Period-End Closing - Selection Criteria

The following table describes the fields appear in the Period-End Closing Selection Criteria window. To open this window choose Administration Utilities Period-End Closing .

Period-End Closing Selection Criteria

P/L Accounts Select to include P/L Accounts in the report. If the box is cleared all the fields related to the P/L Accounts selection criteria are not displayed. Find Choose to open the G/L Accounts window, in which you can define the selection of G/L accounts to be displayed in the report. The chosen accounts are marked with an X after the selection in this window is made. Level Choose the Level of the accounts to be displayed in the table. If you choose Level 1, the table will display the highest level titles for the accounts. If you select a row in the table, you actually select all the accounts that are displayed under this title. X This column indicates which accounts or titles have been selected. If a row is marked with X, that specific account or group of accounts will appear in the report. To select an account, click in the selected row, or, to cancel a selection, clear the X from the relevant account. In addition, to clear all selections in the table, click on the X in the column header. Click it again to choose all the accounts that appear in the table. Account Displays the codes and the names of the accounts. You can view details of each account by using the arrow that appears next to its code and name. Period Select the required posting period category. Click the icon and choose an entry. When you choose a category that contains more than one period, relevant values will be displayed in the From and To fields. From, To When you choose a category in the Period field, you will have to select values in these fields. Click the icon in the fields and choose the relevant sub-period range for closing. Retained Earnings Account

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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 Account Choose the relevant G/L account to be used as a clearing account to the P&L account, and to the retained earnings account. Execute Choose this button to open the Period-End Closing window that recommends the transactions that should be created, based on the selections made. Settings Opens the Period-End Closing Setting window allowing you to set relevant values for the Period-End Closingtransactions.
Country-Specific Fields: Czech Republic, France, Hungary, Italy, Portugal, Slovakia, & Spain

BP Select this option to display business partners in the report. When this option is not selected, the other fields related to business partner selection criteria are not displayed. Code From... To... Use these fields to define a range of business partner codes. Customer Group, Vendor Group Enables you to include business partners from a specific group, divided between customers and vendors. For example, to display only customers, choose None in the Vendor Group field. Properties Choose to open the Properties window, and define the required selection of properties. Your choice will appear in the field next to this button.
Country-Specific Fields: Czech Republic, Hungary, Slovakia

Period-end opening account Choose the relevant G/L account to be used as the period-end opening balance sheet account. Profit and loss account Choose the relevant G/L account to be used as the profit and loss account. 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. To open this window choose Administration Utilities Closing Selection Criteria window.
Period-End Closing Settings Window

Period-End Closing

. ChooseSetting in the Period-End

Ref.1, Ref.2

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Enter appropriate references for the journal entries. These would be used as a default in each period-end closing posting Due Date, Document Date Enter appropriate dates for the journal entries. These would be used as a default in each period-end closing posting.
Country-Specific Fields: France, Italy, Portugal & Spain

Closing Balance Settings Enter the relevant values to the following fields: Ref. 1, Ref. 2 - Enter appropriate references for closing balance journal entries. Due Date Enter the appropriate due date for closing balance journal entries. Document Date - Enter the appropriate document date for closing balance journal entries Opening Balance Settings Enter the relevant values to the following fields: Ref. 1, Ref. 2 - Enter appropriate references for opening balance journal entries. Due Date Enter the appropriate due date for opening balance journal entries. Document Date - Enter the appropriate document date for opening balance journal entries. Posting Date - 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. 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. This procedure transfers previous G/L account balances from one fiscal year or period to another for accounts defined as assets, liabilities or equity. Procedure 1. To display the Period End Closing Window, choose Closing Administration Utilities Period-End

. The Period-End Closing Selection Criteria window displays.

2. Choose the required criteria, see Period End-Closing Selection Criteria Window. Additional settings can be defined by choosing Settings. 3. Choose Execute. The Period-End Closing Window displays.

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4. Choose the required criteria, see Period-End Closing Window. 5. To save the Report as a draft, choose Save. Choose the Previous Report button in the Period-End Closing Window to display the draft. 6. To create the Accounting Postings for all the selected accounts that have been selected for closure, choose Execute. More Information Period-End Closing Window
Process

Year Transfer: Israel & Netherlands

As the current fiscal year ends and towards the new fiscal year, a Year Transfer process is required to maintain data continuity. SAP Business One provides an automatic Year Transfer function that allows you to transition quickly and easily to the new fiscal year.
Caution

Caution

Before commencing this procedure, contact SAP Business One support at http://service.sap.com/smb/support for more information. End of the caution. Process The Year Transfer process comprises five stages: 1. Transfer of system initialization, general settings, print layout designer templates, and user queries In this stage you create a new company for the coming fiscal year, based on the definitions and settings of the company from which you perform the process. 2. Transfer of indexes In this step, you transfer to the new company the business partners, items, and the accounts in Chart of Accounts. 3. Document transfer In this step, you transfer to the new company open documents that should be processed during the coming year. 4. Balance transfer In this step you transfer balances of accounts, business partners, and items to the new company. 5. User-defined objects transfer In this step you can transfer to the new company the data stored in user-defined objects. Result By the end of the Year Transfer process, the new company contains all the settings, definitions, accounting and inventory related data from the previous year, that are relevant for proper bookkeeping and inventory management in the coming year.

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Object

Select Database

Use this window to select the company database to which you want to transfer data from the current company.
Caution

Caution

We strongly recommend that you consult support before transferring data from one company to another. This process may cause a loss of data if performed incorrectly. Make sure you back up both data bases (source company and target company) before you initiate the process. End of the caution. More Information Year Transfer
Object

BP Properties

Use this window to define the range of business partners you want to transfer to next years company, or the range of business partners for which you want to transfer the opening balance to next years company. You can do this by using the From... To... fields, by choosing specific vendor/customer groups, and/or by specifying properties linked to the relevant business partners.
See also:

Year Transfer
Object

Items - Selection Criteria

Use this window to define the range of items you want to transfer to next years company. You can use the From... To... fields, select a specific item group, and/or select properties linked to the items you want to transfer.
Note

Note

The relation between the different selection parameters is AND. It means that if you define a range of item numbers in the From... To... fields and you also choose an item group, SAP Business One transfers the items that are included in the From ... To... range AND also those linked to the selected item group. End of the note. More Information Year Transfer
Object

Year Transfer - Document Selection

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Use this window to select the documents you want to transfer to next years company. Once you select a specific document type, all the documents of this type are transferred. More Information Year Transfer
Object

Accounts - Selection Criteria

Use this window to define a range of G/L accounts for which you want to transfer the opening balance to next years company. You can use the From ... To... fields, or select the required G/L account drawers. If you select a specific drawer, the system includes all its G/L accounts.
See also:

Year Transfer
Object

Transaction Settings

Use this window to define the details of the opening balance transactions of G/L accounts, business partners, and items. More Information Year Transfer
Object

Year Transfer - User-Defined Objects

Use this window to select the user-defined objects you want to transfer to next years company. More Information Year Transfer
Object

Update Control Report

Use this report to view database information after restoring the application and the database.
Caution

Caution

The Records Before and Records After columns should match. If the number of records is different, check the system

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message. End of the caution. To display this window, choose Table Displays the name of the database table. Message Displays system messages, for example, an error or alert message. Display Incorrect Entries Only Select this checkbox to define whether to display incorrect database entries only. Table Displays the name of the database table. Records Before Displays the number of records in the database table before the restore operation. Records After Displays the number of records in the database after the restoration of the database has been completed.
See also:

Admininstration

Utilities

Update Control Report

Restoring
Function

Execute Commands: Israel

Use this function to execute automatic procedures based on the defined files. Processes are first defined (in an internal macro language) and can then be executed automatically. Contact your SAP Business One Support Center before trying to use this function.
Object

Restore

During regular work in SAP Business One, you enter, process, and update data. In specific scenarios, this data can be corrupted or disrupted due to certain user actions or global malfunctions. You can resolve some of these cases by using the restore functions.
Caution

Caution

Do not run any of the restore functions yourself. It might damage your database permanently. Restore should be undertaken only with the explicit instruction and assistance of SAP Business One support consultant. End of the caution.
Function

Transfer Posting Correction Wizard: Germany

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Caution

Caution

Use this wizard only after January 1, 2007. End of the caution. The Transfer Posting Correction Wizard enables you to post corrections resulting from VAT changes, for amounts transferred from revenue or expense accounts to new accounts. This wizard guides you in defining parameters required to generate these postings. To access the wizard, choose
Note

Administration

Utilities

Transfer Posting Correction Wizard

Note

Ensure that you execute the wizard only once for the selected period and the selected accounts. End of the note.
Note

Note

All documents that you post after executing the wizard, that are valid for this period, must be transferred manually. To transfer the posting manually, create a journal entry. End of the note. More Information Transfer Posting Correction Wizard - Selection Criteria Transfer Posting Correction Wizard - Transaction Selection Transfer Posting Correction Wizard - Transaction Confirmation Transfer Posting Correction Wizard - Summary
Object

Transfer Posting Correction Wizard - Selection Criteria Window

Use this window to specify the selection criteria for the wizard run.
Selection Criteria Fields

Date From... To... Specify the date range for the wizard run. By default, the transactions within the posting date range are selected.
Caution

Caution

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There should be no overlap of the date ranges specified in different wizard runs; otherwise, you could correct the same posting twice. End of the caution. Doc. Date Selects documents within the document date range.
Caution

Caution

Always use the selected option during the rest of the period; otherwise, you could correct the same posting twice. End of the caution. Tax Rate Specify the tax rate of the transaction 16% or 19% that the wizard uses to select documents. 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. End of the note. G/L Accounts Limits the selection to specific G/L accounts only. Click where you can select the needed G/L accounts. More Information Transfer Posting Correction Wizard: Germany
Object

to open the Accounts - Selection Criteria window

Transfer Posting Correction Wizard - 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, you print the screen or export it to Excel; you may use it for future verification.

