Introduction:

Master Data and Documents

SAP Business One
Version 10.0

PUBLIC
Objectives

At the end of this topic, you will be able to:

 View a customer record
 Explain the concept of master data
 Create and change a document

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2

Master Data Concept

Business Partners

 Contact Persons
 Addresses
 Payment Terms
 Price lists
 Accounting Data

Items

 Inventory accounting
 Warehouses
 Units of Measure
 Item Groups
 Item Properties
 Price lists

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 3

3 Types of Business Partners

Customers – used in sales process

Vendors – used in purchasing process

Leads – used in sales process to represent prospects.

All three represented by a business partner master data record

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 4

Finding Master Data

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 5

Configuration Data

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 6

Marketing Documents

Document Type
General Business Partner No.
Name Status
Document
Contact Person Posting Date
Data
Contents Logistics Accounting Attachments
Document Item/Service
Content 1 Item/Cat. No.Quantity Ship to
2 Pay to Journal Remark
Shipping Type Payment Terms
… Tax Information

General Information Buyer/Sales Person Total Before Disc.

% Discount
(Footer) …
Remarks
Total Payment Due

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 7

 Row Type in Marketing Documents

Contents

Select Type Item No. Item Description Quantity Price Total (LC)
A1005 Color Printer 1 214,76 214,76
A1006 Ink Jet Printer 1 99,99 99,95
T The item A1006 will sell out soon!
S Subtotal Printers 314,71
Form Settings A1001 Black Cartridge 10 7,50 75,00
Table Format
A1006 Color Cartridge 10 9,10 91,00
S Subtotal Cartridges 166,00

In the Sales and Purchasing documents, you can

choose a row type. Total before Discount 480,71

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 8

Draft Documents

 Save documents as a draft before adding to

database.
 You can makes changes or enter missing
information before adding as regular
document.
 Drafts can be used as templates.
 You can display a list of drafts for
processing.

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 9

Creating related documents

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 10

 Relationship Map
 View relationships
between documents in
the relationship map.
 The entry point to the
relationship map has a
yellow title background.
 Double-click on any icon
to open a document.
 Different views can be
selected in the selection
box.

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 11

Reference an unrelated document

1
3

4
© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 12
Drag & Relate

Drag & Relate

ItemMaster
Item MasterData
Data
Item Number M00001
Sales / AR
M00001 Description Mouse Pad
Sales Quotation
Sales Quotation Details Item Type Items
Sales Order Item Group Accessories
Price List 01 Purchase Price List
Sales Order Details
Delivery
Delivery Details
Return Request
…

List of all quotations for item M00001

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 13

Summary

Here are some key points:

 Creating documents from master data increases productivity, ensures data consistency,
and reduces errors
 Three types of business partner master data: vendor, lead and customer.
 Marketing documents share a common structure.
 Marketing documents can be saved as drafts.
 You can easily copy the information in a marketing document to another document.
 Copied documents are linked and their connections can be viewed in a relationship
map.
 Drag & Relate is a quick way to create ad hoc reports.

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 14

© 2020 SAP SE or an SAP affiliate company. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company.

The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components
of other software vendors. National product specifications may vary.

These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated
companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are
set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release
any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and
platforms, directions, and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The
information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various
risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements,
and they should not be relied upon in making purchasing decisions.

SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company)
in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies.

See http://global.sap.com/corporate-en/legal/copyright/index.epx for additional trademark information and notices.