Sales Module User Manual

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SAP Business One

Sales Module
(User Manual)

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Table of Contents
1.Introduction 3
1.1 Purpose 3
1.2Getting Started 3
2.Using Sales Module 4
2.1 Sales Quotation 6
2.2 Sales Order 9
2.3 Delivery 12
2.4 A/R Down payment Invoice 16
2.5 Outgoing Excise Invoice 19
2.7 Goods Return 22
2.8 A/R Invoice 25
2.9 A/R Credit Memo 28
3.Reports 32

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1. Introduction
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.

1.1 Purpose
The purpose of the user guide is to provide general information to the end users and consultants about
how Sales Module works. The Sales Module on a whole is a complete user friendly product for
maintaining the all Sales Process of any type of company with all its screens designed with a dash and
panache.

This document (User Manual) is compiled on the basis of SAP B1 implementation based on the
discussions held with THRIVE selected employees during the analysis phase, and it is also tried to
implement Best Practices that are offered by the SAP B 1.

1.2 Getting Started

To work on Sales Module:

1. Open SAP B1.

2. Select Sales from the SAP Business main menu to display all the Sales relevant Screens.

Logging into SAP B1

1. Double click on the sap B1 icon on your desktop or.
2. Enter the user name and password.
3. For the first time you are logging into to sap b1 in that system
a. Click on change company
b. Select the database from the list of databases.
c. Enter the user name and password

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2. Using Sales Module

The Sales A/R module covers the entire sales process from creating quotations for customers and
interested parties to invoicing, creating document drafts, and printing. SAP Business One provides you
with a large range of sales documents. Each document refers to a different stage in the sales process.

SAP Business One supports the following Sales documents:

Sales Quotation
Sales Order
Delivery
Outgoing Excise Invoice
Goods Return
A/R Down Payment Invoice
A/R Invoice
A/R Credit Memo

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Sales Process

Sales Quotation

Sales Order(10Q*100/-) A/R DownPyment

Invoice(50)

Delivery(9)

Any Goods Yes

Returns(3) Goods Returns(3)

No

A\R Invoice (6*50)

No Any Return Yes

Receipts after Invoice A\R credit Memo

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The Sales module in SAP Business One:

Describes the documents and functions used in the Sales process

Follows the changes in inventory during the Sales process

2.1. Sales Quotation:

Create the sales quotation document as a form of offer or proposal that you send either to a
customer, or to a lead.

The sales quotation as it is displayed in SAP Business One is not a legally binding document. It is
generally used for information purposes only, and can be the first link in the sales process chain.

Entering a quotation does not result in any postings that alter quantities or values in the inventory
management or accounting.

To access the window, choose Sales A/R Sales Quotation.

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Field Activity / Description

Sales Quotation General Area: Use this area to enter general information relevant to all items in the
document.
Customer Code Select the Customer Code. Press Tab and select from the list of Customers
Customer Name Select the Customer Name. Press Tab and select from the list of Customers
Contact Person Name of the default contact person as defined in the business partner master
data.
Customer. Ref. No Customer reference number, if available.
No. Field on the left: name of the numbering series.
Specify a series.
Next field: Sales order number.
Field on the right: the additional Sales order number, if defined. If you choose the
manual series, enter the document number.
Status Open
You can draw the document completely or partially to a higher level document.
Open Printed
You printed the document and left it open.
Cancelled: You cancelled the document manually.
Closed: You closed the document manually, or SAP Business One closed it
automatically when you drew it to another document.
Draft: The document is still a draft.
Posting Date Specify the posting date.
Valid Until Specify the Validity date of the Quotation, by default it will be one month
Document Date Document date of the Sales order. The default value is the current date.
Sales Employee Choose a sales employee who initiated the sales document
Remarks Specify if any Remarks are there
Discount Discount %
In the field on the left, specify the percentage of the discount for the whole Sales
order.
The field on the right displays the amount of the discount.
Sequence Select the type of Document i.e. Import / Export/SEZ/Branch..
Rounding Rounding
This field appears if the rounding method is defined as By Currency in,
Administration System Initialization Document Settings General.
When the total amount of the document is rounded according to the rounding
method determined by the currency, the difference between the original amount
and the rounded amount appears in this field.
Freight This field appears only if Manage Freight in Documents is selected in,
Administration System Initialization Document Settings General.
You can define freight for the Sales order. To open the Freight Charges window

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and to view the corresponding freight, click (Link Arrow).