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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.
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. No. The document number in SAP Business One Debit, Credit (FC, 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 - Transaction Confirmation Window

Use this window to confirm the amount, accounts, and tax codes for which correction posting will be created.
Note

Note

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

Interim Account Specify the clearing account to be used during the correction posting process. Expense Account Specify the account to which the expense is posted. Revenue Account Specify the account to which the revenue is posted. Input Tax Group Specify the input tax group to be used in the correction posting.

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Acquisition Tax Group Specify the acquisition tax group to be used in the correction posting. Non-Deductible Tax Group Specify the non-deductible tax group to be used in the correction posting. Output Tax Group Specify the output tax group to be used in the correction posting. More Information Transfer Posting Correction Wizard: Germany
Object

Transfer Posting Correction Wizard - Summary Window

In this window, you can see how many journal entries have been made during the correction process. The number appearing is twice the number of the corrected transactions. You can view the transactions created by the wizard in the Journal Entry window of the Financials module. 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. A documents approval procedure begins as you add it as a draft document in SAP Business One. At that same moment, a request for approval is sent to the appropriate employee (according to the definitions in SAP Business One). The procedure ends when you receive a final approval and add the document. Approval procedures are conducted by the authorization stages and authorizing users.
Procedure

Defining Approval Procedures

Prerequisites Identify the approval processes at the company. This can include approvals for purchase orders or for a customer to exceed a defined credit limit. From the SAP Business One Main Menu, choose Administration System Initialization General

Settings and, on the Sales tab, select the Manage Document Generation Authorizationscheckbox. Users defined as Originatorsof the documents requiring approval cannot change this setting.

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Procedure 1. If approval stages have not been defined, under Approval Stages Administration Approval Procedures

, enter a name for each stage and, if preferred, a description of the stage.

See Approval Stages Setup Window. 2. In the No. of Approvals Required field, enter the number of users that are required for approval of each stage. It is often useful to have more than one approver; if one of the approvers is absent, another approver can still approve a document. 3. Enter the name of each of the users with approval privileges. By default, their department is taken from the user account. You can override this when you define approval procedures. 4. To save the data, choose Add. 5. Choose Administration Approval Procedures Approval Templates and enter the name of the approval procedure, such as budget, exceed credit limit, and so on (see Approval Templates Window). Since you may have several procedures for the same topic, it is also useful to provide a description. 6. If this template is required as part of the approval procedure, select the Activecheckbox. A template can be inactive for certain situations where a conflict might arise with other procedures, or when it is no longer required. 7. On the Originator tab, enter the user who requires approval for his or her documents. Multiple users can be assigned to an approval procedure 8. On the Documents tab, select the documents that will be processed through this approval procedure. 9. On the Stages tab, select one or more approval stages (or steps) that have been defined in the Approval Stages Setupwindow. 10. On the Termstab, if you select Always, this approval procedure is applied to all combinations of the selected originators and documents. To define specific conditions when this approval procedure should be followed, select When the Following Applies. If you choose When the Following Applies, two tables are displayed. The upper table contains predefined conditions that can be selected. The Choosecolumn allows users to apply one or more tests using the predefined variables. The Termcolumn contains the list of predefined variables. The Ratiocolumn contains a list of predefined mathematical operators to compare to the selected variable. Enter the threshold amount in the V aluecolumn. If the term is compared to this amount using the selected ratio and the comparison holds true, then the approval procedure is triggered. The lower table permits selection of one or more saved queries for execution. If the result of the saved query is True , then the approval procedure is triggered. An approval procedure can be contingent upon both multiple predefined variable

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comparisons and multiple saved queries A total for the number of selected conditions displays at the bottom of the window. 11. To save the data, choose Add. 12. To update an Approval Stage, switch the Define Stageswindow to the Findmode and use standard search functions to locate the required stage. 13. Modify the information as required and choose Update, then OK to save the data. More Information Define Approval Stages Window Define Approval Templates Window
Object

Approval Stages - Setup Window

Use this window to define which users may approve specific transactions and how many approvers are required in each case. A specific approval stage can be assigned to one or more approval procedures. To access this window from the SAP Business One Main Menu, choose Procedures Approval Stages . Administration Approval

Approval Stages Setup Window

Stage Name Enter a name for the stage. Define a name that is not too specific so as to allow its use for multiple approval procedures. The stage name is unique. Stage Description Type a short description that explains the stage essence. No. of Approvals Required Set the minimal number of approvals required to complete this stage e.g. in case 2 authorizing users have been defined for this stage, but only 1 is required in order to complete it and move on to the next stage, this stage will be completed even if only 1 of the 2 users will approve it. User Select the authorizing users for this stage. Department Displays the department linked to the user. To select only users from a certain department, select the appropriate department and click Tab in the field User to open a List of Users window; Only users linked to the selected department will be displayed More Information Approval Procedures

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Object

Approval Templates Setup Window

Use approval templates to define the various approval procedures for the company. To access this window from the SAP Business One Main Menu, choose Procedures
General Area

Administration

Approval

Approval Templates

Nam Enter a unique name for the approval template. Description Specify relevant description for the template Active Select to activate the approval template. If an approval procedure is no longer required, deselect this option to deactivate it. Users who are defined as originators in an approval template cannot change this option, and therefore cannot bypass the approval procedure.
Originator Tab

User Select the users to whom the approval template applies. Department To narrow the user selection into specific department, select the required department, and return to the user column. Only users from the selected department can be now selected.
Documents Tab

Documents Select this option to apply the approval template on Sales A/R and/or Purchasing A/P documents. Then select the specific sales and/or purchasing documents. An approval template that is applied on Sales A/R and/or Purchasing A/P documents cannot be applied on Inventory documents. Inventory Select this option to apply the approval template on Inventory related documents. Then, select the specific documents. An approval template that is applied on Inventory documents cannot be applied on Sales A/R and/or Purchasing A/P documents.
Stages Tab

Stage Name Select the stages that the approval template should contain. Stage Description Displays the name of the selected stage. 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. To change the stage order, use the arrow up and arrow down buttons.

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More Information Approval Procedures


Object

Approval Templates - 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. To access this tab choose: .
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). When the following applies Select to define a term or set of terms that only when fulfilled, the approval procedure is activated.
Note

Note

If you defined more than one term, the approval template will be activated only when all the defined terms are fulfilled. Realization of only part of the defined terms will not activate the approval template. End of the note. Choose Select the checkboxes of the terms you want to apply on the approval template. Term Displays the name of the different predefined terms. The terms appear here depends on the selected option in the Documents tab. Ratio Select the relevant ratio for each selected term.
Note

Note

You can not select ratio for a deselected term. End of the note. Value Specify the required value for each selected term. Specify the values for the ratios In Range and Not in Range in the following format: Low amount-high amount.
Example

Example

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For gross profit percentage lower than 20% and higher than 50%, select the ratio Not in Range and in the Value column type: 20-50. End of the example. When the specified values are amounts, specify the required currency as well. If you specify an amount only, the local currency is taken by default. Query Name To define terms based on user queries, (either instead or in addition to the predefined terms) follow the steps below: 1. Define the required queries and save them. 2. Double click on the Query Name column. The Query Manager window appears. 3. Select the requires query, and choose OK. Total Selected Terms Displays the number of the selected terms. It includes both predefined terms and user queries.
Procedure

Adding Approval Templates

Several approval templates or approval procedures can be defined for a document type. For example, approval procedures can be defined with different terms for different originators. An approval procedure can be triggered for the credit limit for some originators of invoices, and an approval procedure for the gross profit and the credit limit for other originators. In addition, a template can be defined so that all purchase orders created by a certain originator that have a value greater than EUR 1,000.00 must be run through the approval procedure. Procedure 1. Choose Administration Approval Procedures Define Approval Templates .

2. Enter a unique name and description for the approval template, see Define Approval Templates Window. 3. Select Active. If you do not select this option, the approval procedure cannot occur. 4. On the Originator tab, enter the user for whom the specified documents trigger an approval procedure. Also enter his or her department. 5. On the Stages tab, enter the required approval stages, or define a new stage. Change the sequence of the stages as necessary. 6. Select whether the approval procedure is always triggered, or only when certain conditions occur. Base the variance on queries if required. 7. To save the template, choose Add. More Information

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Define Approval Templates Window


Procedure

Updating Existing Approval Stages

Procedure 1. Go to Administration Release Procedure Define Approval Stages .

The window is opened in Add mode. If you want to search for an existing approval stage, switch to Search mode. 2. You can then use the familiar search functions to search for an existing approval stage, display it, and change it if necessary. 3. When you change an approval stage, the OK button is replaced with the Update button. 4. Select to confirm and save your changes. More Information Defining Approval Stages
Procedure

Canceling and Restarting Approval Procedures

Approval procedures can be cancelled, and restarted at a later date if required. Procedure 1. To view the approval procedure, choose Status Report Administration Approval Procedures Approval

. The Approval Status Report - Selection Criteria window displays.

2. Select at least one of the document types, then OK to display the report. 3. To cancel an approval procedure, position the cursor on the row of an approval template in the report results and choose Cancel from the Data menu. The creator of the document receives an appropriate message. The transaction can be located later based on this status. 4. To restart a approval procedure, select the transaction from within the report. Click the row with the cancelled approval template in the report results. 5. Choose Data Restore in the menu bar.

The creator of the document receives an appropriate message. The approval procedure is restarted from this point. Other approval stages may be necessary before the transaction is ultimately approved. More Information

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Defining Approval Procedures


Procedure

Updating Existing Approval Templates

Approval templates can be modified, but the stages of an approval template cannot be deleted once documents have been created for that approval procedure. Procedure 1. Choose Administration Approval Procedure Define Approval Templates .

