Sappress Business One

Robert Mayerhofer
Introduction to SAP Business One
Bonn - Boston
Contents at a Glance
1 2 3 4 5 6 7 8 9 How to Use This Book .................................................... Introduction to SAP Business One ............................... Basic Program Operation .............................................. Master Data...................................................................... 11 19 23 49
Purchasing ..................................................................... 119 Sales ............................................................................... 179 Inventory.......................................................................... 229 Introduction to Financial Accounting ........................... 305 Financial Accounting ..................................................... 317
10 Banking ........................................................................... 361 11 Sales Opportunities ....................................................... 373
12 Service ............................................................................ 395 13 Human Resources .......................................................... 427 14 Highlights in SAP Business One ................................... 433 A B SAP Business One at a Glance ..................................... 449 The Author ...................................................................... 457
Contents
1 How to Use This Book...............................................
1.1 1.2 1.3 1.4 1.5 Overview ......................................................................... Scope of this Book ........................................................... Methods .......................................................................... Information Exercises .................................................. Materials on the Web .......................................................
11
11 13 16 17 18
2 Introduction to SAP Business One ..........................

2.1 2.2 What is SAP Business One?............................................... Who Uses SAP Business One? ...........................................
19
19 21
3 Basic Program Operation .........................................

3.1 Installation Process .......................................................... 3.1.1 Initial Start ....................................................... 3.1.2 Second Start ...................................................... Navigation ....................................................................... Working with Data Records .............................................. 3.3.1 Adding Data Records .......................................... 3.3.2 Searching for Existing Data Records .................... 3.3.3 Duplicating Data Records .................................. 3.3.4 Changing and Removing Data Records .............. Right Mouse Button Using the Context Menu ................ 3.4.1 Drop-Down Lists Defining New Values ........... General Settings .............................................................. Exercises .........................................................................
23
24 25 26 27 32 32 34 41 42 42 43 44 47
3.2 3.3
3.4 3.5 3.6
4 Master Data ..............................................................

4.1 4.2 4.3 4.4 4.5 4.6 4.7 4.8 4.9 4.10 What is Master Data? ....................................................... Users ............................................................................... Business Partners ............................................................. Payment Terms ................................................................ Activity ............................................................................ Items ............................................................................... Document Numbering ...................................................... 7 Company Master Data ...................................................... Business Partner Reports .................................................. Exercises .........................................................................
49
50 50 53 76 83 91 105 111 113 114
Contents
5 Purchasing ................................................................. 119

5.1 5.2 Business Aspects of Purchasing ...................................... From Purchase Order to Outgoing Payment .................... 5.2.1 Document Header ........................................... 5.2.2 Document Body ............................................... 5.2.3 Document Footer ............................................. 5.2.4 Other Functions in the Document ..................... 5.2.5 The Document Chain in Purchasing ................... Reports in Purchasing .................................................... Exercises ....................................................................... 120 121 122 127 140 142 152 170 176
5.3 5.4
6
6.1 6.2
Sales ................................................................ 179

Business Aspects of Sales .............................................. From Sales Quotation to Incoming Payment ................... 6.2.1 Document Header ........................................... 6.2.2 Document Body ............................................... 6.2.3 Document Footer ............................................. 6.2.4 The Sales Document Chain ................................ 6.2.5 Other Sales Functions ...................................... 6.2.6 Gross Profit as a Sales Indicator ....................... Sales Reports ................................................................ Dunning in SAP Business One ........................................ Exercises ....................................................................... 180 180 181 181 191 192 196 208 215 217 227
6.3 6.4 6.5
7 Inventory .................................................................... 229

7.1 7.2 7.3 Business Aspects of Inventory ....................................... Inventory in SAP Business One ...................................... Inventory Valuation Methods ......................................... 7.3.1 Overview ......................................................... 7.3.2 Standard Price ................................................. 7.3.3 Moving Average Price ...................................... 7.3.4 FIFO: First In First Out ................................ Pricing in SAP Business One ........................................... Units of Measure in SAP Business One ........................... Catalog Numbers in SAP Business One ........................... Management of Serial and Batch Numbers ..................... 7.7.1 Serial Numbers ................................................. 7.7.2 Batch Numbers................................................. Manual Inventory Transactions ...................................... Physical Inventory ......................................................... 230 231 235 236 238 239 240 245 262 267 272 272 280 282 287
7.4 7.5 7.6 7.7
7.8 7.9
Contents
7.9.1 Initial Quantities ................................................ 288 7.9.2 Physical Inventory and Inventory Valuation ............. 290 7.9.3 Cycle Count Recommendations ............................... 294 7.10 Inventory Reports .............................................................. 296 7.11 Exercises ............................................................................ 302
8 Introduction to Financial Accounting .........................305

8.1 8.2 The Four Principal Issues of Financial Accounting ............. 306 Basic Principles of Financial Accounting ............................ 307 8.2.1 The Account ........................................................... 308 8.2.2 The Double-Entry Accounting System ...................... 309 From Opening Balance Sheet to Closing Balance Sheet ............................................................................. 311 8.3.1 Opening Accounts at the Beginning of the Fiscal Year ........................................................ 312 8.3.2 Current Postings ..................................................... 312 Exercises ........................................................................ 316
8.3
8.4
9 Financial Accounting ...................................................317

9.1 Chart of Accounts ........................................................... 318 9.2 The Posting Cycle in SAP Business One ................................. 324 9.3 Journal Entries ................................................................ 330 9.4 Journal Vouchers .................................................................. 337 9.5 Posting Templates ........................................................... 338 9.6 Recurring Postings .......................................................... 340 9.7 Foreign Currency Postings ............................................... 342 9.8 Integrating Cost Accounting ............................................ 348 9.9 Financial Reports ............................................................ 353 9.10 Exercises ............................................................................ 358
10 Banking .....................................................................361
10.1 10.2 10.3 10.4 10.5 Banking Master Data .......................................................... 361 Incoming and Outgoing Payments ....................................... 363 Posting Bank Charges ......................................................... 369 Linking Invoices to Payments .............................................. 370 Exercises ............................................................................ 371
11 Sales Opportunities .................................................. 373 8

11.1 Sales-Related Aspects in Small and Medium-Sized Businesses .................................................................... 374 9
Contents
11.2 Sales Opportunities Setup ................................................ 374 11.3 Sales Opportunities Managing Sales Opportunities ................................................................... 379 11.4 Sales Opportunities Reports ................................................. 386 11.5 Exercises ............................................................................. 392
12 Service ...................................................................... 395

12.1 Service Structure Components ............................................ 396 12.1.1 Service Contract as the Basis ................................ 396 12.1.2 Service Calls as Daily Contact to Customer ............ 401 12.1.3 Customer Equipment Card Managing Customer Equipment ......................................... 415 12.1.4 Solutions Knowledge Base as a By-Product ............ 417 12.1.5 Service Reports .................................................... 420 12.2 Exercises ............................................................................ 424
13 Human Resources ....................................................427

13.1 13.2 13.3 13.4 Human Resources Management in SMBs ............................. 428 Employee Master Data......................................................... 428 Human Resources Reports .................................................. 431 Exercises ............................................................................ 432
14 Highlights in SAP Business One ..............................433