Tax Tax amount for the Sales order calculated according to the tax definitions.
Total Total amount of the Sales Quotation including tax, freight, and discounts.
Sales Quotation Contents Tab: Use this tab to enter items or services that the company Saless from,
and returns to, Customers, if required. The Contents tab is identical in all the Sales documents.
Item / Service Choose one of the following options:
Type Item to create a Sales document for items defined in the Inventory module.
Service to create a Sales document for a service, such as a one-time consultation,
that has not been defined as an item in SAP Business One.
The table view on this tab is different for each option.
Item No Specify the item number, Press TAB and select the Item from the list of Items.
Item Description Specify the item Description, Press TAB and select the Item Description from the
list of Items.
Quantity Specify the Quantity to be ordered.
UOM Displayed UOM as entered in Item Master Data.
Unit Price Item price from the default price list, before any discount.
Discount % Percent of discount granted for the item.
Tax Code Default tax code linked to the Customer in the business partner master data. If
required, choose a different tax code.
Whse Specify the storage Location
Total Displays the total amount of the row in the relevant currency. The amount is
calculated as follows: Total = Unit Price x Quantity x Discount.
Profit Center Specify the Location, (Report Purpose)
Sales Quotation Logistics Tab: This tab contains details regarding the logistics aspects of a Sales order.
Ship To Address defined for the warehouse linked to the Contents tab. To change an
address component, click the address field. In the Address Component window,
specify the address component. The system updates the address only for this
marketing document; it does not affect the warehouse address, the user defaults
address, or the company details address.
Bill To Customer default pay-to address as defined in the business partner master data.
To change an address component, click the address field. In the Address
Component window, specify the address component. The system updates the
address only for this marketing document; it does not affect the business partner
master data.
Shipping Type Specify the Transporting Type

Sales Quotation Accounts Tab: This tab contains information regarding the financial aspect of a Sales
order.
Journal Remark By default, displays Sales Quotation XXX, where XXX is the Customer code.
Change this content, if required. If you manage perpetual inventory, enter the
journal entry.
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Payment Terms Payment terms approved by the Customer and defined in the business partner
master data.
Payment Method Specify the payment method approved by the Customer and defined in the
business partner master data.
BP Project Specify a project name linked to the Customer in the business partner master data.
Sales Quotation Tax Tab: Use this tab to specify sales tax information relevant for reports.
Tax Information Click (Browse) to open the Tax Information window for viewing or modifying tax
details.
Transaction Specify a transaction category.
Category
Form No Specify the form number.

2.2 Sales Order:

The Sales Order is a commitment from a customer or leads to buy a product or service. It is a document
that is used as a foundation for planning production orders or purchase orders.

Steps to create Sales order document:

1. From the SAP Business One Main Menu, choose Sales A/R and choose Sales order
2. The required document appears.

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Field Activity / Description

Sales Order General Area: Use this area to enter general information relevant to all items in the
document.
Customer Code Select the Customer Code. Press Tab and select from the list of Customers
Customer Name Select the Customer Name. Press Tab and select from the list of Customers
Contact Person Name of the default contact person as defined in the business partner master
data.
Customer. Ref. No Customer reference number, if available.
No. Field on the left: name of the numbering series.
Specify a series.
Next field: Sales order number.
Field on the right: the additional Sales order number, if defined. If you choose the
manual series, enter the document number.
Status Open: You can draw the document completely or partially to a higher level
document.
Open Printed
You printed the document and left it open.
Cancelled: You cancelled the document manually.
Closed: You closed the document manually, or SAP Business One closed it
automatically when you drew it to another document.
Draft: The document is still a draft.
Posting Date Specify the posting date.
Delivery Date Specify the Due/Delivery Date
Document Date Document date of the Sales order. The default value is the current date.
Sales Employee Choose a sales employee who initiated the sales document
Remarks Specify if any Remarks are there
Discount Discount %
In the field on the left, specify the percentage of the discount for the whole Sales
order.
The field on the right displays the amount of the discount.
Sequence Select the type of Document i.e. Import / Export/SEZ/Branch..
Rounding Rounding
This field appears if the rounding method is defined as By Currency in,
Administration System Initialization Document Settings General.
When the total amount of the document is rounded according to the rounding
method determined by the currency, the difference between the original amount
and the rounded amount appears in this field.
Freight This field appears only if Manage Freight in Documents is selected in,
Administration System Initialization Document Settings General.
You can define freight for the Sales order. To open the Freight Charges window

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and to view the corresponding freight, click (Link Arrow).

Tax Tax amount for the Sales order calculated according to the tax definitions.
Total Total amount of the Sales Quotation including tax, freight, and discounts.
Sales Quotation Contents Tab: Use this tab to enter items or services that the company Saless from,
and returns to, Customers, if required. The Contents tab is identical in all the Sales documents.
Item / Service Choose one of the following options:
Type Item to create a Sales document for items defined in the Inventory module.
Service to create a Sales document for a service, such as a one-time consultation,
that has not been defined as an item in SAP Business One.
The table view on this tab is different for each option.
Item No Specify the item number, Press TAB and select the Item from the list of Items.
Item Description Specify the item Description, Press TAB and select the Item Description from the
list of Items.
Quantity Specify the Quantity to be ordered.
UOM Displayed UOM as entered in Item Master Data.
Unit Price Item price from the default price list, before any discount.
Discount % Percent of discount granted for the item.
Tax Code Default tax code linked to the Customer in the business partner master data. If
required, choose a different tax code.
Whse Specify the storage Location
Total Displays the total amount of the row in the relevant currency. The amount is
calculated as follows: Total = Unit Price x Quantity x Discount.
Profit Center Specify the Location, (Report Purpose)
Sales Order Logistics Tab: This tab contains details regarding the logistics aspects of a Sales order.
Ship To Address defined for the warehouse linked to the Contents tab. To change an
address component, click the address field. In the Address Component window,
specify the address component. The system updates the address only for this
marketing document; it does not affect the warehouse address, the user defaults
address, or the company details address.
Bill To Customer default pay-to address as defined in the business partner master data.
To change an address component, click the address field. In the Address
Component window, specify the address component. The system updates the
address only for this marketing document; it does not affect the business partner
master data.
Shipping Type Specify the Transporting Type