The window is opened in Add mode. To search for an existing approval template, switch to Find mode. 2. Use the search functions to locate an existing approval template, and modify it if necessary. 3. Choose Add to save the changes. More Information Define Approval Templates Window
Procedure

Generating the Approval Status Report

The system differentiates between documents that are pending, already approved, and rejected. When a document is rejected, the document remains in the system as a draft. The draft can either be changed but not deleted. The approval procedure itself can be canceled. Procedure 1. Choose Administration Approval Procedure Status Report Selection Criteria window displays. Approval Status Report . The Approval

2. To filter the report, select the required Document Status for which to filter the report. 3. Enter a selection range for Originator, Authorizer, and/or Template. 4. Choose the Document Types to display in the report. The selection becomes the default for the next report selection. 5. Choose OK to generate the report. All the transactions that meet the criteria selected in the selection window are displayed in a list. The report results initially only display the categories for each document type, such as Sales Orders. 6. Use the Expand and Collapse buttons to expand/collapse all the detailed rows of the report at the same time. 7. To update the approval template for a document, when the detailed documents rows are displayed, click the arrow beside the document in the Template column. The Define Approval Templates window displays, and updates can be made, see Define Approval Templates Window.

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In addition, clicking the row of a specific document displays additional details of the specific approval in the lower section of the window, including the approval stage, authorizer and the decision. If there are documents awaiting your approval, you can approve them from this report by clicking the row of the specific document. In the lower table, in the Answer column select either Approved, Not Approved or leave the status as Undecided. This table is only displayed when the user clicks a line without using the collapse/expand icon. More Information Approval Status Report Selection Criteria Approval Decision Report
Object

Approval Status Report - Selection Criteria

Transactions are assigned status values during a approval procedure, based on their processing progress. Use these status values to display and monitor the various transactions that are currently subject to approval procedures. Document originators can use this report to display the status of the documents they have created. The report displays a list of documents with their approval status and the history of the transaction. To display this window, choose .
Document Status Fields

Administration

Approval Procedures

Approval Status Reports

Pending A transaction is assigned this status when it is waiting for approval. Generated A transaction is assigned this status when the originator of a document has converted the draft document to a regular document after approval. Approved A transaction is assigned this status when it has been approved. The draft document has not yet been converted to a regular document. 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. Rejected A transaction is assigned this status when approval for a transaction has been rejected. The draft document cannot be converted to a regular document in this case. The authorizer can grant approval for a rejected transaction by changing the status accordingly. Cancelled An approval procedure can be cancelled and restarted as necessary. If the approval procedure is cancelled, the draft document cannot be converted to a regular document. Originator, Authorizer, Template, Request Date, BP Code, Total (LC) Enter a selection range for these fields to narrow the range of the report. Templates are defined in the Define Approval Templates window. One or more criteria can be specified. The selection becomes the default for the next report.

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Sales A/R, Purchasing A/P, Inventory To limit the report to certain document types, choose the required sales or purchasing documents.
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 addition, the document status must be Pending , Approved , or Not Approved . Procedure 1. From the SAP Business One Main Menu, choose Approval Decision Report . Administration Approval Procedures

2. To filter the report, choose the required decision statuses, and enter a range for Originator, Authorizer, Template, and/or Request Date. The Request date is the date on which the original document that triggered the approval procedure was created. 3. To start the report, choose OK. The Report R esultswindow shows the documents that correspond to the specified selection criteria. A row is displayed in the report results for each authorizer, assuming the selection criteria were not limited to a single authorizer. Therefore, the same transaction may appear several times in the list, but involve a different authorizer each time. 4. Decide whether or not to approve a transaction directly from the report result window: 1. To approve or reject a document, in the Answer column, select either Approvedor Not Approved from the list. Documents waiting for approval display as Pending . 2. To enter an approval decision for several transactions at the same time, click the required rows, then choose Global Update. In the Global Update window, you can approve or reject all the selected documents and include a remark. The remark is copied to all the documents in the report results. 5. Once all the documents have been processed, to save the data, choose Update. More Information Approval Decision Report, Selection Criteria
Object

Approval Decision Report - Selection Criteria

Authorizers can use this report to display all documents for which an approval decision is pending. The approval can

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be made directly within the results list. When a release is rejected, the document remains in the system as a draft. The draft can either be changed or deleted. The release procedure itself can also be cancelled. To access this window, choose .
Approval Decision Report Selection Criteria Fields

Administration

Approval Procedures

Approval Decision Report

No decision yet, Document Production Approved, Document Production Not Approved Choose the approval status of the documents to display. SAP Business One differentiates between documents that are pending, already approved, and rejected. Originator, Authorizer, Template, Request Date, Enter a selection range for these fields to narrow the range of the report. Templates are defined in the Define Approval Templates window. One or more criteria can be specified. The selection becomes the default for the next report. More Information Generating the Approval Decision Report
Process

Approval Processes

SAP Business One provides internal messages to support the workflow of an approval procedure, informing all involved users of the transaction status at any time. When a document is entered, a message window appears indicating that an approval procedure is required. The originator of the document can add a remark that then appears in the message to the authorizer. The document is initially saved as a draft. When the document (or draft) is displayed, the status of that document appears in the header of the window. The Approvals Status Reportcan also be generated from the Windows menu, as the Approvals Status Reportoption is added to this menu during the document processing. The details of the approval procedure for the document are also displayed. Process 1. When a document is created that is subject to an approval procedure, a message is sent to the users who are required to approve the transaction. The authorizer can approve or reject the transaction from within the Messages/Alerts Overview window. 2. The Messages/Alerts Overviewwindow contains information about the document that is pending approval. The document number and the draft are displayed, along with the approval details. The user can display the various objects by clicking on the corresponding orange arrows. 3. Choosing the orange triangle displays the approval history. This enables the user to see, for example, whether other authorizers are involved in the transaction. The authorizer can approve or reject a transaction in the Answer field, and can also enter a remark. 4. If the transaction is approved, the originator of the document receives an appropriate message. The user can then convert the approved draft to a regular document. This function is also available within the message. The

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user can open the underlying document and then convert it. 5. If the transaction is rejected, the originator of the document receives an appropriate message. The draft document cannot be converted to a regular document in this case. The draft document can be deleted or canceled, but first the approval procedure must be canceled. 6. If an authorizer cancels the approval procedure during an approval stage, the originator of the document receives an appropriate message. In this case, the draft document cannot be converted to a regular document. 7. If an approval step was canceled and the approval procedure was restarted at a later point in time, that is, the approval step is created again, the originator of the document receives an appropriate message. Additional remarks can be added to each message to provide additional information about the approval procedure. 8. The user can execute the next respective work step from within each received message. 9. In addition, 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. One of these reports is intended primarily for the document originator, the other for the authorizer. More Information Defining Approval Procedures
Function

License

The functions listed under this menu enables you to set the license related parameters. More Information License Administration Add-on Identifier Generator
Procedure

Allocating Licenses

To allow users to access the application, you must allocate them with one of the SAP Business One licensing options (CRM-Sales, CRM-Service, and Professional).
Note

Note

The total number of licenses is shared between all the companies connected to the same license service. Therefore, while you are logged on to a specific company, you may see less available licenses than what you have expected. End of the note. Prerequisites Define users in the system. For more information, see Defining Users.

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Allocating licenses requires Superuser permissions in SAP Business One. Procedure 1. From Administration License , choose License Configuration.

2. Choose the icon and choose Refresh to get the most recent status of available licenses. This will prevent other users from allocating licenses at the same time as you. 3. Make sure all users are logged off from the application. 4. Select a user and choose the appropriate license in the Used column. The Available column is updated accordingly. You can choose the Properties tab to view current license information. 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. License administration includes allocating licenses, viewing license file information, importing a new license file, and modifying the license server. For more information, refer to the License Guide located in the Documentation folder of the installation CD. The Components Tab displays license information from the current license key file.
License Administration Fields

License Server Displays the name of the license server machine to which the company is connected. Displays the port on which the license service runs. We recommend that you do not change the default port 30000. To change the license server, choose Browse and select a machine from the window that opens. The change will take

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effect in the next logon to the company and will affect all companies connected to this server. Import License File Opens the Select License File window, where you browse and select a new license file.
Note

Note

You cannot import a new license file while the DI Server service is running. End of the note. [Insert icon] Prevents users from connecting to the license service. Use this option while allocating licenses to users. Other administrators will still be able to allocate licenses. Refresh Gets the most updated status of your license service.
Allocation Tab Fields

Users Lists all the users defined in the company to which you logged on. Licenses Shows available licensing options as defined in your license key file. Used/Available Show allocation of licenses and the number of licenses currently available for each option.
Note

Note

Any user with Superuser permissions can allocate licenses. Therefore, before allocating licenses, choose Refresh and lock the license service by choosing the [insert icon] icon. This will block other users trying to allocate license at the same time. End of the note. Licenses Lists the available license components. 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. During run time, the license service uses these identifier strings to recognize your add-ons before allowing them to connect to the SAP Business One application.

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Each licensing option in the SDK (Development, Installation, and Solution) requires its own identifier. You cannot use the same identifier for the same add-on but in a different license. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
Add-On Identifier Generator Window

Development, Implementation, Solution Depending on the type of SDK license you have, choose the appropriate licensing option. For example, to run your add-on in Development license, choose Development. License Key Name Enter a license key name. This is required only for running add-ons in Solution license. To get your license key name, post a request on the SAP Service Marketplace.
Caution

Caution

The license key name is composed of two parts:


<add-on name>_<database type>.

Enter only the add-on name without the database type. End of the caution. Generate Creates an add-on identifier string. In your add-on code, 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. The license key file is required to run SAP Business One permanently. 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.) Licenses were expired Additional licenses are required Procedure

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1. Extract the hardware key of your SAP Business One application from

Help

About

2. Post a request for license key in the SAP Service Marketplace and provide the hardware key. 1. From the Internet address service.sap.com\licensekey, choose SAP Solutions for SMB. 2. Choose Request License Key, select your installation number and follow the instructions provided onscreen. For more information, see SAP Notes 578256 and 622998. SAP will generate a license key file and will send it to you via e-mail. 3. Make sure that all users log off from their respective companies. You will not be able to import a new file, while there are users logged on to the application. 4. Import the license key file, using the application License Administration window: 1. Choose Administration License License Configuration .