14.1 14.2 14.3 14.4 14.5 Drag & Relate .................................................................... 433 Exporting to Microsoft Excel ................................................ 437 Customizing Options ........................................................... 440 Change Log......................................................................... 444 Exercises ............................................................................ 446
Appendix ..................................................................447
A SAP Business One at a Glance ........................................................ 449 A.1 Shortcuts ........................................................................ 449 A.2 Icons and Buttons ........................................................... 451 A.3 Document Abbreviations in SAP Business One .................. 454 B The Author .................................................................................... 457 Index ............................................................................................... 459
10
The main elements of the sales process in small and midsize enterprises are the pre-sales phase, order processing and order filling, invoicing, and dunning. This chapter deals with these elements of the sales process.
Sales
We will now add the fourth piece to our Introduction to SAP Business One jigsaw puzzle by looking in this chapter at the whole area of Sales.
Figure 6.1 Introduction to SAP Business One: Fourth Piece of the Jigsaw Puzzle
This chapter starts by seeing where sales fit into the overall business structure. It then presents the sales-specific differences between the structure of sales documents and purchasing documents. Because the document structure is quite similar to that of purchasing, and this area has already been covered in detail in Chapter 5, Purchasing, this chapter focuses on the differences and sales-specific characteristics.
S A P B u s in e s s O n e
Basic Program Operation Master Data Purchasing
179
Sales
Similarly to the structure of Chapter 5, this chapter then goes on to present an overview of the sales document chain and the specific characteristics of the individual document levels. The chapter also focuses on the system of gross profit, which is a costing-based indicator of sales success. The chapter closes with a look at sales reports.
6.1
Business Aspects of Sales
Although their meanings overlap, the business concepts of turnover, sales, and sales and distribution in small and medium-sized (SMB) enterprises refer to different activities within the enterprise. Turnover is a generic term for the selling of goods and services by an enterprise, while sales and sales and distribution are sub-areas of the overall sales process. Sales comprises all activities that have as their goal the economic and legal transfer of goods and services from seller to buyer. This includes the completion of a contract, order processing, packaging, and shipment. Sales and distribution, for its part, deals with the technical aspects of service consumption needed for the sale to happen in the first place. With this difference in mind, this chapter deals with sales, while sales and distribution form the subject of Chapter 11, Sales Opportunities.
6.2 From Sales Quotation to Incoming Payment

The sales process in SAP Business One leverages a high degree of integration between the individual sales document levels, as well as close links between purchasing and warehouse management. The sales document chain contains the following document levels: 1.Sales quotation 2.Sales order 3.Delivery (for inventory items only) 0.If required: returns (reverse of delivery, for inventory items only) 4.A/R invoice 1.If required: A/R credit memo (reverse of A/R invoice and delivery) 5.Incoming payment
180
From Sales Quotation to Incoming Payment
6.2
Apart from the incoming payment level, located in the Banking module, the structure of the windows is very similar. Therefore, in the following sections, we will present their individual characteristics in relation to a document level. Any minor differences with document levels in the purchasing area are presented separately. Program operation in the document window is based on the same concept as described in Section 3.4. When the window is opened, it is in Add mode. Once you have entered all the required data, click on the Add button to create the document (for example, the sales quotation). To call existing documents, click on the button (Find Data Record) or press Ctrl + F to switch to Find mode.
Note When you switch to F i n d mode, the cursor automatically jumps to the D o c u me n t N u m b e r field, because the document search is often based on the document number.
You also can browse the document using the data record buttons (see Figure 3.4.2). Because the most recently created document has the highest document number, you can go to this document very quickly by clicking the (Last Data Record) button. As soon as you modify an existing document, the button in the lower left-hand part of the screen changes from OK to Update. Click on this button to confirm the changes you have made. Then, click on OK or Cancel to close the document window.
6.2.1 Document Header
The structure and functions of the document headers of sales documents are similar to those of purchasing documents. One difference is that, in the Sales Quotation document level, the usual Delivery Date field is replaced by the Valid Until field, which is used to specify the validity period of a quotation. This is the date until which the customer can place an order under the conditions specified in the quotation.
6.2.2 Document Body
All functions in the sales document body and their uses are basically identical to those in the document body of the Purchasing module.
181
Sales
For this reason, we will deal here either with functionality that occurs in sales documents only, such as Availability check of inventory items and Create a purchase order from a sales order. Well also describe those that are more frequently used in sales documents than in other documents, such as List of last prices and Summarize document rows.
Contents tab
The order of items in the Contents tab is more or less the same as the order in purchasing documents. All columns and fields that you need to add from the pool can be added using the button (Form Settings) in the Table Format tab. SAP Business One provides an efficient instrument for quickly checking the availability of an item used in the document row. You can switch this functionality on or off by checking or unchecking the Activate Automatic Availability Check checkbox. The menu path to reach this is Administration System Initialization Document Settings Per Document tab Sales Order document). Figure 6.2 illustrates these parameters. The availability-check function is activated by default and is visible in the document row in the sales order. As soon as you use an item in the document row whose available stock is in danger of falling below zero because of the sales order that has just been created, the availability check is activated. A window then opens, as shown in Figure 6.3, where you now have a range of options.
Availability check
Figure 6.2 Document Settings: Activate Availability Check
182
6.2
Figure 6.3 Availability Check in Quantity Field (Sales Order)
In the example shown in Figure 6.3, the Quantity Available is made up of the following figures: In Stock (2 items) Committed (5 items) + Quantity Ordered (9 items) = Quantity Available (6 items). Because this situation could cause a delivery bottleneck later on, the automatic availability check is started. As you can see in the Item Availability Check window shown in Figure 6.3, you have five options here:
~
Continue Tab Key in By choosing this option, you ignore the possible bottleneck and return "Quantity" Field to the document. to Available Quantity This option automatically uses the available quantity so that the quantity does not fall below zero.
~ Change
183
6
~ Display
Sales
Quantities in Other Warehouses Displays the Warehouse quantity of the selected item in other warehouses. Alternative Items If alternative items were created for this item, this option lists the alternative items based on their percentage similarity with the original item.
~ Display
Delete Row This option removes the checked row.
Select one of these options and confirm the item availability check by clicking the OK button.
Last prices
The quotation is the most important document level from the sales point of view. SAP Business One supports the pre-sales phase in particular, especially by means of the Opportunities module, described In Chapter 11, Sales Opportunities). For this reason, the Last Prices Report is provided as a useful tool for pricing in sales quotations. At the touch of a button, this report provides you with an overview of the last prices you assigned to the selected items, sorted by business partner and sales document level. To call the Last Prices Report, use the Ctrl + Tab key combination in the Price After Discount field (see Figure 6.4).
Example
You need to create a sales quotation for a high-profile customer. The price of each item requested is negotiable. To ensure that you are offering the customer consistently good terms, you quickly compare the prices that you assigned to this item in your last three quotations.
This report can also be called using the menu path: Inventory . Inventory Reports . Last Prices Report. If this report is called directly from within the sales quotation, the BP Code (business partner code) and Item No. fields are pre-populated. In Figure 6.4, the contents of these fields are business partner C23900 and item number LM4029, and only the information relevant to these fields is displayed.
184
6.2
Figure 6.4 Last Prices Report Called from Sales Quotation
Besides selecting or pre-selecting the business partner and item number, the Last Prices Report window also allows you to specify the following options (see Figure 6.4 in each case): Sales document level The upper left-hand side of the window contains a list of all possible sales document levels, from A/R Invoices to Delivery Notes, Sales Orders, and Sales Quotations. Check the levels for which you want Ctrl + Tab Keys in "Price after Discount" Field the prices of the selected items to be displayed.
~ ~ Display
number of last prices In this field in the middle of the window, enter the number of past prices that the report should return. The default value for this field is 10. Prices checkbox Check this box to also display the last-used special prices for this item.
~ Special
185
Sales
Date, Quantity These fields also refer to special prices in cases where scale prices and a validity period are relevant to this item. Document column This column displays the document type with the internal SAP Business One ID of the document level. The Appendix in Section 15.2.3 contains a list of these document IDs. The historical document number is shown to the right of each document ID. Click on the orange-colored arrow in this column to call each document. Date column This column displays the date of the document. Quantity column This column displays the quantity of the selected item in the historical document. Price after Discount This displays the historical price of the selected item.
Example
The example in Figure 6.4 shows that a planned price of USD 400.00 for the selected item LM4029 for business partner C23900 is not consistent with past prices. The item has previously been offered at USD 500.00, as the sales quotation (QU 8) and both sales orders (OR 5 and 7) show.
Summarizing document rows
With the Summary Type, SAP Business One gives users the option of summarizing document rows by similar characteristics. The Summary Type field is located in the upper right-hand area of the Contents tab (see Figure 6.5). This summary function can be used for documents with the Item document type only, and has two forms:
~ By
Items All document rows with the same items are summarized to form a single document row. However, document rows can be summarized only if the properties of the item rows are the same. This applies first and foremost to item number, item description, price, and warehouse. If all these properties are the same in all item rows, the individual quantities are totaled, and only a single item row remains after the summarizing has taken place.
186
6.2
By Documents
All document rows with the same base documents are summarized to form a single document row. All item-specific fields are hidden in this case. This summary type cannot be used for the first document level (that is, sales quotation).
Figure 6.5 Summary of Document Rows
The document summary function is useful in the case of a document that is created from multiple base documents with multiple document rows. The document can also be printed in this summarized form. If summary by items is used, item rows that are the same are summarized into one row to maintain the clarity of the document.
Example
For a customer, you create a delivery note consisting of four similar sales orders, each with 10 document rows. Before summarizing, the delivery note would have 40 document rows. After summarizing, this number is considerably smaller. Because the customer uses the delivery note to check the delivery, there cannot be four versions of an item row.
The Sales Order document level provides a special function in addi- Logistics tab tion to the usual fields we already have explained for the purchasing
187
Sales
documents. This function enables you to create a valid purchase order directly from within the sales order. To do this, fill the Purchase Orders checkbox in the Logistics tab. Once you have added the purchase order, the Purchase Order Confirmation window opens, as shown in Figure 6.6.
Figure 6.6 Purchase Order Confirmation Started from Sales Order
The Purchase Order Confirmation window is subdivided into the Order table on the left-hand side and the Purchase Order table on the right-hand side. The Order table displays all item data of the sales order that you just created, and contains the following columns:
~ BP
Code This column shows the business partner code of the preferred vendor who is entered for this item in the Purchasing tab under Item Master Data (see Section 4.6).
Warehouse This column indicates the warehouse to which the vendor delivers the item. By default, the same warehouse is used as in the sales order you just created. No., Quantity, Price after Discount These columns display the corresponding item attributes from the sales order.
~ Item
The item rows in the Order table are grouped into the columns from left to right. First, all item rows with the same preferred vendor are summarized, then all item rows with the same warehouse, and last
188
button. button to assign the selected item