Sales Order Accounts Tab: This tab contains information regarding the financial aspect of a Sales order.
Journal Remark By default, displays Sales Quotation XXX, where XXX is the Customer code.
Change this content, if required. If you manage perpetual inventory, enter the
journal entry.
Payment Terms Payment terms approved by the Customer and defined in the business partner
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master data.
Payment Method Specify the payment method approved by the Customer and defined in the
business partner master data.
BP Project Specify a project name linked to the Customer in the business partner master data.
Required Date An informative field to indicate the date on which the goods should leave the
Customer's site, in order to arrive at the company's site by the Delivery date.
Sales Order Tax Tab: Use this tab to specify sales tax information relevant for reports.
Tax Information Click (Browse) to open the Tax Information window for viewing or modifying tax
details.
Transaction Specify a transaction category.
Category
Form No Specify the form number.

Result :

When you add sales order in SAP Business One, no value-based changes are posted in the
Accounting system. However, the order quantities are listed in inventory management. You can
view the ordered quantities in various reports and windows, such as the Inventory Status report
and the Item Master Data window.

2.1 Delivery:
The Delivery is a legally binding document indicating that the shipment of goods or the delivery of
services has occurred hence it cant be modified once created.

Without any base document also user can raise delivery document with corresponding details in
respective fields.

Steps to create Delivery document:

From the SAP Business One Main Menu, choose Sales A/R and choose delivery, required
document appears.

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Field Activity / Description

Delivery General Area: Use this area to enter general information relevant to all items in the document.
Customer Code Select the Customer Code. Press Tab and select from the list of Customers
Customer Name Select the Customer Name. Press Tab and select from the list of Customers
Contact Person Name of the default contact person as defined in the business partner master
data.
Customer. Ref. No Customer reference number, if available.
No. Field on the left: name of the numbering series.
Specify a series.
Next field: Sales order number.
Field on the right: the additional Sales order number, if defined. If you choose the
manual series, enter the document number.
Status Open: You can draw the document completely or partially to a higher level
document.
Open Printed
You printed the document and left it open.
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Cancelled: You cancelled the document manually.

Closed: You closed the document manually, or SAP Business One closed it
automatically when you drew it to another document.
Draft: The document is still a draft.
Posting Date Specify the posting date.
Delivery Date Specify the date on which you want to Deliver the items.
Document Date Document date of the Sales order. The default value is the current date.
Transporter Specify the Transporter Name
Sales Employee Choose a sales employee who initiated the sales document
Remarks Specify if any Remarks are there
Discount Discount %
In the field on the left, specify the percentage of the discount for the whole Sales
order. The field on the right displays the amount of the discount.
Sequence Select the type of PO i.e. Import / Export/SEZ/Branch..
Rounding Rounding
This field appears if the rounding method is defined as By Currency in,
Administration System Initialization Document Settings General.
When the total amount of the document is rounded according to the rounding
method determined by the currency, the difference between the original amount
and the rounded amount appears in this field.
Freight This field appears only if Manage Freight in Documents is selected in,
Administration System Initialization Document Settings General.
You can define freight for the Sales order. To open the Freight Charges window
and to view the corresponding freight, click (Link Arrow).
Tax Tax amount for the Sales order calculated according to the tax definitions.
Total Total amount of the Sales order including tax, freight, and discounts.
Delivery Contents Tab: Use this tab to enter items or services that the company Sales from, and
returns to, Customers, if required. The Contents tab is identical in all the Sales documents.
Item / Service Choose one of the following options:
Type Item to create a Sales document for items defined in the Inventory module.
Service to create a Sales document for a service, such as a one-time consultation,
that has not been defined as an item in SAP Business One.
The table view on this tab is different for each option.
Item No Specify the item number, Press TAB and select the Item from the list of Items.
Item Description Specify the item Description, Press TAB and select the Item Description from the
list of Items.
Quantity Specify the Quantity to be ordered.
UOM Displayed UOM as entered in Item Master Data.
Unit Price Item price from the default price list, before any discount.
Discount % Percent of discount granted for the item.

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Tax Code Default tax code linked to the Customer in the business partner master data. If
required, choose a different tax code.
Whse Specify the storage Location
Total Displays the total amount of the row in the relevant currency. The amount is
calculated as follows: Total = Unit Price x Quantity x Discount.
Profit Center Specify the Location, (Report Purpose)
Delivery Logistics Tab: This tab contains details regarding the logistics aspects of a Sales order.
Ship To Address defined for the warehouse linked to the Contents tab. To change an
address component, click the address field. In the Address Component window,
specify the address component. The system updates the address only for this
marketing document; it does not affect the warehouse address, the user defaults
address, or the company details address.
Bill To Customer default pay-to address as defined in the business partner master data.
To change an address component, click the address field. In the Address
Component window, specify the address component. The system updates the
address only for this marketing document; it does not affect the business partner
master data.