2. Choose Import License File, then locate and select your file in the window that opens. More Information Getting a License Key (Upgrades)
Procedure

Getting a License Key (Upgrades)

Use this procedure to upgrade your current license key. The license key file is required to run SAP Business One permanently. 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.) Licenses were expired Additional licenses are required
Caution

Caution

You will not be able to complete the upgrade process, without a valid license key. End of the caution. Prerequisites

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To begin the upgrade process, you must have the Server Tools application installed. For more information, see the Upgrade Guide on the installation CD. Procedure 1. Run the Service Manager from SAP Business One Server Tools .

2. Select the License Manager service and choose Settings. 3. Enter the name of the License Service Machine and choose Connect. The hardware key appears in the corresponding field. 4. Post a request for license key in the SAP Service Marketplace and provide your hardware key. 5. From the Internet address service.sap.com\licensekey, choose SAP Solutions for SMB. 6. Choose Request License Key, select your installation number and follow the instruction provided on-screen. For more information, see SAP Notes 578256 and 622998. SAP will generate a license key file and will send it to your via e-mail. 7. Make sure that all users log off from their respective companies. You will not be able to import a new file, while there are users logged on to the application. 8. Using the Service Manager, import the license key file. 1. Select the License Manager service and choose Settings. 2. Under Install License File, choose and then locate and select your license key file. 9. Choose Import License File. 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. More Information Add-On Manager Add-On Administration
Object

Add-On Manager Window

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Use this window to monitor running add-ons and to manually start or stop an add-on. This window displays add-ons that were specifically assigned to you or to the company to which you have logged on. In the Pending Add-Ons tab, you can view a list of add-ons that are registered for the company, but not yet installed on this client machine. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
Add-On Manager Window

Add-On ID, Partner Name, Add-On Name, Display add-on information. Status Displays the add-on status: Running Disconnected Failed to install Group Displays the add-on assigned group. Your SAP Business One administrator assigns groups in the Add-On Administration window. Manual You can start or stop the add-on manually. Automatic The add-on is stated automatically. You can stop it manually. Mandatory The add-on is mandatory to your SAP Business One application. You cannot start or stop it manually. Stat/Stop Starts or stops the selected add-on. You can start and stop multiple add-ons at the same time. You cannot stop add-ons that are classified as Mandatory. Version Displays add-on version number
Object

Add-On Administration Window

Use this window to deploy and manage add-ons for end-user workstations. To run add-ons with the SAP Business One application, you must register them with the application. 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. For more information, refer to the License Guide located in the Documentation folder of the installation CD.

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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. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
Company Preferences Tab Fields

Available Add-Ons Displays a list of add-ons available for registration and assignment. Register Add-On Opens the Add-On Registration window that allows you to register add-ons. Remove Add-On Removes the selected add-on from the list. 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. Company Assigned Add-Ons Displays a list of add-ons that were assigned to the company that is currently logged on. Use and to assign or un-assign registered addons. Order Displays the add-on position within the event-receiving order. This position determines the order in which company-assigned add-ons receive events from the SAP Business One application. You can modify this order using and . Default Group Defines the way this add-on will be launched when the SAP Business One application launches. Mandatory add-on is necessary to the successful operation of the SAP Business One application. The add-on is started automatically by the application at start-up. If the add-on is terminated for any reason, the application will shut down as well. End users cannot start or stop mandatory add-ons. Automatic add-on is started automatically by the SAP Business One application. End-users can stop and restart automatic addons. Manual add-on is not started automatically. end-users can manually start and stop the add-on at their discretion.

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Force Install Forces the SAP Business One application to install the add-on each time this client logs on to the assigned company. If the add-on is already installed, the application does not reinstall it. Active Temporarily activates or disables the selected add-on. This is used mainly for debugging purposes. A disabled add-on is not available for the assigned company and all its users. 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. The settings you define in this tab override the settings in the Company Preferences tab, except for mandatory add-ons.
Note

Note

You cannot set user preferences for add-ons defined as Mandatory in the Company Preferences tab. In the User Preferences tab, mandatory add-ons receive the Default setting. End of the note. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
Add-On Administration: User Preferences Tab

Users Displays a list of defined users in the company. Preferences Defines the add-on start-up behavior specifically for the selected user. Manual add-on is not started automatically. The selected users can manually start and stop the add-on at their discretion. Automatic add-on is started automatically by the SAP Business One application. The selected users can stop and restart automatic addons. Disable add-on is disabled for the selected users. Default preferences for the selected user are as defined in the company preferences.
Function

Alerts Management

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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, predefined alerts and user-defined. In addition, approval procedures also generate alerts if their conditions are met. Messages triggered by alerts can be sent internally, or externally by e-mail, SMS message, or fax. Alerts are optional and can be modified, deactivated or removed at any time. The following pre-defined Alerts are available for immediate use: Deviation from Credit Limit: Each business partner can have a predefined discount percentage. This Alert is triggered when a quotation or other type of document varies from this Credit Limit. Deviation from Commitment: Alerts when the Commitment limit, as defined by the sum of the credit limit and the cheques received but not cashed yet is breached. 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. This Alert is triggered when a document has a gross profit less than this value. Deviation from Discount (in %): Each BUSINESS PARTNER can have a predefined discount percentage. This Alert is triggered when the discount for a certain document varies from this discount. 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, which has been defined in the Item Master Record. For the above predefined alerts, the user can decide which documents to check and therefore limit or expand the scope of the alert. Alerts just notify the appropriate parties. They do not stop a document from being posted. The notified user can reply to the alert using the messaging function and this reply like the original alert can be sent internally, or externally via e-mail, SMS message, or fax To display the Alerts, if Saved History has been chosen in the Alerts Management window, choose Window Messages/Alerts Overview. 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, by E-mail or fax, to selected users in the system whenever certain events occur. The settings for the Alert Services are optional and can be changed at any time. Procedure

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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 recipients 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 recipients 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 recipients 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 customers 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 accounts 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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Drawer: Specify the chart of accounts drawer to which to add the G/L accounts. Parent Article: If you create G/L accounts in Levels 3 to 5, you can set the appropriate title in the drawer to which the accounts are added. The drop-down box displays titles from one level below the value you set in Level of G\L Account Details.
Example

Example

When you select 3 in the Level field, the Parent Article field displays titles from Level 2 of the selected drawer. End of the example. G\L Account Properties The fields from the Chart of Accounts window appear according to the selected drawer. Division, Region, Department Choose the button for each segment to open the Segment Code Selection Criteria window, where you select the required codes from each segment to be included.
Note

Note

You must use all the segments defined in SAP Business One when you create new G/L accounts. End of the note. More Information Account Code Generator Chart of Accounts Window Segment Code - Selection Criteria window
Object

Segment Codes - Selection Criteria

Use this window to specify selection criteria for the Segment Codes. To open the window, choose Financials the Division, Region, or Department options.
Selection Criteria

Account Code Generator

. Choose the ... button next to

Choose Includes the accounts defined under this segment in your selection criteria. Code These columns display identifying details regarding the segments defined in SAP Business One. More Information

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Account Code Generator


Object

Account Code List Window

This window displays accounts that you can create in the chart of accounts, according to the parameters you set in the Account Code Generator Window.
Account Code List Window

Add Select the accounts you would like to create. G/L Account Code that will be assigned for each new account. Name Combination of the specified account name and the short name for the selected segment codes. Change the name if required. Currency Currency code. You can change the currency if required. Parent Article Drawer in the chart of accounts. All the accounts will be created according to the level set in the Account Code Generator window, under the selected title. Add Adds the selected accounts to the chart of accounts. More Information Account Code Generator
Function

Journal Entry

Use this function to manually create journal entries for accounts and business partners.
Note

Note

Manual entries are recorded directly in the database and cannot be deleted. To cancel a journal entry, create a correction journal entry (storno). End of the note. You can view and create journal entries in expanded or reduced editing mode.
Recommendation

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:

Financials

General Ledger

Post a Journal Entry

Post a Journal Entry

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. End of the caution. Procedure 1. From the SAP Business One Main Menu, choose The Journal Entry window opens in Add mode. 2. In the header fields, enter the relevant transaction information, such as reference number, dates, and so on. 3. In the table area, enter accounting information, including amounts and additional details, using a separate row per G/L account or business partner. 4. After inserting all the rows, ensure that the debit and credit total amounts are balanced, in local currency, foreign currency and system currency.
Note

Financials

Journal Entry

Note Settings Document

To enable creating unbalanced transactions in foreign currency, choose Form General End of the note. 5. Choose Add. Result The transaction is recorded in the database and affects financial and accounting reports.
Recommendation

, and select Allow Unbalanced Transaction in FC.

Recommendation

For more information, 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

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Period / Post to a Business Partner

More Information Journal Entry


Procedure

Creating Journal Entries Based on Posting Templates

You can manually create journal entries by using previously defined posting templates. Procedure 1. From the SAP Business One Main Menu, choose The Journal Entry window appears. 2. In the Template Type field, 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 .

3. In the Template field, press TAB to open a list of available templates of the selected template type.
Note

Note

Choosing the Recurring Posting template type displays a list of instances of the recurring posting templates. End of the note. 4. Select the required posting template or instance: Selecting Posting Template displays the G/L accounts and/or business partner codes in the table area, together with the respective percentages representing the amounts of debit and credit. Selecting a Recurring Posting instance displays the complete journal entry in the window, including all G/L accounts, and/or business partners and amounts. You can change the amounts, as necessary. 5. If you selected Posting Template, enter the relevant amount in one of the rows and press TAB. The amounts in the remaining rows are updated accordingly. 6. Enter any other details that might be required, such as reference numbers, and check the dates. 7. Choose Add. More Information

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Journal Entry Posting Templates


Procedure

Changing the BP Control Account in Journal Entries

Whenever a journal entry is posted to a business partner, it is also automatically posted to a control account defined for the business partner. This enables SAP Business One to reflect in the accounting system and the financial reports all business activities carried on with business partners. The control account to which a journal entry is posted is defaulted, but can be changed. To achieve more detailed reports, you can change the control account. 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 ). General Control Accounts Business

Control Accounts Accounts Payable/Receivable Procedure 1. From the SAP Business One Main Menu, choose The Journal Entry window appears. 2. Open the Journal Entry Form Settings window.