6.2
all item rows with the same attributes. The total of the quantities is added up at the top of each tree structure. This means that the total is displayed after the warehouse and the preferred vendor item rows. You can open and close the tree structure in both windows by clicking Expand and Collapse, respectively. You can do the same for each row by clicking on the orange-colored triangle . You also have the option to change the quantity and the price in each item row and to change the warehouse and the preferred vendor. If the preferred vendor is changed to a vendor that already exists in this table, the item rows of this preferred vendor are added to the existing one. You can now transfer the proposed item rows in the Order table on the left-hand side to the Purchase Order table on the right-hand side, either individually or as a group. To do this, select the required item rows on the left-hand side (use the Ctrl or Shift key to select multiple rows). The warehouse and preferred vendor rows are automatically rows to the purchase order (see Figure 6.6). To transfer all proposed This method also works in reverse. Select the item row you require in the right-hand Purchase Order table and click on the button. Use the button if you want to delete all item rows from the pur189 chase order at the same time. Use the and buttons to change the order of item rows in the table; that is, to move individual item rows up or down. Finally, click on the Add button to create the purchase order. One purchase order is then created for each preferred vendor. This purchase order has the corresponding sales order as its base document. From within the purchase order, you can click on the (base document) button to open this sales order. Alternatively, you can cancel the purchase-order creation process. If you want to carry out this process from within the sales order again at a later date, simply open the sales order, deselect and re-select the Purchase Orders checkbox on the Logistics tab and click on the Update button. The system then reopens the Purchase Order Confirmation window. You can check the Split Purchase Order box in the upper right-hand part of the window to create one purchase order per warehouse. The Create Draft Doc. option creates a draft version of the purchase order that you can call up again and add later.
Sales
Accounting tab
The Accounting tab contains the same fields as the A/P Invoice document level. The Journal Remark field allows you to you enter a posting text for the A/R invoice posting. The document type (A/R invoice) and the customer number are specified by default here. In Section 4.4, we saw how a due date with multiple installments can be incorporated into payment terms. We will now demonstrate how to set up a situation where a buyer can pay an A/R invoice in installments. In the Accounting tab, apart from the Payment Terms, the number of Installments is shown in the field of the same name (see Figure 6.7).
Invoice with installment payments
Figure 6.7 A/R Invoice with Installment Payments
If you select payment terms with installment payments, the installments are calculated immediately and automatically. Click the orange-colored arrow next to the Installments field to open the Installments window with the set installments and due dates. In the
190
6.2
example in Figure 6.7, a payment with six installments is defined, with the installments payable at monthly intervals. Every installment represents 15% of the total payable amount, except for the last installment, which is 25%. You also can use the Installments window to change all the settings before adding the A/R invoice. In other words, besides the Number of Installments, you can also change the Due Date, the Percentage, and the Total. After you add the A/R invoice, on the other hand, the only option open to you is to change the Due Date. If you select the Apply Tax in First Installment option, the tax due on the whole amount of the document, plus the 15% net amount, is due with the first installment. The remaining net amount is then distributed over the remaining installments in accordance with the specified percentages. The Apply Tax Proportionally option, on the other hand, simply distributes the gross amount across the installments in accordance with the percentages.
6.2.3 Document Footer
SAP Business One enables you to create what are known as zero delivery notes and zero invoices in the sales document chain. These are delivery notes and invoices with the document total zero. After you add these, the system outputs the system security message shown in Figure 6.8.
Figure 6.8 Security Message with Document Total Zero
Click Yes to add the document despite the zero total.

Exa m p l e
If you offer your customers free samples or goods, these are usually delivered with a delivery note or an A/R invoice. A zero delivery note or zero invoice is used in such a case.
191
Sales
6 . 2 . 4 T h e Sa l e s D o c u m e n t C h a i n
Chapter 5, Purchasing, and Section 6.2 already dealt in detail with the structure and functions of the individual document levels. Section 5.2.5 thoroughly explained the further processing options between the document levels. Now, in this section, we will deal with the sales-specific characteristics. First, we will look at where the individual documents fit into the sales document chain overall. Then, we will deal with the characteristic differences between the sales and the purchasing areas. Figure 6.9 provides an overview of the sales document chain.
Figure 6.9 Sales Document Chain
Document chain
The Quotation sales document chain consists mainly A/Relements that are based in of Invoice Order the Sales module: sales quotation, sales order, delivery, A/R invoice, returns, and credit memo. The exception is the Incoming Payments Return window, which is located in the Banking module. In terms of content, however, it belongs to Purchasing, as the purchasing chain is completed only once the purchase is paid for. Section 10.2 deals in Credit Memo detail with the functions and uses of incoming payments. The basic structure of the document chain in SAP Business One is very flexible. It enables you to start the document chain at any point you like, and also to resume it at any point without having to repeat all the levels in the chain.
Example
Sales
Sales
Delivery
Incoming Payment
You do not have to start the document chain with the sales quotation. You also can start with the sales order, the delivery, or the A/R invoice. Also, a sales order does not necessarily have to be followed by a delivery. You also can create an A/R invoice directly from a sales quotation or a sales order.
192
6.2
Table 6.1 contains an overview of the options for pushing forward Further processing and pulling forward elements to the individual document levels of of documents the sales document chain. It also describes the specific features of individual levels.
Document Level Sales quotation Copy From (Base Document) Copy To (Target Document) Order, delivery, reserve invoice, A/R invoice Delivery, reserve invoice, A/R invoice Sp e ci f i c Fe a tu r e s Quotation can be modified after being added Purchase order can be automatically created and can be modified after being added Document cannot be modified after being added
Sales order
Sales quotation
193 Returns, A/R invoice