Delivery Accounts Tab: This tab contains information regarding the financial aspect of a Sales order.
Journal Remark By default, displays Sales Orders XXX, where XXX is the Customer code. Change
this content, if required. If you manage perpetual inventory, enter the journal
entry.
Payment Terms Payment terms approved by the Customer and defined in the business partner
master data.
Payment Method Specify the payment method approved by the Customer and defined in the
business partner master data.
BP Project Specify a project name linked to the Customer in the business partner master data.
Delivery Tax Tab: Use this tab to specify sales tax information relevant for reports.
Tax Information Click (Browse) to open the Tax Information window for viewing or modifying tax
details.
Transaction Specify a transaction category.
Category
Form No Specify the form number.

Result :

Receives the goods into the warehouse, updates the quantities and creates an accounting journal if
you manage the perpetual inventory.

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The following entry is posted in the journal entry:

S.No G\L Account Debit Credit

1. Finished Goods Cost Of Goods Sold -----------

2. Raw Materials -------------------

2.3 A/R Down payment Invoice:

When the company needs to create a down payment invoice for a customer, use the A/R down
payment invoice to document this payment.

The A/R down payment invoice is actually an invoice that is cleared by an incoming payment.
Compared with the A/R invoice, the A/R down payment invoice creates a posting in the Accounting
system but has no influence on stock accounting values and quantities.

To access the window, choose Sales A/R A/R Down Payment Invoice.

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Field Activity / Description

A/R DownPyment General Area: Use this area to enter general information relevant to all items in the
document.
Customer Code Select the Customer Code. Press Tab and select from the list of Customers
Customer Name Select the Customer Name. Press Tab and select from the list of Customers
Contact Person Name of the default contact person as defined in the business partner master
data.
Customer. Ref. No Customer reference number, if available.
No. Field on the left: name of the numbering series. Specify a series.
Next field: Sales order number.
Field on the right: the additional Sales order number, if defined. If you choose the
manual series, enter the document number.
Status Open: You can draw the document completely or partially to a higher level
document.
Open Printed
You printed the document and left it open.
Cancelled: You cancelled the document manually.
Closed: You closed the document manually, or SAP Business One closed it
automatically when you drew it to another document.
Draft: The document is still a draft.
Posting Date Specify the posting date.
Due Date Specify the date on which you want to receive the items.
Document Date Document date of the Sales order. The default value is the current date.
Remarks Specify if any Remarks are there
Sales Employee Choose a sales employee who initiated the sales document
DPM % Enter the percentage of discount in the field on the left.
The field on the right displays the discount amount. If required, you can change
the values of these fields.
Sequence Select the type of PO i.e. Import / Export/..
Rounding Rounding
This field appears if the rounding method is defined as By Currency in,
Administration System Initialization Document Settings General.
When the total amount of the document is rounded according to the rounding
method determined by the currency, the difference between the original amount
and the rounded amount appears in this field.
Freight This field appears only if Manage Freight in Documents is selected in,
Administration System Initialization Document Settings General.
You can define freight for the Sales order. To open the Freight Charges window
and to view the corresponding freight, click (Link Arrow).
% DPM In the field on the left, enter the down payment as a percentage rate. The field on
the right displays the down payment amount.
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Tax Tax amount for the Sales order calculated according to the tax definitions.
Paid/Credited Displays the amount of the A/R down payment invoice copied to a payment
document or to a credit memo.
Balance Due Displays the open amount of the A/R down payment document.

This is the amount that has not been paid or credited yet.
A/R Down Payment Contents Tab: Use this tab to enter items or services that the company Saless
from, and returns to, Customers, if required. The Contents tab is identical in all the Sales documents.
Item / Service Choose one of the following options:
Type Item to create a Sales document for items defined in the Inventory module.
Service to create a Sales document for a service, such as a one-time consultation,
that has not been defined as an item in SAP Business One.
The table view on this tab is different for each option.
Item No Specify the item number, Press TAB and select the Item from the list of Items.
Item Description Specify the item Description, Press TAB and select the Item Description from the
list of Items.
Quantity Specify the Quantity to be ordered.
UOM Displayed UOM as entered in Item Master Data.
Unit Price Item price from the default price list, before any discount.
Discount % Percent of discount granted for the item.
Tax Code Default tax code linked to the Customer in the business partner master data. If
required, choose a different tax code.
Whse Specify the storage Location
Total Displays the total amount of the row in the relevant currency. The amount is
calculated as follows: Total = Unit Price x Quantity x Discount.
Profit Center Specify the Location, (Report Purpose)
A/R Down Payment Logistics Tab: This tab contains details regarding the logistics aspects of a Sales
order.
Ship To Address defined for the warehouse linked to the Contents tab. To change an
address component, click the address field. In the Address Component window,
specify the address component. The system updates the address only for this
marketing document; it does not affect the warehouse address, the user defaults
address, or the company details address.
Bill To Customer default pay-to address as defined in the business partner master data.
To change an address component, click the address field. In the Address
Component window, specify the address component. The system updates the
address only for this marketing document; it does not affect the business partner
master data.