Financials

Journal Entry

3. On the Table Format tab, select the options Visible and Active for the Control Acct column, and choose OK. The Control Acct column appears in the table area of the Journal Entry window. 4. Create the journal entry. Notice that once you choose a G/L account or business partner code, the defaulted control account is recorded in the Control Acct column. Move to the Control Acct column in the business partner row and delete the control account you want to replace. 5. To view the available control accounts, press TAB and choose the required account.
Note

Note

It is not possible to change the control account in the G/L account row. End of the note.

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6. Choose Add. Result The system posts the journal entry to the selected control account. More Information Journal Entry
Procedure

Canceling Journal Entries

You cannot delete journal entries from the database, but you can create a reversal journal entry that voids the original transaction. Use this procedure to cancel manual journal entries.
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. Prerequisites The transaction is a manual journal entry of type JE (displayed in the Origin field of the Journal Entry window). Procedure 1. From the SAP Business One Main Menu, choose 2. Display the journal entry you want to cancel. 3. From the menu bar, choose Data Cancel . Financials Journal Entry.

The following message appears: Create reversal for this transaction? 4. To continue, choose Yes.
Note

Note

If the selected journal entry has been reconciled, a notification appears and you can decide whether to continue or not. The Journal Entry window displays the reversed transaction. The dates of the new transaction are the same as in the original transaction. If required, you can change the dates. End of the note.

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Note

Note

The reversed transaction format is determined by the selection made in the Company Details. If Use Negative Amount for Reverse Transaction is selected, the amounts in the reversed transaction appear on the same sides as in the original transaction, but with a minus sign. If the option is not selected, the same amounts appear on opposite sides. End of the note. 5. Choose Add. Result The reversed transaction is added to the database. SAP Business One automatically adds the text (Reversal) original trans. no. to the transaction details for reporting purposes.
Object

Journal Entry Window

Use this window to display journal entries. The fields in the General area are relevant for the entire journal entry, while the fields in the Expanded Editing Mode section reflect the data relevant to the selected row in the journal entry. To open the window, choose
Note

Financials

Journal Entry

Note

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

Series Displays the default numbering series of the journal entries. Choose another series if required. Number Entry number allocated by the system according to the selected numbering series. Due Date, Posting Date, Doc. Date By default, the posting date is the current date. Change it if necessary. The due date is the date on which the entry takes place. The document date is the journal entry date for tax reporting purposes. Ref. 1, Ref. 2 Specify relevant references for the journal entry, or leave these fields blank. Trans. Code Select a transaction sort code from a previously defined list of codes to help you find a particular transaction. Choosing a code automatically inserts the code description as the default setting in the Details field. Remarks Enter any relevant information regarding the journal entry. Origin, Origin No., Trans. No.

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The Origin field displays the abbreviated name of the original journal. If the journal entry was created when you added an A/R invoice, the abbreviation IN is displayed. The Origin No. field displays the number of the document that was generated by the transaction. Choose to display the document that generated the transaction. The Trans. No. field displays the automatically assigned number of the journal entry. Template Type, Template You can record transactions according to one of the defined posting templates. Choose Template Type (percentage or recurring) and in the Template Code field, select the appropriate template code. Indicator Select the relevant indicator code from a list of previously defined codes to help you find a particular transaction. Project You can link a transaction to a previously defined project in order to use the project as a selection criteria in reports. Use the icon to link the transaction to a project in the list of projects defined for the company. 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, select this check box and specify the exchange rate used for that specific journal entry. This information is essential if you revaluate reports. When setting the parameters for revaluation, and choosing the option to refer to the rates defined in journal entries, SAP Business One performs the revaluation according to the exchange rate you specify in this field.
Caution

Caution

If you create a journal entry with a different exchange rate, and you do not select this option, the revaluation results for this kind of journal entry might be inaccurate, since SAP Business One considers the exchange rate defined in the Exchange Rate and Indexes table, and not the actual rate used in the journal entry. End of the caution. 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. Adj. Trans.(Period 13) Enables you to mark the closing entries. If required, you can exclude closing entries when generating a report. Autom. 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 Business One automatically creates a row for the VAT transaction. The check box is not editable once the journal entry is added. Display in FC, Display in SC By default, journal entry amounts are displayed in local currency. Select these options to display the amounts in foreign and/or system currency. Clear Template

Disconnects a journal entry based on a specific posting template, from that template.

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A message asking whether to clear the table appears. To have all rows of the journal entry deleted, choose Yes. To keep the journal entry rows while clearing the Template Type and Template fields, choose No.
Expanded Editing Mode

G/L Acc./BP Code, G/L Acc./BP Name Selecting the G/L Account/BP Code in the table, automatically inserts the G/L account/business partner name. Ref. 1 Displays the document number for all the rows in the journal entry, if the entry resulted from a document such as an A/R Invoice, Incoming Payment, and so on. Displays for all the rows, the data specified by the user in the header field Ref. 1, if the journal entry was created manually. Ref. 2 Displays different information, depending on the document through which the journal entry was created: Displays the customer/vendor reference number assigned to the document, if the journal entry resulted from an A/R Invoice, Incoming Payment, and so on. Displays the number of the base document, if the journal entry resulted from a reversing document (A/R Credit Memo based on A/R Invoice). Displays the data specified in the document header Ref. 2 field, if the journal entry resulted from an inventory transaction document, such as Goods Receipt. Displays the data specified in the Ref. 2 field of the Opening Balance or Period-End Closing Balance window, if the journal entry was created through one of these windows. Displays data specified by the user, if the journal entry was created manually. Ref. 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 Credit Memo, A/R and A/P Down Payment 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, nothing is displayed. When canceling an incoming or outgoing payment, the document number of the cancelled document is displayed.

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When creating an incoming or outgoing payment on account (not based on selected transactions) the document number is displayed in the Ref. 3 field in the tax line. When creating an incoming or outgoing payment to account, the document number is displayed in the Ref. 3 field of the account rows. 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. You can specify any account from those that were posted in this document. The offset account is then displayed in accounting reports. Debit (FC), Credit (FC), Debit, Credit, Debit (SC), Credit (SC) Display the credit or debit amount of every row in the transaction currency, foreign currency, and system currency. Due Date, Posting Date, Doc. Date By default, the posting date is the current date. Change it if necessary. The due date is the date on which the entry takes place. The document date is the journal entry date for tax reporting purposes. Project Enter the project to which the line refers. Tax Group Tax group connected to the G/L account or business partner that appears in the selected row. Distr. Rule The pricing code defined for the account in the chart of accounts. You can change the pricing code for the entire transaction using the Preferences Journal Entries window (on the Table subtab of the Document tab). Use the expanded editing mode to change the pricing code for a specific line in the transaction. Remarks Specify row details. The default entry consists of details for the entire transaction.
Table Fields

G/L Acc./BP Code, G/L Acc./BP Name Business partners and/or accounts involved in the transaction. Due Date Due date of each line in the transaction. Tax Amount Gross Value

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Note

Note

The above-mentioned fields appear in the table section by default. Use the Form Settings window to add more columns to the table. End of the note.
Recommendation

Recommendation

For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Calculation Financials . 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.


Caution

Caution

Once this journal entry is reported, and the report is approved, the status of this checkbox cannot be changed. End of the caution.
Note

Note

A journal entry that includes more than one or no business partner, cannot be specified as relevant to the EU Sales report. End of the note. Tax Group
Country-Specific Fields: Portugal

Stamp Tax Enables creating a manual journal entry that involves the stamp tax. As such, 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

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Indicates whether the tax pertaining to the journal entry was refunded or not. Once you generate the Tax report, this field is automatically updated from No to Yes in all the report transactions. You can change the value in this field at any time.
Country-Specific Fields: Spain

349/EU Report Includes the journal entry in the 349 report and/or the EU Sales report.
Caution

Caution

Once this journal entry is reported, and the report is approved, the status of this checkbox cannot be changed. End of the caution.
Note

Note

A journal entry that includes more than one or no business partner, cannot be specified as relevant to the EU Sales report and/or the 349 report. End of the note. 347 Report Includes this journal entry in the 347 report.
Caution

Caution

Once this journal entry is reported and the report is approved, the status of this checkbox cannot be changed. End of the caution.
Note

Note

A journal entry that includes more than one or no business partner, cannot be specified as relevant to the 347 report. End of the note.
Country-Specific Fields: Canada, Chile, Mexico, & USA

Tax Posting Account Tax Code Tax Jurisdiction Code

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Country-Specific Fields: Chile & Mexico

Folio Number The Folio number assigned to the document that initiated the journal entry. This field is disabled and is updated automatically after you print the document. Remains empty for journal entries that result from cancellation of documents with Folio numbers, and for manual journal entries.
Country-Specific Fields: Czech Republic, Hungary, Poland, & 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. The abbreviated transaction types appear in the Origin field in the Journal Entry window, 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

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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. At this stage, the journal voucher can be checked and completed, and then recorded. 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 .

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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. Procedure 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. Choose Add Entry to New Voucher. The Journal Voucher Entry window appears. 3. Record the journal entry you want to save in the new journal voucher. 4. Choose Add to Voucher. Result The system adds a new record to the upper table in the Journal Vouchers window. Selecting the record displays, in the lower table, a row representing the journal entry you saved in the new journal voucher. More Information Journal Vouchers
Procedure

Financials

Journal Vouchers

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. Procedure 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. In the upper table, select the voucher to which you want to add the new entry.
Note

Financials

Journal Vouchers

Note

You can add new entries only to vouchers with the status Open.