Delivery Sales quotation, sales order, returns, reserve invoice
Returns
Delivery
Goods receipt
Document cannot be modified after being added Document cannot be modified after being added; instant payment possible, reference to document with subsequent document number
A/R invoice
Sales quotation, sales order, delivery
Credit memo
Credit memo
A/R invoice
Document cannot be modified after being added Document cannot be modified after being added
Incoming payment
A/R invoice
Table 6.1 Sales Document Processing
Like Purchasing, Sales is closely linked to the Inventory and Financials modules. Which of the latter two modules is more involved with Sales depends on whether the items used in the document levels are inventory items or non-inventory items. This is determined by whether the Inventory Items checkbox in the Item Master Data win-
Sales
dow is checked. Table 6.3 explains the effect of each individual document level on inventory quantity and accounting.
Document Level Sales quotation Sales order Ef f e c t on In v e n t or y Ma n a g e m e n t ( Qu a n t i t y ) No inventory movement and no reservation No inventory movement, increase in confirmed quantity, leading to reduction in available quantity (see Item Master Data window, Inventory Data tab, Section 4.6) Reduction in inventory quantity Increased inventory quantity No inventory movement if preceded by goods receipt, otherwise reduction in inventory quantity Increase in inventory quantity if not preceded by returns Effect on Accounting (Value) None None
Delivery Returns A/R invoice
Automatic cost of goods sold posting Retroactive posting of cost of goods sold posting Posting of receivables on customers side, revenue posting, and automatic cost of goods sold posting if not preceded by goods receipt Retroactive posting of receivable, revenue correction, and retroactive posting of cost of goods sold posting (if not preceded by returns) Clearing of receivable on customers side; increase in cash
Credit memo
Incoming payment
No inventory movement
Table 6.2 Sales Document Effects on Inventory Quantity and Accounting for
Inventory Items
The sales order leads only to a reduction in the available quantity; it does not modify the inventory quantity. In other words, it reserves the quantity, but does not post it. Thus, nor is there any journal entry for sales orders. With a delivery, the actual inventory quantity is posted, and the value-based goods usage reposting is posted in Accounting to the goods-usage account and the inventory account. The Returns document level is simply the reverse of this process. If no delivery is created and the sales order is processed directly in the A/R invoice, the inventory quantity reduction and the automatic goods usage reposting do not take place until the A/R invoice document stage. On the A/R invoice level, the delivery is created in
194
Reserve invoice
6.2
advance, and all that remains to be done is the value-based posting of the receivable on the customers side. With credit memos, both the delivery process and the A/R invoice are (partially) reversed. In other words, the receivable on the customers side is cleared, the inventory quantity is increased again, and the goods-usage reposting is retroactively posted. The incoming payment clears the customer receivable; it has no effect on value-based and quantity-based inventory management. Section 9.2 provides an overview of the automatic journal entries in the sales chain. Table 6.3 shows the effects on accounting of the individual sales documents that contain only non-inventory items.
Docu m e n t Le v e l Sales quotation Sales order A/R invoice Credit memo Ef f e ct on A cc ou n t i n g None None Posting of receivable on customers side, revenue posting Retroactive posting of receivable on customers side, 195 revenue posting Clearing of receivable on customers side, increase in cash
Outgoing payment
Table 6.3 Sales Document Effects on Accounting for Non-Inventory Items
There are no value-based and quantity-based inventory movements for non-inventory items. Thus, the delivery document level is skipped in its entirety. Accordingly, the posting of the receivable for the remaining document levels (except for quotation and sales order) is started automatically. The A/R reserve invoice has a special position within the sales document chain. If you issue a reserve invoice to a customer, this alters the usual sales-document chain. Figure 6.10 illustrates this modified document chain.
Figure 6.10 Sales Document Chain with Reserve Invoice
Sales Quotation
Sales Order
Reserve Invoice
Delivery Incoming Payment
Credit Memo
Sales
The difference to the normal sales document chain is that the reserve invoice is issued directly after the sales order. This is then followed by the delivery from the warehouse and the goods issue. The reserve invoice can be regarded as the reverse of the credit memo. The sales process is completed by the delivery and the incoming payment; that is, the payment of the reserve invoice. In practice, it is very common for the delivery to be made to the customer only when the incoming payment has been made and received. However, the variant shown in Figure 6.10, in which the incoming payment is made only after the delivery, is also possible.
Note A reserve invoice only can be created using the document type Item, because only in this case does it make sense to reverse the document chain. In the case of service documents, there is no delivery, and so it is sufficient to create an A/R invoice.
6.2.5 Other Sa les Func ti ons
This section describes other sales-specific features besides the standard functions of the sales document chain. These include A/R invoice + payment, document date check, the Document Generation Wizard, consolidation of sales documents, and drop shipment.
A/R invoice and payment
A/R invoice and payment is another document type used differently than in the classic sales document chain. This document type is usually used only for casual customers; that is, customers not part of your companys regular customer base. Therefore, the A/R invoice and payment document type does not require you to create a customer in the Business Partner Master Data window. All you need is a dummy customer, which you have to create in the business partner master data. This customer functions as a normal customer. Once you have created the dummy customer, you have to define it as such in the Default Customer for A/R Invoice + Payment field under Administration . Setup . Accounting . G/L Account Determination Sales / General tab (see Figure 6.11, left-hand window). Use the Tab key to open the Business Partner Selection List and select your dummy customer from this list. This customer is automatically inserted into the Customer and Name fields when the A/R Invoice and Payment window is opened. You can now change the
196
6.2
Name field and enter the actual name of the customer, so that the actual name is also shown on the printout. Naturally, this name is not written back to the business partner master data. Other than these steps, you handle the A/R Invoice and Payment window as you would in the classic A/R invoice scenario.
Figure 6.11 Defining Dummy Customer and Using It in A/R Invoice and Payment
Window
The only exception arises after you add the A/R invoice: The A/R invoice in this case is paid directly after it is added. The Payment G/L window Determination MeansAccount is opened automatically when you select the payment method and the amount, as shown in Figure 6.12. With casual customers, payments are usually made in cash, and so we will now look briefly at the Cash payment means. Section 10.2 deals in detail with the topic of incoming payments.
A/R Invoice and Payment
197
Sales
Figure
6.12
Cash Payment Means: A/R Invoice and Payment
The Payment Means window is automatic ally opened after the A/R invoice is added. Then, proceed as follows: 1. Select the tab for the requir ed
198
paym ent means , which in our case is Cash. 2. Positio n the cursor in the Total field. 3. Using the key combi nation Ctrl + B, copy the total amou nt of the invoic e to this field. 4. Confi rm your entrie s by clicki ng the OK button . The Paym ent Mean
windo w is then closed and you are taken back to the A/R invoic e windo w. 5. Click on the button Add in the A/R Invoic e windo w to create the A/R invoic e. When the invoice is added, the postings for the A/R invoice and the incoming payment are sent in the backgrou
Documents with later posting date
nd (see Tables 6.2 and 6.3).
If you want to add an A/R invoice or a delivery note, but there are already document s in existence with later days and lower document numbers, the system outputs the message shown in Figure 6.13.
Document Generation Wizard