A/R DownPyment Accounts Tab: This tab contains information regarding the financial aspect of a
Sales order.
Journal Remark By default, displays Sales Orders XXX, where XXX is the Customer code. Change
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this content, if required. If you manage perpetual inventory, enter the journal
entry.
Payment Block Select this option to define the document as blocked so that it will not be included
in the payment wizard run.
Max. Cash Select to calculate the discount in the payment run, even if its due date has already
Discount expired.
Payment Terms Payment terms approved by the Customer and defined in the business partner
master data.
Payment Method Specify the payment method approved by the Customer and defined in the
business partner master data.
BP Project Specify a project name linked to the Customer in the business partner master data.
A/R DownPyment Tax Tab: Use this tab to specify sales tax information relevant for reports.
Tax Information Click (Browse) to open the Tax Information window for viewing or modifying tax
details.
Transaction Specify a transaction category.
Category
Form No Specify the form number.

The Following entry will be posted in the Journal Entry:

S.No G\L Account Debit Credit

1. Customer -----------
2. Tax Payable -------------------
3 DownPyment Clearing A/C -------------------

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2.4 Outgoing Excise Invoice:

Outgoing Excise Invoice is used to create an Outgoing Excise Invoice based on delivery if the goods
and warehouse are excisable.

Select the Particular Vendor and use Copy From option to copy the delivery to outgoing Excise
Invoice

Field Activity / Description

General Area: Use this area to enter general information relevant to all items in the document.
Customer Code Select the BP Code. Press Tab and select from the list of Customers
Customer Name Select the Customer Name. Press Tab and select from the list of Customers
Contact Person Name of the default contact person as defined in the business partner master data.
Excise. Ref. No Specify the excise invoice number.
No. Field on the left: name of the numbering series.
Specify a series.

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Next field: Sales order number.

Field on the right: the additional Sales order number, if defined. If you choose the
manual series, enter the document number.
Status Open: You can draw the document completely or partially to a higher level
document.
Open Printed
You printed the document and left it open.
Cancelled: You cancelled the document manually.
Closed: You closed the document manually, or SAP Business One closed it
automatically when you drew it to another document.
Draft: The document is still a draft.
Posting Date Specify the posting date.
Excise Ref Date Specify the date on which you want to receive the items.
Excise Removal Document date of the Sales order. The default value is the current date.
Date
Remarks Specify if any Remarks are there
Sequence Select the type of PO i.e. Import / Export/..
Contents Tab: Use this tab to enter items or services that the company Saless from, and returns to,
Customers, if required. The Contents tab is identical in all the Sales documents.
Item / Service Choose one of the following options:
Type Item to create a Sales document for items defined in the Inventory module.
Service to create a Sales document for a service, such as a one-time consultation,
that has not been defined as an item in SAP Business One.
The table view on this tab is different for each option.
Item No Specify the item number, Press TAB and select the Item from the list of Items.
Item Description Specify the item Description, Press TAB and select the Item Description from the list
of Items.
Quantity Specify the Quantity to be ordered.
UOM Displayed UOM as entered in Item Master Data.
Unit Price Item price from the default price list, before any discount.
Discount % Percent of discount granted for the item.
Tax Code Default tax code linked to the Customer in the business partner master data. If
required, choose a different tax code.
Whse Specify the storage Location
Total Displays the total amount of the row in the relevant currency. The amount is
calculated as follows: Total = Unit Price x Quantity x Discount.
Profit Center Specify the Location, (Report Purpose)
Wtax Liable Indicates whether withholding tax applies in this document.
Logistics Tab: This tab contains details regarding the logistics aspects of a Sales order.
Ship To Address defined for the warehouse linked to the Contents tab. To change an address
component, click the address field. In the Address Component window, specify the

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address component. The system updates the address only for this marketing
document; it does not affect the warehouse address, the user defaults address, or
the company details address.
Bill To Customer default pay-to address as defined in the business partner master data. To
change an address component, click the address field. In the Address Component
window, specify the address component. The system updates the address only for
this marketing document; it does not affect the business partner master data.

Accounts Tab: This tab contains information regarding the financial aspect of a Sales order.
Journal Remark By default, displays Sales Orders XXX, where XXX is the Customer code. Change this
content, if required. If you manage perpetual inventory, enter the journal entry.
BP Project Specify a project name linked to the Customer in the business partner master data.
Tax Tab: Use this tab to specify sales tax information relevant for reports.
Tax Information Click (Browse) to open the Tax Information window for viewing or modifying tax
details.
Transaction Specify a transaction category.
Category
Form No Specify the form number.

Result:
The following entry is posted in the journal entry:

S. No. G\L Account Debit Credit

1. Excise duty payable ------------

2. Education Cess payable ------------

3. Secondary Education cess payable ------------

4. Additional duty payable (If applicable) ------------

5. Outgoing Excise Offset account ------------

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2.5 Goods Return:

The goods return function is used to return delivered goods from a Customer.

Field Activity / Description

General Area: Use this area to enter general information relevant to all items in the document.
Customer Code Select the Customer Code. Press Tab and select from the list of Customers
Customer Name Select the Customer Name. Press Tab and select from the list of Customers
Contact Person Name of the default contact person as defined in the business partner master
data.
Customer. Ref. No Customer reference number, if available.
No. Field on the left: name of the numbering series.
Specify a series.
Next field: Sales order number.
Field on the right: the additional Sales order number, if defined. If you choose the

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manual series, enter the document number.