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End of the note. 3. Choose Add Entry to Existing Voucher. The Journal Voucher Entry window appears. 4. To record the new entry, choose Add to Voucher. 5. To return to the Journal Vouchers window, choose Close. Result Selecting the voucher containing the new entry displays the new record in the lower table of the window. 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. Once you have checked and approved the journal voucher content, you save it to the database. It is then reflected in the accounting system. Procedure To post journal vouchers to the database and record them as any other journal entry: 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. In the upper table of the window, choose the journal voucher you want to post.
Note

Financials

Journal Vouchers

Note

You can post journal vouchers as long as they have the status Open. End of the note. 3. Choose Post Voucher. A system message appears prompting you to save the voucher to the permanent file. 4. Choose Yes. Result The status of the posted voucher changes to Closed. More Information Journal Vouchers

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Procedure

Deleting Entries from Journal Vouchers

Prerequisites The journal voucher from which you want to delete entries has the status Open. Procedure 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. In the upper table of the window, choose the journal voucher from which you want to delete entries. The lower table of the window displays the entries recorded in the selected voucher. 3. In the lower table, select the row(s) for the entries you want to delete. 4. In the menu bar, choose 5. Choose Update. More Information Journal Vouchers
Procedure

Financials

Journal Vouchers

Data

Delete Row

Removing Journal Vouchers

The system saves journal vouchers as temporary files until a user posts them to the database. Until such a time, you can remove them, along with their recorded entries. Use this procedure to remove irrelevant journal vouchers.
Note

Note

You can only remove one voucher at a time. End of the note. Prerequisites The journal voucher has the status Open. Procedure 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. In the upper table, select the voucher to remove. Financials Journal Vouchers .

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3. From the menu bar, choose A confirmation message appears. 4. Choose OK.
Object

Data

Remove

Journal Vouchers Window

Use this window to view and enter journal vouchers. To open the window, choose
Note

Financials

Journal Vouchers

Note

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

Find Trace a journal voucher by its number. Open Only Displays only open journal vouchers. Post Voucher Posts the journal entries of the selected journal voucher (one that you have finished processing) to the database.
Note

Note

When a journal voucher is posted, its status changes to Closed. End of the note. Date Date when the journal voucher was created. Total (LC) Total value in local currency of all journal entries included in the journal voucher. User Name of the user who created the journal voucher.
Entry-Related Fields

Trans. No. The successive number of the journal entries for each journal voucher. Status

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Status of the journal voucher containing the journal entry. Total (LC), Total (FC) Total value of each journal entry, in local currency and foreign currency. Remarks Content of the Remarks field in the Journal Voucher Entry window. Base Ref., Posting Date, Ref. 1, Ref. 2, Trans. Code, Project Code Details taken from journal entries, not displayed by default.
Note

Note

To view these fields, choose Form Settings in the toolbar. End of the note. Add Entry to New Voucher Opens the Journal Voucher Entry window where you can create a journal entry for a new journal voucher. 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.
Note

Note

Journal entries can be added for open journal vouchers only. End of the note. More Information Journal Voucher Entry
Object

Journal Voucher Entry

Use this window to add a journal entry to a journal voucher. This window is identical to the Journal Entry Window except for the following field: Voucher No. Number of the voucher to which the journal entry is added. More Information Journal Voucher
Function

Posting Templates

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Every commercial organization has transactions presented in template format, in which only the recorded amounts vary from transaction to transaction (for example, the separation of VAT in purchasing or sales). SAP Business One enables you to create fixed templates for such recurrent journal entries. When recording this type of transaction, choose the relevant template and fill in the missing items. SAP Business One separates the amounts in accordance with the account assignment template. 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. From the SAP Business One Main Menu, choose The Posting Templates window appears. 2. Specify a unique code and description for the template. 3. In the table area, specify the G/L accounts and/or business partners for inclusion in the template.
Note

Financials

Posting Templates

Note

The default control accounts for the business partners included in the posting template can be changed; therefore, journal entries based on this template are posted to the selected control accounts. End of the note. 4. For each G/L account/business partner, specify the ratio that reflects the debit or credit amount in the transaction.
Note

Note

The total percentage in the debit and credit sides must be equal, though it need not be 100%. End of the note. 5. Choose Add. Result

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The posting template is saved in the database and can be updated. 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. Procedure 1. From the SAP Business One Main Menu, choose The Recurring Postings window appears. 2. In the window header, specify a unique code, an expressive description, and other relevant details. 3. In the table area, build the transaction. Enter the accounts and/or business partners and expected amounts, and ensure that the transaction is balanced.
Note

Financials

Recurring Postings

Note

You can change the amounts of each instance of the transaction before you confirm it. End of the note. 4. In the footer, set the frequency according to which you want SAP Business One to create instances for the transaction. The default frequency is Monthly. 5. To set a date after which SAP Business One should not create instances of the transaction, use the Valid Until option. Result SAP Business One creates the recurring posting template. The instances are created according to the frequency you set, and are stored in the Confirmation for Recurring Posting window until you execute or remove them. More Information

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Recurring Posting
Procedure

Executing Instances of Recurring Postings

Use this procedure to add instances of recurring posting templates and turn them into journal entries. Procedure 1. From the SAP Business One Main Menu, choose Confirmation List . Financials Recurring Postings

The Confirmation of Recurring Postings window appears, in which each row represents one instance of a recurring posting template.
Note

Note Administration System Initialization

To set the automatic display of this window, choose General Settings Services

. For more information, see General Settings: Services Tab.

End of the note. 2. Deselect the rows you do not want to execute. All are selected by default.
Note

Note

You can display each instance and make required changes, such as updating amounts or dates. You can also change control accounts for business partners. End of the note.
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. End of the note. 3. Choose Execute. A message appears, asking whether you want to save the posting to the permanent file. 4. To complete the action and create journal entries, choose Add. Result The selected instances become journal entries and no longer appear in the Confirmation of Recurring Postings window. More Information

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Recurring Postings
Procedure

Removing Recurring Postings

Procedure 1. From the SAP Business One Main Menu, choose Confirmation List . Financials Recurring Postings

The Confirmation of Recurring Postings window appears. 2. Deselect instances you do not want to remove. 3. Choose Remove. A confirmation message appears. 4. Choose Remove. More Information Recurring Postings
Object

Recurring Posting Window

This window lets you define and display a recurring posting template according to your defined criteria. To open the window, choose
Recurring Posting Window

Financials

Recurring Postings

Code Enter a unique code of up to 8 characters for the recurring posting template. We recommend that you choose a meaningful code, one that will be understandable to users when they need to choose a recurring posting template in a journal entry. Instance Indicates the instance of the transaction. By default you can leaf only between instance 0. However, if you search using an asterisk (*), you can see all the instances and you can display a specific instance. Description Enter a short description of the recurring posting. Ref. 1, Ref. 2 Use these fields to predefine the transaction details, or to specify them just before adding the transaction on the defined date. Trans. Code From the drop-down list, choose either the required code or Define New to open the Transaction Codes - Setup

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window. The chosen code automatically appears in the Tran. Code field of the Journal Entry window. Remarks After you choose a code, its description is copied automatically to this field, and it then appears in the Remarks field in the Journal Entry window. Regardless of the chosen code, you can still manually enter the details you prefer. G/L Acc./BP Code, G/L Account/BP Name Enter the account code or business partner code to be associated to a journal entry created with this template. The account name or business partner name appears automatically in the G/L Account/BP Name field. Debit, Credit Fill in the required amounts. Remember that as for a regular journal entry the debit and credit must be balanced; otherwise, you will not be able to add the recurring posting template. Tax Group Specify the tax group to which the line refers. The drop-down list displays all the tax groups to which the account is linked. Selecting one automatically inserts the account in the line. Distr. Rule Specify the distribution rule for each row in the template. When a journal entry based on this Recurring Posting template is created, the relevant amounts are posted to the respective profit centers.
Note

Note

End of the note. If a distribution rule was defined for the accounts that appear in the Recurring Posting template, the amounts recorded in the journal entries resulting from this Recurring Posting template, are posted to the distribution rule(s) defined in the chart of accounts. Control Account Displays the default control accounts defined for each business partner and/or G/L accounts included in the template. You can change the control account in the business partner rows, if required. To display this column in the table area, select it in the Form Settings - Recurring Posting window. For more information, click here. 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. To Balance Indicates the amount you need to enter in the Debit / Credit column in order to balance this recurring posting template. Frequency Choose the required frequency for making the recurring posting. If you choose Daily, Weekly or Monthly, use the drop-down list for the field to the right to specify a value, that is, the exact number of days, the day of the week, or the day of the month the recurring posting should be made. Choosing any other option disables the field to the right.

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Choose Template to create a posting template that is not subject to any execution dates or frequency. As such, it will not appear in the list of transactions for execution. Next Execution Enter the required date for the next execution of the recurring posting. This is the base date from which SAP Business One calculates the value defined in the Frequency field. The default value for this field is the current system date. If you chose Template for the Frequency field, this field is not shown. Valid Until Select this option to define an expiration date for the validity of the recurring posting template. After the defined date, no further instances of this template will be created or appear in the list of transactions for execution. Confirmation List Opens the Confirmation of Recurring Postings window, in which you can view all recurring postings to be executed.
Country-Specific Fields: Portugal

Stamp Tax Enables creating a recurring posting template that involves stamp tax. 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. Use this window to define which instances you want saved to the database and which can be removed from the list. To open the window, choose
Confirmation of Recurring Postings

Financials

Recurring Postings

Confirmation List

Posting No. Displays the recurring posting template code. Choose the arrow to view the recurring posting template. Description Displays the description of the recurring posting template. Date Displays the date of the recurring posting. This will be the posting date, due date and document date of the journal entry created as a result of executing this recurring posting.

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Value Displays the total debit/credit in the recurring posting. Instance Instance number of the recurring posting; increases incrementally each time the recurring posting is executed. Total Displays the total debit/credit of the selected recurring postings. Remove Removes the selected recurring postings. Removed recurring postings cannot be executed and they are deleted from this window. Execute Choose to execute the selected recurring postings. Once a recurring posting is executed, a new journal entry is added. You can view it in the Journal Entry window. Number of Postings to be Executed The number of the selected recurring postings. More Information Recurring Postings
Procedure

Removing Posting Templates

Use this procedure to remove posting templates that are no longer relevant.
Caution

Caution

Removing a posting template is irreversible. We strongly recommend that you perform this action carefully, especially when preparing to remove complicated templates. End of the caution. Procedure 1. From the SAP Business One Main Menu, choose The Posting Templates window appears. 2. Display the posting template you want to remove. 3. From the menu bar, choose A confirmation message appears. 4. Choose OK.
Object

Financials

Posting Templates.