6.2
Figure 6.13 System Message Output When Document with Earlier Posting Date is Created
Legal requirements dictate that document numbers be sequential, without gaps, in increasing order, and chronological; in other words, each date has to be later than the previous one. The Document Generation Wizard (Sales . Document Generation Wizard) is a tool for automatically creating target documents from existing, open base documents. The wizard supports you in this process by taking you through the steps involved in creating a document and selecting a range of parameters.
Exa m p l e
Once a month, you want to create a single A/R invoice for all delivery notes created in that month that are still open. Alternatively, you want to create a collective delivery for a specific customer from all open sales orders for this customer.
The documents are automatically created in the following eight steps: 1. Step 1 of 8 document creation options: Choose one of the options New Parameter Set or Existing Parameter Set (see Figure 6.14). The parameters from all steps in the Document Generation Wizard are saved once you have used the wizard for the first time (with the New Parameter Set option). From the second use onwards, you can then choose either option; that is, start a new parameter set or call an existing one. The latter option enables you to reuse an existing selection. For the New Parameter Set option (Figure 6.14, first option), create a suitable Name and an explanatory Description, and click on Next. For Existing Parameter Set (Figure 6.14, second option), select the existing parameter set from the table, and click on Next as before.
199
Sales
Step 1: "New Parameter Set" Option
Step 1: "Existing Parameter Set" Option
Figure 6.14 Document Generation Wizard Step 1: Two Document Generation

Options
The Next and Back buttons take you a step forward or back in the process, respectively, or you can close the wizard at any time by clicking on Cancel. 2. Step 2 of 8 target document: Select a range of options to do with the target document:
~
Target document: for the target document, choose sales order, delivery, returns, or A/R invoice. Posting date, document date: choose the required dates for the target document. Series: Choose a document number series from the list of values. The next free document number in this series is used for the target document. Item or service: Check the relevant document type and select whether you want to summarize the document rows. Exchange rate: In the case of foreign-currency documents, select whether the currency of the base document or the current exchange rate should be used.
200
6.2
~ Create draft documents: Check this box if you want to save the
documents you create in draft format rather than adding them right away. 3. Step 3 of 8 base documents: In this step, select all parameters that are relevant to the base document. On the left-hand side of the screen, check the base documents that you want to use as a basis for new target documents. On the right-hand side of the screen, you can restrict the selection of base documents by posting date, delivery date, document number series, and so on. 4. Step 4 of 8 consolidation options: If you select the No Consolidation option, one target document is created per base document. Select the Consolidate By: option to summarize the target documents by the criteria underneath them. By default, the System Defaults option is checked automatically. This option consolidates the target documents by base document type, customer, and item type or service type. You can also select other consolidation options such as recipient name, payment terms, payment means, and extended consolidation options such as sales employee, among others. 5. Step 5 of 8 customers: Select the customers for whom you want to create target documents. To do this, click on the Add Customers button, as shown in Figure 6.15.
Figure 6.15 Document Generation Wizard, Step 5: Select Customers
201
Sales
The Business Partners Selection Criteria window opens. Here, use the Tab key in the Code From and To fields to select the business partners for which you want to create target documents. You can also restrict your selection by Customer Group and even Properties. Confirm your selection by clicking on OK. The selected customers are then entered into the table. You can now continue by selecting or deselecting customers, if required.
6. Step 6 of 8 messages and alerts: Select how you want to handle missing data and its effect on accounting and inventory management. The default option here, which is pre-set, is Go to Next Document. This option is the recommended one. Alternatively, you can go to the next customer automatically or request a confirmation from the user if an error occurs. 7. Step 7 of 8 save and execute options: At this point, you can run the wizard, save and execute the parameter sets, or save and close the parameter sets (you may execute them at a later stage).
Before the last step, SAP Business One notifies the user by means of a system message shown in Figure 6.16 that he or she should back up the database at this point. This data backup should be made by a key user or with the support of a consultant or database administrator. Click on the Yes button to start generating the target documents.
Figure 6.16 Document Generation Wizard: Message About Database Backup
8. Step 8 of 8 summary report: After the target documents are generated, a summary report like the one in Figure 6.17 is displayed.
202
6.2
The result of our sample scenario as shown in Figure 6.18 is that delivery 120 (target document) is created on the basis of sales orders 14, 15, and 16 (base documents).
Figure 6.17 Document Generation Wizard Step 8: Summary Report
Non-standard business partners can be assigned in the Consolidating BP field in the Accounting General tab in the Business Partner Master Data window. These business partners can then handle A/R invoices or payments if a delivery consolidation or payment consolidation process in the sales chain is carried out. For a detailed overview of how to define business partners, see the treatment of business partners in Section 4.3, particularly in Tables 4.5 and 4.6. We will now look at the effects of the example created from the sources mentioned above. For the purposes of this example, we will use customer 20000 (Norm Thompson), and the consolidation partner that is entered for this customer: C40003 (Stoneware Systems). We will also use the delivery consolidation function, and the delivery note, A/R invoice, and incoming payment documents. Take a look at Figure 6.19 to remind yourself how to define a business partner.
Consolidating sales documents
203
Sales
Target Document
Base Documents Figure 6.18 Result of Document Generation Wizard: Delivery 120
Figure 6.19 Delivery Consolidation for Customer C20000: Norm Thompson
204
6.2
The Consolidating BP field shows the business partner for which the A/R invoice can be additionally created in the delivery consolidation process. The Delivery Consolidation option is selected. Figure 6.20 shows the delivery note created for customer C20000: Norm Thompson.
Figure 6.20 Delivery for Customer C20000
If an A/R invoice is subsequently created on the basis of the delivery note shown in Figure 6.20, the original business partner C20000 (Norm Thompson) and the consolidation partner entered as C40003 (Stoneware Systems) can be used in the delivery consolidation process.
Example
Your customer, C20000 (Norm Thompson), commissions you to deliver printers. However, the invoice and payment are handled by the parent company of C20000, customer C40003 (Stoneware Systems).
Figure 6.21 clearly shows that both the original business partner from the delivery note (C20000, Norm Thompson, left-hand window) and the consolidation partner (C40003, Stoneware Systems) can further process the delivery note.
205
Sales
Figure 6.21 Consolidation Based on A/R Invoice