Status Open: You can draw the document completely or partially to a higher level
document.
Open Printed
You printed the document and left it open.
Cancelled: You cancelled the document manually.
Closed: You closed the document manually, or SAP Business One closed it
automatically when you drew it to another document.
Draft: The document is still a draft.
Posting Date Specify the posting date.
Delivery Date Specify the date on which you want to Deliver the items.
Document Date Document date of the Sales order. The default value is the current date.
Transporter Specify the Transporter Name
Sales Employee Choose a sales employee who initiated the sales document
Remarks Specify if any Remarks are there
Discount Discount %
In the field on the left, specify the percentage of the discount for the whole Sales
order. The field on the right displays the amount of the discount.
Sequence Select the type of PO i.e. Import / Export/SEZ/Branch..
Rounding Rounding
This field appears if the rounding method is defined as By Currency in,
Administration System Initialization Document Settings General.
When the total amount of the document is rounded according to the rounding
method determined by the currency, the difference between the original amount
and the rounded amount appears in this field.
Freight This field appears only if Manage Freight in Documents is selected in,
Administration System Initialization Document Settings General.
You can define freight for the Sales order. To open the Freight Charges window
and to view the corresponding freight, click (Link Arrow).
Tax Tax amount for the Sales order calculated according to the tax definitions.
Total Total amount of the Sales order including tax, freight, and discounts.
Contents Tab: Use this tab to enter items or services that the company Sales from, and returns to,
Customers, if required. The Contents tab is identical in all the Sales documents.
Item / Service Choose one of the following options:
Type Item to create a Sales document for items defined in the Inventory module.
Service to create a Sales document for a service, such as a one-time consultation,
that has not been defined as an item in SAP Business One.
The table view on this tab is different for each option.
Item No Specify the item number, Press TAB and select the Item from the list of Items.
Item Description Specify the item Description, Press TAB and select the Item Description from the
list of Items.
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Quantity Specify the Quantity to be ordered.

UOM Displayed UOM as entered in Item Master Data.
Unit Price Item price from the default price list, before any discount.
Discount % Percent of discount granted for the item.
Tax Code Default tax code linked to the Customer in the business partner master data. If
required, choose a different tax code.
Whse Specify the storage Location
Total Displays the total amount of the row in the relevant currency. The amount is
calculated as follows: Total = Unit Price x Quantity x Discount.
Profit Center Specify the Location, (Report Purpose)
Logistics Tab: This tab contains details regarding the logistics aspects of a Sales order.
Ship To Address defined for the warehouse linked to the Contents tab. To change an
address component, click the address field. In the Address Component window,
specify the address component. The system updates the address only for this
marketing document; it does not affect the warehouse address, the user defaults
address, or the company details address.
Bill To Customer default pay-to address as defined in the business partner master data.
To change an address component, click the address field. In the Address
Component window, specify the address component. The system updates the
address only for this marketing document; it does not affect the business partner
master data.

Accounts Tab: This tab contains information regarding the financial aspect of a Sales order.
Journal Remark By default, displays Sales Orders XXX, where XXX is the Customer code. Change
this content, if required. If you manage perpetual inventory, enter the journal
entry.
Payment Terms Payment terms approved by the Customer and defined in the business partner
master data.
Payment Method Specify the payment method approved by the Customer and defined in the
business partner master data.
BP Project Specify a project name linked to the Customer in the business partner master data.
Tax Tab: Use this tab to specify sales tax information relevant for reports.
Tax Information Click (Browse) to open the Tax Information window for viewing or modifying tax
details.
Transaction Specify a transaction category.
Category
Form No Specify the form number.

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2.6 A/R Invoice

The invoice is a legally binding document. When an invoice is received, the postings are made to the
related customer accounts in the Accounting system. If a delivery did not precede the invoice and you
sell the warehouse items, stock quantities are also updated accordingly when you issue the invoice.

If you create an invoice without reference to the delivery, the system automatically posts changes to the
stock. In other words, if a delivery already exists for the transaction and you create an invoice without
reference to this delivery, errors can occur in inventory management because the delivery quantity is
posted twice in the system

Steps to create A\R Invoice document:

1. From the SAP Business One Main Menu, choose Sales A/R and choose A\R Invoice, required
document appears.

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Field Activity / Description