Data

Remove

Posting Templates Window

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This window displays Posting Templates according to your defined criteria.


Note

Note

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

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

Note

End of the note.

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If a distribution rule was defined for the account(s) that appears in the Posting Template, the amounts recorded in the journal entries based on this Posting Template, are posted to the distribution rule(s) defined in the chart of accounts. 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.
Country-Specific Fields: Portugal

Stamp Tax Enables creating a posting template for a journal entry that involves stamp tax. 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. This field is editable only if the option Automatic Tax is selected.
Note

Note

If you select a G/L Account for which the tax posting account is already defined, the defined value is displayed automatically in this column. If the option Permit other Tax Codes in the Account Details window is selected, you can change the tax posting account. Changing the displayed value affects only this posting template, and does not influence the definition made in the Chart of Accounts window. End of the note. Tax Code Select the tax code to be used when creating journal entries based on this posting template.
Note

Note

If you select a G/L account for which the tax code is already defined, that code is displayed automatically in this field. If the option Permit other tax code in the Account Details window is selected, you can replace the displayed tax code with a different one. If you change the displayed value, the change applies only to this posting template, and does not influence the definition made in the Chart of Accounts window. End of the note.

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Tax Jurisdiction Type Tax jurisdiction types included in the selected tax code. Tax Jurisdiction Code Tax jurisdiction code included in the selected tax code. More Information Posting Templates
Function

Recurring Posting

Every business has transactions that recur monthly or weekly. Although the transactions recur on predefined dates, and usually comprise the same objects, the transaction amounts are not necessarily the same each time, nor do the percentages have to be fixed.
Example

Example

Recurring journal entries can be payroll orders or standing instructions that are paid by the bank every month. End of the example. 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, which you can execute. More Information Reverse Transactions Window
Procedure

Posting Reverse Transactions

Use this procedure to post reverse transactions that are defined in the Journal Entry window. Prerequisites

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Reverse transactions can be posted only if the reverse date has already arrived. Procedure 1. From the SAP Business One Main Menu, choose Financials Reverse Transactions . The Reverse Transactions window appears, displaying all transactions to which a reverse date earlier than the current date was assigned. 2. Deselect transactions you do not want to reverse.
Note

Note in the Transaction field.

To change the date of a reverse transaction, choose End of the note. 3. Choose Execute. Result

New transactions are created, one for each selected row. The Remarks field of these transactions displays the text (Reversal) and the number of the original transaction. The Reverse option is disabled. In the original transactions, the Reverse option is not visible, and the word Cancelled indicates that the transactions were cancelled.
Note

Note

You can reverse each journal entry only once. End of the note.
Object

Reverse Transactions Window

Use this window to create reverse transactions for selected journal entries. To open the window, choose
Note

Financials

Reverse Transactions

Note

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

Cancel Deselect this option for each transaction that you do not want to reverse.

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Transaction Displays the journal entry number. Use the arrow to the left of this field to open the Journal Entry window. Description Displays the content of the Details field in the Journal Entry window. Original Date Posting date of the journal entry. Cancellation Date Displays the date on which the journal entry should be reversed, as defined in the Journal Entry window. Value Displays the debit/credit value of the journal entry. Number of transactions to be canceled The number of the selected transactions. More Information Reverse Transactions
Function

Exchange Rate Differences

When you maintain foreign currency (FC) business partners and/or accounts, SAP Business One conducts all related bookkeeping in FC. Since you also conduct the bookkeeping system in local currency (LC), SAP Business One expresses every FC transaction in LC according to the FC exchange rate on the date of transaction. Daily fluctuations in FC exchange rates may cause mismatches between the balances in LC and FC. The Exchange Rate Differences function periodically recalculates the LC and FC balances according to the exchange rate on the day the differences are calculated. SAP Business One provides recommendations for executing automatic journal transactions for exchange rate differences in FC business partners and accounts, correct to a given date. The Exchange Rate Differences function reconciles the FC card balance and the LC balance, considering the fluctuation in the FC exchange rate. More Information Exchange Rate Differences - 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, you have to handle exchange rate differences. You can generate a report that lists the recommended transactions pertaining to exchange rate differences. Procedure

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1. From the SAP Business One Main Menu, choose

Financials

Exchange Rate Differences

The Exchange Rate Differences Selection Criteria window opens. 2. Specify the parameters according to which you want SAP Business One to generate the recommendations for the exchange rate differences transactions. 3. Choose Execute. 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. Prerequisites You have created the Exchange Rate Differences report. Procedure 1. In the header of the Exchange Rate Differences window, specify the relevant details. 2. The rows in the table area represent transactions. In the App. column, select the transactions you want to post.
Note

Note

Each row in the table can refer to more than one transaction. To view the transactions behind a specific row, double-click the row. In the Rate Differences Row Details window, you can include all the transactions in the exchange rate differences posting or just part of them. Values in the recommended exchange rate differences transaction are updated accordingly. End of the note. 3. Choose Add.
Note

Note

If you are not sure whether or not to add the transactions , you can choose Save to save the modified report for later processing. End of the note. Result SAP Business One adds a new transaction for each row you selected. You can recognize the new transactions according to the details you assigned to them in the header of the Exchange Rate Differences window.

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Note

Note

If you chose to save the recommendations, no new transactions are added to the database. End of the note.
Object

Exchange Rate Differences - Selection Criteria

Use this window to specify selection criteria for the Exchange Rate Differences report. To open the window, choose Financials Exchange Rate Differences .

After defining the report, you can view it in the Exchange Rate Differences window.
Note

Note

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

Business Partner Calculates exchange rate differences for business partners. If not selected, other fields pertaining to business partner selection criteria are not displayed. Customer Group, Vendor Group Specify whether to display business partners from a specific group, separated into customers and vendors.
Example

Example

To display only customers, choose None in the Vendor Group field. End of the example. Properties Opens the Properties window where you can specify required properties. Your choices appear in the field next to the Properties button. G/L Accounts Calculates exchange rate differences for G/L accounts. If not selected, all fields related to G/L accounts selection criteria are not displayed. The Account column displays the codes and the names of the accounts. In column X, specify which account or title to include by clicking the appropriate row. Show Level Choose the account level to display in the table.

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Level 1 displays the highest level titles for the accounts. When selecting a title in the table, you select all the accounts that appear under this title. Execution Date Specify the cut-off date for calculating exchange rate differences. This is usually the end of the year or quarter. Consider Recon. Date Reflects the reconciliation status of the transactions for the selected date.
Example

Example

If a transaction is reconciled now but was not reconciled on the execution date, the exchange rate differences are calculated as if the transaction has not been reconciled. End of the example. Currency Specify the currency for which you want to calculate the exchange rate differences. Exch. Rate Gain Acct(A/R), Exch. Rate Gain Acct(A/P), Exch. Rate Gain Acct(G/L), Exch. Rate Loss Acct(A/R), Exch. Rate Loss Acct(A/P), Exch. Rate Loss Acct(G/L) Specify which of the exchange rate differences accounts should be applied when the automatic journal transaction is executed. The accounts are divided into gain and loss accounts and used accordingly. You can define different or identical accounts for customers, vendors, and accounts. The default exchange rate differences accounts of purchasing and sales are defined in Setup Financials G/L Account Determination Data Side . Administration

Specify whether to calculate the exchange rate differences for the gain side, loss side or both sides. Previous Report Opens the latest saved recommendation report.
Country-Specific Fields: CZ, HU, PL, RU, SK

Revaluate Only Closed Documents Revaluates only documents that are already closed (fully paid or reconciled), but for which the accumulated exchange rate differences must be revaluated.
Example

Example

You ran the Exchange Rate Differences for an open item, and then the open item was fully paid. During the payment, the system revaluated the open item again and calculated exchange rate differences again. In this case, the balances on G/L exchange rate differences gain/loss accounts might not be accurate to the payment date and must be adjusted accordingly. End of the example. More Information

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Properties G/L Accounts Determination


Object

Properties

This window opens when you choose the Properties button in selection criteria windows.
Note

Note

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

Ignore Properties Ignores properties as business partner selection criteria. Link, Or, And Specify the logic link between the selected properties: And narrows the selection, so the selected business partners are only those containing all properties defined in the properties 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.
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.
Exchange Rate Differences Window

Execution Date Date up to which the exchange rate differences are calculated. Exchange Rate The exchange rate of the System Currency in Local Currency for the Execution Date.

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Details on Transactions Determine the following details regarding the exchange rate differences transactions you want to execute: Ref. 1 Specify the details you want to display in the Ref. 1 field of the transactions. Code Specify the required transaction code. The description of the selected code is displayed automatically in the Remarks field. To define a new transaction code, choose Financials Transaction Codes . Administration Setup

Remarks Enter a remark to display in the Remarks field in the journal entry. Auto. Remarks Automatically displays the text Exchange rate differences for <currency name> in the Remarks field of the journal entry. Auto Reverse Automatically creates a reverse transaction for the exchange rate differences transaction. In the Reversal Date field, you can specify the date for the reverse transaction. App. Select the transactions you want to execute. Balance Balance of the G/L account or business partner, calculated in local currency. Balance (FC) Balance of the G/L account or business partner, calculated in the G/L account/business partner currency (the mark of the currency displayed in the next column). Rate Rate set for calculating the difference. Difference Suggested difference calculated in LC for the journal entries recorded up to the date of execution. Save Saves the recommendations as a draft, without creating journal entries. More Information Reverse Transaction
Object

Exchange Rate Differences - Row Details

This window displays the exchange rate difference for the selected row. Code, Name The details of the G/L account or business partner to which this row refers. Currency The currency in which the exchange rate difference is calculated. Journal ID Entry number allocated by SAP Business One according to the selected numbering series. To display the journal

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entry for the selected row, click

ButtonLink

(ButtonLink) . Field: Balance, Balance (FC)

The balance of the selected G/L account/business partner displayed in the system currency and the foreign currency. These fields are maintained automatically. Rate Displays the rate of exchange between the system currency and the local currency on the date the transaction is carried out. 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.
Function

Conversion Differences

This function is relevant for companies whose defined system currency is different from the local currency. SAP Business One recommends making journal entries automatically for differences in system currency. 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. More Information Conversion Differences - 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. Prerequisites You have generated the Conversion Differences report. Procedure 1. In the header of the Conversion Differences window, specify the relevant details. 2. In the App. column in the table area, select the rows (transactions) you want to post.
Note

Note

Each row can refer to more than one transaction. To view the transactions behind a row, double-click the row. In the window that appears, you can define whether to include all the listed transactions in the conversion differences posting, or just some of them. The values in the recommended conversion differences transaction are updated accordingly.