The List of Deliveries window in Figure 6.21 opens after you click on the Copy From button. This window shows that delivery note 121 from Figure 6.20 can be copied to the A/R invoice for each business partner. The final incoming payment in each case can then be made only by the business partner named in the A/R invoice as the business partner.
Drop shipment
A drop shipment is a transaction in which your company acts as the agent and executor of the transaction, but never stores the goods itself.
No t e
If the document is pushed ( C o p y T o button in D e l i v e r y window), the original business partner is used. Only when the document is pulled ( C o p y F r o m in A / R I n v o i c e window) can the user choose between the original business partner and the consolidation business partner. What is more, the consolidation function works only if the sales document chain remains closed. In other words, you cannot select a non-standard business partner in the A/R invoice if no delivery note has been created.
206
6.2
In practice, this means that you accept a sales order and, at the same time, place a purchase order with your vendor for the same goods. Unlike a conventional transaction, your vendor does not deliver the goods to your warehouse; instead, the goods go straight to your customers warehouse. For this reason, no inventory movement is triggered in SAP Business One; only a value-based posting is made; that is, a payable to the vendor or a receivable to the customer. A prerequisite for a drop shipment in SAP Business One is that a warehouse first has to be defined as the warehouse for the transaction. To do this, check the Drop Ship checkbox for the relevant warehouse, as shown in Figure 6.22.
Figure 6.22 Defining Warehouse for Drop Shipment
The warehouse for the drop shipment is not actually used; it functions merely as a dummy warehouse for the sales order, the purchase order, the delivery, and the A/R invoice. The drop-shipment process comprises the following general steps: 1. Create a sales order with the required items, and use the drop shipment warehouse for the item rows.
207
Sales
2. After you add the sales order, the Order Confir mation window opens. Transfe r all item rows to the Order table, and add the purchase order. 3. The deliver y is made directly from the vendor to the custom er without any involve ment of your wareho use. As soon as the deliv-
208
ery is complet ed, create the A/R invoice for your custom er on the basis of the sales order. The dropshipme nt wareho use is retained up to the A/R invoice stage. 4. As soon as the incomi ng invoice is receive d and paid, and your custom er pays the A/R invoice, the dropshipme nt process
formation about gross profit
is complet ed.
6.2.6 Gross Profit as a Sa l e s Indicator
In the sales area, it is essential to have an indicator that provides informatio n about the degree of success of a sales transaction, and the degree to which success or failure has contributed to the companys overall results. In SAP Business One, just such an indicator of sales success is gross profit. Gross profit, or gross revenue, is
a measurable indicator of success at the lowest level of the enterprise. This is because the minimum contribution that each individual sales transaction can make to the enterprise is to cover its costs. If possible, it should also make a profit. Gross profit is calculated as revenue minus the (directly attributable ) material costs of a sales transaction . If the gross profit is positive, it contributes to covering other costs in the enterprise.
If it is negative, this is an alarm signal that the material costs of this sales transaction have exceeded any profit made. In a retail enterprise, this would mean that the sales price of the sold goods would be less than the cost price (which equals the purchase price plus purchase costs), In other words, you would buy the goods at a higher price than that at which you sell them on to your customers. In normal business operations,
this should occur in exceptiona l cases only; for example, if the sale in question is a particularl y prestigious one that will enhance your companys reputation, or will open up the possibility of further sales, or help to ward off competitor s. Naturally, the actual sales revenues calculated from the gross profit are determined by the sales price. The sales price, for its part, is set in
6.2
negotiations with your customer, or in periodically-issued price lists, and is usually based on the market price built around the interaction of supply and demand. The material costs depend on the nature of your companys business.
~
Retail companies In retail companies, the material costs are the cost prices (or item costs) of the purchased goods. The cost price of a good is calculated on the basis of its purchase price plus purchase costs. Purchase costs are all the costs that are incurred in obtaining a good for your company, such as transport, insurance, customs, and charges. Because these costs are incurred specifically to purchase this good, they are included in the calculation of the value of the good at goods receipt, and are not classified as another operating cost of the enterprise. This approach also makes sense because the costs incurred by the retail good must also be recouped in the sale price of this good. It seems logical that a good with the same purchasing price costs more when it is purchased from Tokyo than from Detroit, because the purchasing costs of goods from Tokyo are considerably more than those from Detroit. SAP Business One takes this situation into account in its calculation of item costs in the purchasing area, based on the purchasing price and the additional outlays (purchasing costs). Service companies In service companies, there are usually no material costs that can be directly attributed to the sales transaction. The exception is external services, which are regarded as inventory items when they are defined, purchased, stored, and withdrawn from storage for sale. The classic direct costs of a service provider are the man-hours required for a project (sales transaction). These hours are usually attributed to the sales transaction by means of a planned/actual hourly charge calculation for partial or full costs. However, this calculation is not available in this form in SAP Business One. Instead, the planned service hours can be entered manually for example, in a table calculation program as the base price for gross profit calculation. Production companies In production companies, the material costs of the sales transaction arise from the costs of the produced good. Assigning a value to production items in the production process is part of the Pro209
n SAP Business One
Sales
duction module and is an advance d topic beyond the scope of this introduct ory book. In this section, we will use a comprehen sive example to illustrate the process involved in calculating gross profit, from purchasin g the good to the sales order to delivery of the good. Initial situation: OEC Computers has introduced a new product to its range, the Nokia N800
210
Organizer, which has a purchasing price of USD 200.00 and a standard sales price of USD 350.00. Twenty items of this good are purchased at the USD 200.00 price by means of an A/P invoice (see Figure 6.23). Based on the A/P invoice (with automatic goods receipt), the inventory situation of the good is as follows: in stock: 20 items; ordered: 0 items; committed : 0 items; available quantity: 20 items;
item cost: USD 200.00, valued at the moving average price as the purchasing price is the same (no purchasing costs!).
Figure 6.23
Purchasing Goods By Means of an A/P Invoice
After the purchase has been made, a customer commissio ns the purchase of a single Nokia device at a
price of USD 350.00. The sales order for this purchase is shown in Figure 6.24.
6.2
Figure 6.24 Sales Order for One Item