Sales Invoice General Area: Use this area to enter general information relevant to all items in the
document.
Customer Code Select the Customer Code. Press Tab and select from the list of Customers
Customer Name Select the Customer Name. Press Tab and select from the list of Customers
Contact Person Name of the default contact person as defined in the business partner master
data.
Customer. Ref. No Customer reference number, if available.
No. Field on the left: name of the numbering series.
Specify a series.
Next field: Sales order number.
Field on the right: the additional Sales order number, if defined. If you choose the
manual series, enter the document number.
Status Open: You can draw the document completely or partially to a higher level
document.
Open Printed
You printed the document and left it open.
Cancelled: You cancelled the document manually.
Closed: You closed the document manually, or SAP Business One closed it
automatically when you drew it to another document.
Draft: The document is still a draft.
Posting Date Specify the posting date.
Due Date Specify the date on which you want to receive the items.
Document Date Document date of the Sales order. The default value is the current date.
Remarks Specify if any Remarks are there
Discount Discount %
In the field on the left, specify the percentage of the discount for the whole Sales
order. The field on the right displays the amount of the discount.
Sequence Select the type of PO i.e. Import / Export/..
Total Down Amount drawn from the paid down payment invoices or down payment requests.
Payment This amount is subtracted from the total amount of the invoice. Choose to open
the Down Payment to Draw window, which displays the details of the amount
displayed in this field.
Rounding Rounding
This field appears if the rounding method is defined as By Currency in,
Administration System Initialization Document Settings General.
When the total amount of the document is rounded according to the rounding
method determined by the currency, the difference between the original amount
and the rounded amount appears in this field.
Freight This field appears only if Manage Freight in Documents is selected in,
Administration System Initialization Document Settings General.
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You can define freight for the Sales order. To open the Freight Charges window
and to view the corresponding freight, click (Link Arrow).
Tax Tax amount for the Sales order calculated according to the tax definitions.
Total Payment Due Total amount of the Sales order including tax, freight, and discounts.
Paid/Credited Displays the amount of the A/R invoice that was copied to a payment document or
to a credit memo.
Balance Due Displays the open amount of the A/R invoice.
This is the amount that has not been paid or credited yet.
Sales Invoice Contents Tab: Use this tab to enter items or services that the company Saless from, and
returns to, Customers, if required. The Contents tab is identical in all the Sales documents.
Item / Service Choose one of the following options:
Type Item to create a Sales document for items defined in the Inventory module.
Service to create a Sales document for a service, such as a one-time consultation,
that has not been defined as an item in SAP Business One.
The table view on this tab is different for each option.
Item No Specify the item number, Press TAB and select the Item from the list of Items.
Item Description Specify the item Description, Press TAB and select the Item Description from the
list of Items.
Quantity Specify the Quantity to be ordered.
UOM Displayed UOM as entered in Item Master Data.
Unit Price Item price from the default price list, before any discount.
Discount % Percent of discount granted for the item.
Tax Code Default tax code linked to the Customer in the business partner master data. If
required, choose a different tax code.
Whse Specify the storage Location
Total Displays the total amount of the row in the relevant currency. The amount is
calculated as follows: Total = Unit Price x Quantity x Discount.
Profit Center Specify the Location, (Report Purpose)
Sales Invoice Logistics Tab: This tab contains details regarding the logistics aspects of a Sales order.
Ship To Address defined for the warehouse linked to the Contents tab. To change an
address component, click the address field. In the Address Component window,
specify the address component. The system updates the address only for this
marketing document; it does not affect the warehouse address, the user defaults
address, or the company details address.
Bill To Customer default pay-to address as defined in the business partner master data.
To change an address component, click the address field. In the Address
Component window, specify the address component. The system updates the
address only for this marketing document; it does not affect the business partner
master data.

Sales Invoice Accounts Tab: This tab contains information regarding the financial aspect of a Sales
order.
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Journal Remark By default, displays Sales Orders XXX, where XXX is the Customer code. Change
this content, if required. If you manage perpetual inventory, enter the journal
entry.
Payment Block Select to define the A/R invoice as blocked so that it will not be included in the
payment wizard run.
Payment Terms Payment terms approved by the Customer and defined in the business partner
master data.
Payment Method Specify the payment method approved by the Customer and defined in the
business partner master data.
BP Project Specify a project name linked to the Customer in the business partner master data.
Installments Choose when you initiate the payment by clicking
Sales Invoice Tax Tab: Use this tab to specify sales tax information relevant for reports .
Tax Information Click (Browse) to open the Tax Information window for viewing or modifying tax
details.
Transaction Specify a transaction category.
Category
Form No Specify the form number.

1. Postings are made to the related customer accounts in the Accounting system.
2. If a delivery did not precede the invoice and you sell the warehouse items, stock quantities are also
updated accordingly when you issue the invoice.
3. The following entry is posted in the journal entry:

S.No G\L Account Debit Credit

1. Customer Account ----------------

2. VAT Payable -------------------

3. Sales Revenue -------------------

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2.7 A/R Credit Memo

The credit memo is the clearing document for the invoice and for the returns. If the goods were
delivered to the customer and an invoice has already been created, you can partially or completely reverse
the transaction by creating a credit memo.

Steps to create Delivery document:

1. From the SAP Business One Main Menu, choose Sales A/R and choose A\R Invoice,
required document appears.

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Field Activity / Description

Credit Memo General Area: Use this area to enter general information relevant to all items in the
document.
Customer Code Select the Customer Code. Press Tab and select from the list of Customers
Customer Name Select the Customer Name. Press Tab and select from the list of Customers
Contact Person Name of the default contact person as defined in the business partner master
data.
Customer. Ref. No Customer reference number, if available.
No. Field on the left: name of the numbering series.
Specify a series.
Next field: Sales order number.
Field on the right: the additional Sales order number, if defined. If you choose the
manual series, enter the document number.
Status Open: You can draw the document completely or partially to a higher level
document.
Open Printed
You printed the document and left it open.
Cancelled: You cancelled the document manually.
Closed: You closed the document manually, or SAP Business One closed it
automatically when you drew it to another document.
Draft: The document is still a draft.
Posting Date Specify the posting date.
Due Date Specify the date on which you want to receive the items.
Document Date Document date of the Sales order. The default value is the current date.
Remarks Specify if any Remarks are there
Discount Discount %
In the field on the left, specify the percentage of the discount for the whole Sales
order.
The field on the right displays the amount of the discount.
Sequence Select the type of PO i.e. Import / Export/..
Total DownPyment Amount drawn from the paid down payment invoices or down payment requests.
This amount is subtracted from the total amount of the invoice. Choose to open
the Down Payment to Draw window, which displays the details of the amount
displayed in this field.
Rounding Rounding
This field appears if the rounding method is defined as By Currency in,
Administration System Initialization Document Settings General.
When the total amount of the document is rounded according to the rounding
method determined by the currency, the difference between the original amount
and the rounded amount appears in this field.
Freight This field appears only if Manage Freight in Documents is selected in,
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Administration System Initialization Document Settings General.