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End of the note. 3. Choose Add.


Note

Note

If you are not sure whether or not to add transactions, you can choose Save to save the modified report for later processing. End of the note. Result A new transaction is added for each row selected. In the header of the Conversion Differences window, you can recognize the new transactions according to the details you assigned to them.
Note

Note

If you save the recommendations, no new transactions are added to the database. End of the note. More Information Conversion Differences
Object

Conversion Differences - Selection Criteria

Use this window to specify values for a conversion differences template. To open the window, choose Financials Conversion Differences .

After defining the template, you can view it in the Conversion Differences window.
Note

Note

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

Business Partner Select to calculate conversion differences for business partners. When this checkbox is cleared, all other fields pertaining to business partner selection criteria are not displayed. Properties Opens the Properties window, where you specify the required selection of properties. Your choices appear in the field next to this button. G/L Accounts

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Select to calculate conversion differences for G/L accounts. If the checkbox is cleared, the fields related to G/L accounts selection criteria are not displayed. The X column indicates a selected account or title. To select/clear accounts, click in the relevant row. To select/clear all rows, click the X appearing in the column header. The Account column displays the codes and names of the accounts. View details of each account by using the link appearing next to its code and name. Show Level Choose the account level to display in the table. Option 1 displays the highest level titles of the accounts. If you select a row in the table you actually select all the accounts appearing under this title. Execution Date Define the cut-off date for calculating conversion differences. Usually this is the end of the year or quarter. Ex. Rate Diff. Acct for Customers, Ex. Rate Diff. Acct for Vendors, Ex. Rate Diff. Acct for Accounts Define which of the conversion differences accounts SAP Business One should use to execute the automatic journal transaction. You can define different or identical accounts for customers, vendors, and 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. More Information Conversion Differences Properties
Object

Financials

G/L Accounts Determination

Conversion Differences Window

This window displays conversion differences templates according to your defined criteria.
Conversion Differences Window

Execution Date Displays the date until which conversion differences are calculated. 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. Ref. 1 Specify the details to display in the Ref. 1 field of the transactions.

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Code Choose the required transaction code. The description of the code is displayed automatically in the Remarks field. To define a new transaction code, choose Transaction Codes - Setup . Administration Setup Financials

Remarks Enter the remarks you want displayed in the Details field of the journal entry. Auto. Remarks Select to automatically display the text Conversion differences for (currency name) in the Details field of the journal entry. Auto Reverse Select to automatically create a reverse transaction for the conversion differences transaction, and enable the Reversal Date field, where you specify the date for the reverse transaction. App. Select the check box of each transaction you wish to execute. Code, Name The details of the G/L account or business partner to which this row refers. Balance (SC), Balance (LC) The balance of the G/L account or business partner, displayed in the system currency and the local currency. 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. This is the amount for the Differences transaction that will be generated. Add Creates the selected transactions and adds them to the database. Save Saves the recommendations displayed in this window as a draft, without creating journal entries. Reject All, Approve All Choose to clear the selection you made or to select all the transactions. More Information Conversion Differences
Object

Conversion Differences - Row Details

This window displays the conversion difference for the selected row. Code, Name The details of the G/L account or business partner to which this row refers. Exchange Rate Displays the rate of exchange between the system currency and the local currency on the date the transaction is carried out. Journal ID Entry number allocated by SAP Business One according to the selected numbering series. To display the journal entry for the selected row, click
ButtonLink

(ButtonLink) .

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Balance (SC), Balance (LC) The balance of the selected G/L account or business partner displayed in the system currency and the local currency. These fields are maintained automatically. 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.
Function

Amount Differences: Russia

Amount differences result from differing exchange rates for Conventional Units (CU). 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.
Note

Note

CUs are virtual currencies applied by businesses because of local currency fluctuations. 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, with minor fluctuations. End of the note. Because CUs are not real currencies, payments are realized in the local currency, even though transactions with the business partner are made in CUs. 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, you must calculate the amount differences and post them to the relevant accounts. To calculate amount differences, use the Amount Differences report. For more information on how to work with CUs, see Amount Differences - Procedure: RU. More Information Amount Differences - Selection Criteria
Object

Amount Differences - Selection Criteria

Use this window to specify selection criteria for the creation of amount differences transactions. To open the window, choose
Note

Financials

Amount Differences

Note

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

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Posting Date From...To Specify the posting date range for payments that you want to evaluate. Currency Specify the currency for which the option Is a Conventional Unit is set in the Currencies Setup. When this option is set, exchange rate differences are not calculated for this currency when a full payment is received on an invoice. Instead, use this report to determine the difference. BP Code From...To If you want to restrict the set of payments for which the report is generated, specify the code range for business partners. Properties Opens the Properties window, where you can specify business partner properties as selection criteria. Vendor Offset Account Specify the account to which amount differences resulting from A/P transactions are posted. Previous Report Opens a saved recommendation report. More Information Amount Differences Define Currencies: Russia
Object

Amount Differences - Row Details: RU

This window displays the transactions that are included for the selected row in the Amount Differences Window.
Note

Note

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

App. 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. Invoice Number Invoice posted in a conventional unit. Payment Number Payment that was made on the invoice. Payment Date

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Date of payment when the amount differences were realized. Revenue Account Used G/L account used when an A/R invoice was posted.
Note

Note

Relevant for A/R invoices only. End of the note. Tax in Revenue Account Used G/L account used for tax in revenue when an A/R invoice is posted.
Note

Note

Relevant for A/R invoices only. End of the note. More Information Amount Differences: Russia
Procedure

Amount Differences - Procedure: RU

This task explains how to work with conventional units and how to calculate amount differences. Procedure 1. First, you have to create a new currency that will be defined as a Conventional Unit. Choose Administration Definition General Ledger currency. Set the flag Is a Conventional Unit as active. For more information, see Define Currencies: Russia. 2. Next, you can issue Invoices (and its base or target marketing documents) in the defined conventional units. Any business partner participating in this type of transactions must be set as Multi-currency. 3. 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. According to its exchange rate, the marketing document will be posted to the system with the appropriate value in the Local Currency. 4. At the time of actual payment, you specify, on the appropriate line representing the invoice issued in conventional units, the value of Total Payment in conventional units the business partner (or you) is going to pay. In case of a full payment, this field stays unchanged, in case of a partial payment, you lower the value accordingly. 5. In the payment means window, you select the payment type and the currency the actual payment is going to be in (most likely in local currency). Next, you specify the amount to be paid, in the selected currency. Define Currencies and create a new

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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, the system calculates the exchange rated between these two currencies for this payment. 6. Next, you run the Amount Differences report (for more information, see Amount Differences - Selection Criteria: RU), which is going to calculate the amount differences. 7. Depending on the calculated amount differences and their relation to the transaction itself (receivables or payables), and depending on your selection of the transactions, the Amount Differences report will perform any necessary postings to the General Ledger.
Remarks

If you are using the On Shipment taxation method, amount differences influence VAT liabilities reported in the sales ledger. You have to post a manual journal entry to correct the VAT accordingly and then, if required, create a tax invoice based on this journal entry to register this change within the appropriate ledger.
Function

Control Account Reposting: Czech Republic, Hungary, Poland, Russia, Slovakia

This function creates a new journal entry from a posting on the control account. The application uses this for posting special accounts that are parallel to the control account; therefore, 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, for example, down payments to a business partner, in different rows of financial statements Prerequisites You need to specify a transaction code for each posting on the control account. You can do this by editing the journal entry that is behind the marketing document, for example, an A/P invoice. For more information, see Activities The system summarizes in the control account all transactions for specific business partners, specific transaction codes, and defined dates, and displays them in a window. You can still select or deselect individual transactions in the results. The system posts the sum of all selected transactions to source and target accounts. In financial statements: The source account should be under the same title as the control account (it decreases the balance of the control account). Target accounts should be presented under a different title than the control account.
Note

Financials

Journal Entry

Note

The Transaction Code field remains editable after transaction posting (for example, journal entry). If control account

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re-posting is performed you can still change the transaction code value for individual posting/journal entries. This action is not recommended because of inconsistency between transactions with a particular transaction code value and those with a re-posted amount. Additionally, a high level of inconsistency might occur if the control account reposting function is executed twice for the same transaction(s), but with a changed transaction code. End of the note. 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, if set, as follows: Account Debit side Credit side Source account -150 Target account -150 More Information Control Account Reposting - Selection Criteria Control Account Reposting - Execution
Object

Control Account Reposting - Selection Criteria

Use this window to specify details for control account reposting.


Note

Note

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

BP

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Displays business partners in the report.


Note

Note

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

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Note

Note

Double-click a table row to display all transactions for a specific business partner. You can then select the individual transactions that the system should consider for that partner. End of the note.
Function

Control Account Reposting - Execution: Czech Republic, Hungary, Poland, Russia,

Slovakia

SAP Business One performs journal entry posting of selected transactions. 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.
Note

Note

The Transaction Code field remains editable after transaction posting (for example, journal entry). If control account re-posting is performed, you can still change the transaction code value for individual posting/journal entries. This action is not recommended because of inconsistency between transactions with a particular transact