Note
Besides the quantity (1 item) and the item price (USD 350.00), the sales order in Figure 6.24 also shows the Gross Pr ofit Base Price (USD 200.00 = item cost). This lets us calculate the actual gross profit from the information in the two right-hand columns: USD 150.00 (item price of USD 350.00 minus item cost of USD 200.00 ). These two columns are hidden by default. To display them, click on the button (Form Settings ), then select the Table Format tab.
To view the gross profit calculation for the entire document, open the Gross Profit of Order window by clicking on the button (Gross Profit...) in the toolbar (see Figure 6.25).
Figure 6.25 Gross Profit for Entire Order

211
Sales
You can modify the calculated base price by yourself in the Gross Profit window. If you have more accurate information on the material costs of the sales transaction that would yield a more accurate gross profit figure, manually enter this new base price (material costs) in the Base Price field. You also have the option to modify the basis of the calculation in the Base Price By field. Simply select a suitable basis from the selection list. The default setting for base price (Item Cost; see Figure 6.25) is derived from the General tab in the Document Settings window (Administration . System Initialization . Document Settings). Fill the Calculate Gross Profit checkbox to activate the gross profit calculation function for your company in general. From the selection list, select the calculation basis that as shown in Figure 6.25 can be modified in the Gross Profit window of the Sales Order. By definition, whatever calculation basis you select, can only be an approximation. The actual gross profit can be determined only by means of a thorough final costing of the sales transaction. How much the advance calculation differs from the final costing depends on the type of business. In a retail company with prices that do not fluctuate greatly, the error rate is lower than in a project-based company, where it is extremely difficult to calculate gross profit in advance. Therefore, it is important to select the calculation basis that best approximates the cost structure of your enterprise. SAP Business One provides the following options on which to base your calculation:
~
Price lists Any price list can be used as a calculation basis. Purchase price lists are best suited for this purpose. If your companys purchase prices do not fluctuate greatly, this option is without doubt the most suitable. purchase price After every purchase is completed, the last purchase price for this item is written to the Last purchase price list. Particularly in cases of fluctuating purchase prices, you can use the latest price listed here as a calculation basis.
~ Last
Last evaluated price This inventory valuation report (under Inventory . Inventory Reports . Inventory Valuation Report) enables you to re-evaluate
212
6.2
your current inventory during the year, using a variety of evaluation methods. The calculated inventory values of the evaluated items are written to the Last evaluated price list. These newly-evaluated prices can then be used as a calculation basis for the base price.
~
Item costs Item costs are stock values that are continuously calculated in accordance with the evaluation methods defined for the items (moving average price method, FIFO method), which are described in detail in Section 7.3. Because you are legally obliged to use one of these methods to evaluate your inventory, this option is usually also very suitable for calculating your base price. This is the variant that we use in our example.
To demonstrate the effects on gross profit in sales orders, we will now create another purchase of the same good, this time at a different price (see Figure 6.26).
Figure 6.26 Another Goods Purchase via A/P Invoice
This time, the 10 Nokia PDAs in Figure 6.26 will be purchased from another vendor at the cheaper price of USD 180.00 (instead of the list price of USD 200.00). Correspondingly, the item master data for the Nokia PDA now reflects the inventory situation shown in Figure 6.27.
213
Sales
Figure 6.27 Inventory Situation After Second Purchase
The inventory situation in Figure 6.27 clearly shows that 30 items (20 items from the first purchase and 10 from the second) are now In Stock. One item in the sales order is Committed, and no further items have been Ordered. However, much more interesting for our purposes is the Item Cost of USD 193.33, because this item was purchased more cheaply this time around. The item cost based on the moving average price is calculated in this case as follows: total item cost (= 20 x USD 200.00 + 10 x USD 180.00 = USD 5,800.00) divided by total quantity in stock (= 30 items). The result is USD 193.33. The results of this are as follows. The calculation basis in the previously created sales order is not touched, but can be manually changed. If you want to create a delivery note from the sales order, however, the actual item costs are included in the gross profit calculation, as shown in Figure 6.28. Figure 6.28 clearly shows that the latest item cost of the good, USD 193.33, was used as the base price for the creation of the delivery from the sales order. Correspondingly, if the sales price stays the same, the gross profit increases in relation to the sales order.
214
Sales Reports
6.3
215
Figure 6.28 Goods Delivery: Adaptation of Base Price (Item Cost)
This means that by the delivery-document phase at the latest or the A/R invoice, if no delivery is created the gross profit is fixed and can no longer be changed. To view the item costs, click on the (Form Settings) button in the Delivery window to display the Item Costs column. If the delivery is further processed to become an A/R invoice, the base price is not changed, even if the item cost changes in the meantime due to new purchases or new evaluations. The sales analysis report provides an overview of gross profits achieved in the sales area. See Section 6.3 for detailed information on this subject.
6.3
Sales Reports
SAP Business One provides reports in the Sales module that have a wide range of selection criteria. This section deals with these reports and their various criteria.
Index
Index
A
A.B.A number bank name 362 A/P credit memo 121 A/P invoice 121, 139, 167, 169, 210, 213, 243, 264, 314 A/P reserve invoice 169 A/R credit memo 180 A/R invoice 180, 193, 315 payment 196 payment means 197 A/R reserve invoice 195 Absence 430 Absence report 431 Access to SAP Business One 24 Account 308 Account number 320 Account type 321 Activities overview document 145 Activity 83 attachment 86 calendar 89 document 145 follow up 85 linked document 85 linking 87 overview 87, 113, 114 reminder 85 source object number 86 source object type 86 subject 83 type 83 Add mode 32 Add-on 22, 362 Addresses 63 Adjust column width 37 459Aging vendor liability 175 Alternative item 104 define 105 Amount for payment on account 367 And link 172 Asset comparison 309 Assets 306, 310 Automatic batch creation 281 Automatic posting 327 Automatic purchase order 188 Availability check 182, 183 Average time until completion 422
B
Background set 46 Backlog 167 Backorder report 216 Backorders 166 Balance 308 Balance due 365 Balance sheet 306, 309, 310, 356 closing balance sheet 311 opening balance sheet 311 Balance sheet comparison 357 Bank definition 362 Bank charges 369 Bank code 362 Bank Identifier Code (BIC) 67 Bank name 362 Bank posting 325 Banking 361 Bar code 92 Base document 163 Base key 166 Base price 215 Base price list 247 Base row 166 Base type 157, 166 Base unit 266 Basic ref. 157 Basic reference 166 Basic user 13 Batch numbers 280, 281 selection 282 transactions report 302 Batches setup 281 Billing 413 Bill-to address 63
Index
Block negative inventory 102 Blueprint 14 BP catalog number 270, 271 Business Partner dunning date 73 Business partner 55, 56 account balance 58 activities 88 address 63 assign image 76 code 54, 55 contact person 62 currency 57 dunning level 73 group 56 opportunities 59 price list 65 properties 74 remarks 75 tax status 74 type 55 Business partner catalog numbers 267 defining 268 Business partner group 56 Business partner report 113 Business partners 53 Buttons 451 Buyer 140
C
Calculation mode for interest on arrears 221 Calendar 88 Call status 402 Capital 310 Cash account 321 Cash accounting 306 Cash discount period 80, 81 define 81 Cash discount term 76 Cash flow report 357 Cash posting 325 Catalog numbers 267 460 update 270 Category 322 Cause 419 Change log 444, 445
show differences 445 Chart of accounts 318 active account 319 add subordinate account 324 confidential 320 create account on same level 323 editing 323 exchange rate differences 322 external code 320 indexed 321 level 320 rate conversion 322 relevant to budget 322 title 319 Closing data of the balance sheet physical inventory 288 Closing percentage 377 Closing probability 377 Closing remark 144 Code for exporting 322 Company choose 25, 26 Company details 112 Company master data 111 Company name 26 Comparison of expenses and revenues 309 Competitors 386 Configure 440 Confirmed 165 Consolidating sales documents 203 Consolidation 70 delivery consolidation 70 payments consolidation 70 Consultant 13 Contact person 60, 61 Context menu 42, 43 Contract template 396, 399 coverage 398 reminder 398 renewal 398 Contract type 397 Control account 72, 321 Control account transfer 315 Cost accounting 307, 348 Credit Card Type 67 Credit limit 66 Credit memo 167, 193, 409 Credits side 308 Customer 53
Index
Customer equipment 415, 417 Customer equipment card 415, 422 status 416 Customers 73 Customize 160 Customizing 14 Customs group 97 Cycle count recommendations 294, 296
D