You can define freight for the Sales order. To open the Freight Charges window
and to view the corresponding freight, click (Link Arrow).
Tax Tax amount for the Sales order calculated according to the tax definitions.
Total Total amount of the Sales order including tax, freight, and discounts.
Paid/Credited Displays the amount of the A/R invoice that was copied to a payment document or
to a credit memo.
Balance Due Displays the open amount of the A/R invoice.

This is the amount that has not been paid or credited yet.
Credit Memo Contents Tab: Use this tab to enter items or services that the company Saless from, and
returns to, Customers, if required. The Contents tab is identical in all the Sales documents.
Item / Service Choose one of the following options:
Type Item to create a Sales document for items defined in the Inventory module.
Service to create a Sales document for a service, such as a one-time consultation,
that has not been defined as an item in SAP Business One.
The table view on this tab is different for each option.
Item No Specify the item number, Press TAB and select the Item from the list of Items.
Item Description Specify the item Description, Press TAB and select the Item Description from the
list of Items.
Quantity Specify the Quantity to be ordered.
UOM Displayed UOM as entered in Item Master Data.
Unit Price Item price from the default price list, before any discount.
Discount % Percent of discount granted for the item.
Tax Code Default tax code linked to the Customer in the business partner master data. If
required, choose a different tax code.
Whse Specify the storage Location
Total Displays the total amount of the row in the relevant currency. The amount is
calculated as follows: Total = Unit Price x Quantity x Discount.
Profit Center Specify the Location, (Report Purpose)
Credit Memo Logistics Tab: This tab contains details regarding the logistics aspects of a Sales order.
Ship To Address defined for the warehouse linked to the Contents tab. To change an
address component, click the address field. In the Address Component window,
specify the address component. The system updates the address only for this
marketing document; it does not affect the warehouse address, the user defaults
address, or the company details address.
Bill To Customer default pay-to address as defined in the business partner master data.
To change an address component, click the address field. In the Address
Component window, specify the address component. The system updates the
address only for this marketing document; it does not affect the business partner
master data.

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Credit Memo Accounts Tab: This tab contains information regarding the financial aspect of a Sales
order.
Journal Remark By default, displays Sales Orders XXX, where XXX is the Customer code. Change
this content, if required. If you manage perpetual inventory, enter the journal
entry.
Payment Block Select to define the A/R invoice as blocked so that it will not be included in the
payment wizard run.
Payment Terms Payment terms approved by the Customer and defined in the business partner
master data.
Payment Method Specify the payment method approved by the Customer and defined in the
business partner master data.
BP Project Specify a project name linked to the Customer in the business partner master data.
Credit Memo Tax Tab: Use this tab to specify sales tax information relevant for reports .
Tax Information Click (Browse) to open the Tax Information window for viewing or modifying tax
details.
Transaction Specify a transaction category.
Category
Form No Specify the form number.

Result:

1. Corrects both the quantities and the monetary values.

2. The system increases the stock of the credited items by the amount specified in the credit
memo.
3. The credit memo credits the value in the customer account in the Accounting system and
amends the revenue account by the same amount.
4. The system corrects the tax amounts automatically.

S.No G\L Account Debit Credit

1. Customer Account ----------------

2. VAT Payable -------------------

3. Sales Revenue -------------------

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3. Reports:
Analyzing your Sales information is necessary for the success and efficiency of your business. SAP
Business One provides several different reports for the Sales module that assist you in running your
business. Some of the reports also include graphical displays, which facilitate information analysis. Use
the sales reports to do the following:

Analyze Sales transactions

View open documents
Generate backorder reports
View and process documents saved as drafts

To access these reports from the SAP Business One Main Menu, choose Sales - A/R

Sales Reports.

1. Sales Analysis: It enables to view Sales analysis report by different combinations of selection
criteria like by Customers , items , sales employees ,by different marketing documents like A/R
Invoices , Sales orders , Goods Receipt PO and by date range of Posting date , document date ,
due dates
2. Open Items List : It enables to view different Marketing Documents those status is open
3. Customer Receivable Aging : It enables to view Customers liabilities aging report by different
selection criteria like by Customer code, Customer group, Aging date , report display value in
Intervals , by posting date , due date , document date .
4. Pending Order Report: It enables to view the pending Sales Orders
5. Club List: It enables to view report of existing Orders
6. Dispatch Planning: It enables to view the report of Delivery Schedules.
7. Sales Register: It enables to view the detailed CST/VAT Sales.
8. Sales Commission Report: It enables to view the Sales persons commissions for the defined
period.
9. Back order : It enables to view Back order report i.e. orders stopped because of unavailability of
stock by different selection criteria by range of delivery date , customer code, Document no,
Item code , ware houses

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