Data alphanumeric 39 numeric 39 Data record 32 search 34 Data record buttons 34, 37, 38 Data records adding 32 change 42 duplicating 41 remove 42 Database name 26 Debits 308 Debits side 308 Debts 306 Default valuation method 233 defining 236 Default vendor 97 Default warehouse 101 Delivery 180, 193, 409 to the customer 411 Delivery consolidation 72, 203, 204 Delivery date 126 Delivery note balance 58 Deviating annual inventory 288 Direct determination of consumption 236 Discount 80 Discount group 260 Disposition of funds 310 Distribution rule 321, 350 Document 155, 158 approved 137 copy from 142 461 copy to 142 duplicate 142 move back 154
move forward 154 Document abbreviations 454 Document chain purchasing 152, 153 purchasing with advance payment 169 sales 192, 195 Document codes 332 Document footer 140 Document Generation Wizard 199, 200, 201, 202, 203, 204 Document journal 355 Document number 105 series 107, 108, 110 Document numbers 107 Document printing 149, 150 Document processing 154, 193 Document row 132, 133 summarizing 187 Document row type 132 Document status 124, 164 Document type 111 several per series 106 Double-entry accounting 309 Drag & Relate 34, 433, 436 Draw document wizard 160 Drill-down function 29 Drop ship 232 Drop shipment 206, 207 Drop-down list 43, 44 Dummy customer 197 Dummy warehouse 207 Dunning 217 document processing 219 print layout designer 219 Dunning date 226 Dunning history overview 113 Dunning history report 227 Dunning letters block 73, 226 blocking 225 Dunning level 218, 226 Dunning method 220 Dunning run 217, 221 Dunning term 66 Dunning terms 219, 220 Dunning Wizard 217, 222, 223 Dynamic Opportunity Analysis 390 form settings 391
Index
E
Education 430 Employee department 429 manager 429 position 429 role 430 team 430 team role 430 Employee list 431 Employee master data 428 address 428 education 431 Employment status 430 Enter Password 26 user code 26 Enterprise SOA 20 Entry screen 330 Equality of debits and credits 312 Exchange rate differences 348 Expense 310 Export JPG format 439 Microsoft Excel 437, 438 TXT format 439 XML format 439
G
G/L account 135 define 101 determining G/L accounts 329 G/L account method 329 General ledger 309 General settings 44, 45 Goods consumption account 313 Goods inspection 230 Goods receipt 121, 156, 157, 159, 167, 230 Goods received not invoiced account 328 Goods usage posting 328 Gross price 134 Gross profit 208, 210, 211 calculation basis 212 production companies 209 retail companies 209 service companies 209 Gross revenue 208 Group calendar 90
H
Header account 315 Hide quantity stored 291 Hierarchies 253 Hierarchies and expansions 258 Highlighting prices 260 House bank accounts 362 Human resources 427 reports 431 Human resources management 428
F
Factoring indicator 59 Federal tax ID 57 Fee per letter 218 Field 38 Filing cabinet 318 Filter table 34, 39, 40 rule 39 value 39 Financial accounting 305, 317 Find mode 33, 34 First in first out (FIFO) 240 Fixed asset account 73 Fixed assets 94 Foreign currency posting 342 Foreign currency revaluation 345 Form setting 130
I
Icons 451 Identity price method 242 In stock 135, 165 Inactive customers 113 Inactive items 297 Incoming payment 181, 193, 363 Incoming posting 325 Indirect determination of consumption 235 Initial quantities 288, 289
462
Index
opening inventory account 290 Initial quantity 240, 242 Insert predefined texts 144 Insolvency 217 Installation 24 Installment payments 78, 79 Installments 139, 190, 191 Instant shortcut 29, 30, 31 Interest 218 Interest on arrears 221 Interest range 382 Interface 26 Interim G/L account 362 Inventory 229, 230 bridge 230 transformation 230 warehouse value 293 Inventory audit report 300, 301 Inventory cycle 294 Inventory data 99 available 100 committed 99 in stock 99 item costs 100 locked warehouse 100 ordered 100 Inventory item 93 Inventory posting list 297, 298 Inventory quantity 291 Inventory revaluation 286 Cost change 287 revaluation type 287 Stock debit/credit entry 287 Inventory status 298, 299 Inventory status report 299, 300 Inventory tracking 291 Inventory transaction 284 Inventory transfer 286 Inventory unit of measure 101 Inventory valuation 290 Inventory valuation method 238 changing 237 Inventory valuation report 302 Inventory value 292 Invoice 409 Item availability check 183 463 Item category 93 Item cost 243 per warehouse 234 Item group 93
Item list 297 Item master data 34, 91, 239, 272, 295 batch numbers management 280 inventory data 100 properties 104 purchasing analysis 98 Item number 92 Item properties 103 Item query 297 Item type 92, 398 Items 91
J
Job title 429 Journal entry 46, 330 canceling 336 display in foreign currency 334 display in system currency 334 exchange rate 333 frequency 341 next execution 342 origin 332 reverse 334 template 333 template type 333 transaction code 331 valid until 342 Journal remark 138 Journal vouchers 337
K
Key user 13
L
Language 60 defining 45 Last prices report 184, 297 Last purchase price 250 Lead 53 Level of interest 382 Linked document 85 Linking invoices to payments 370 Liquidity 306 Liquidity calculation 307 Liquidity problem 217
Index
O
Location 232 Losses 311
M
Main address 63 Main menu 27 Maintenance 230 Management method 273, 280 Manager 429 Managing customer equipment 415 Manufacturer 95 Master data 49, 50 business partners 54 create 50 Material cost 208 Material flow 230 Material receipt 230 Maximum inventory level 101 meetings 83 Mfr catalog number 267 Microsoft Excel 437 Minimum balance 218 Minimum inventory level 101 Missing items 166 Moving average price 239 Multilanguage
support 94 My activities 113 My closed opportunities 388 My open opportunities 388 My open service calls 424 My overdue service calls 424 My service calls 424
N
Na me d use r lic ens es 51 Na vig ati on 27 m a i n m e n u 2 7 m
o d u l e 2 7 , 2 8 s u b f o l d e r 2 7 w i n d o w 2 7 Net assets 306 Nettable 232 Notes 83 Number of packages 264 Numbering series 110
464
Ongoing posting 324 Open deliveries 58 Open document rows 164 Open documents 166, 174, 216 Open documents /document rows resource 167 Open orders 58 Open quantit y 134, 165 Openin g remark s 144 Opport unities Pipelin e 389 Opport unity s t a t i s t i c s r e p o r t 3 8 8 O r l
i n k 1 7 2 Ora nge colo red arro w 29 Ord ered 165 Originat or catalog number 97 Outgoin g payment 121, 368 Outgoin g posting 325 Outside capital 306
P
Packaging unit 97 Packaging UoM 263 Partial delivery 69
Partners 385 Password 50 changing 53 Payable account 72 Payment block 138 Payment draft 368 Payment Engine 362 Payment means 366 bank transfer 366 cash 198, 366 Payment on account 367 Payment term 65 Payment terms 76 Payments consolidation 70 Pay-to address 63 Period indicator 106 Permanent physical inventory 288 Phases of a material flow 230 Phone book 432 Phone calls 83 Pipeline in sales 378 Posting categories 326
Index
Posting flow 324 Posting journal report 355 Posting period 125 change 126 Posting template template 340 template type 340 using 339 Posting templates 338 cancel template 340 Potential amount 381 Predicted closing date 381 Preferred vendor 188 Previous employment 430 Price differences 168 Price list defining 245 definition 246 linked 248 selection criteria 249 Price list factor 247 Price list group 247 Price list item details 252 Pricing 245, 260, 261, 262 Print document 149 Print preview document 149 Priority 68 Problem type 403 Procurement control 121 Procurement decision 121 Procurement planning 121 Procurement preparation 121 Procurement process 120 Procurement -* Purchasing 119 Profit and loss statement 306, 311, 357 Profits 311 Properties 172 Public holiday 68, 113 Purchase 240 Purchase analysis 170, 174 Purchase Order form setting 131 Purchase order 121, 167 465 add row 136 cancel 151 create activity 146 document draft 147
document footer 140 document header 122 item description 129 item selection 128 save changes 144 service document 135 split 137, 189 volume and weight 146 Purchase order confirmation 188 Purchase order from sales order 188 Purchased item 94 Purchasing 119, 120 business objective 120 document body 127 document header 122 technical objective 120 Purchasing analysis 98 Purchasing document 167 Purchasing process 121 Purchasing report 170 Purchasing unit of measure 97 Purchasing UoM 263
Q
Queue 404, 405 definition 404 manager 404 members 405
R
Receivables account 72 Recurring postings 340 defining 341 Relate series to document 110 Required inventory level 101 Reserve invoice 195, 196 Resolution 404, 410 Resolution time 397 Response 404 Response time 397, 422 Re-transfer from repair warehouse 411 Return 121, 167, 180, 193, 409, 411 Returned from technician 409 Revenue 310
Index
Review 430 Right mouse button 42, 43 Rounding method 247 Row details 132 Row status 166
S
Salary posting 326 Sales 179, 180 document body 181 document footer 191 document header 181 Sales analysis 99, 216 Sales and distribution 180 Sales document 194, 195 Sales item 94 Sales opportunity 373, 374, 379 forecast over time report 387 forecast report 387 lost 386 lost report 388 report 388 won 386 won report 388 Sales order 180, 193, 211, 270 Sales order balance 59 Sales process 180, 376 Sales quotation 180, 193 Sales reports 215 Sales stage 376 Sales territory 375 Sales UoM 263 Sample inventory 288 SAP All-in-One 20 SAP Business One 21 SAP Business Suite 20 SAP ERP 19 SAP NetWeaver 19 SAP R/2 19 SAP R/3 19 Scaled special prices 253 Serial number 272, 275 automatic creation 274 available 278 creation 276 466 definition 274 detail report 279 select 277
selected 278 Transactions report 276 transactions report 278, 302 Serial number items 274 Serial number management 279 Serial number table 274 Service call 401 activity 407 assignee 404 by queue 421 call type 403 document type 408, 409 expenses 412 forwarding 406 history 410 origin 403 priority 403 report 420 subject 402 Service contract 396, 414 approved 401 creating 399 labor 398 parked document 401 parts 398 report 422 status 401 travel 398 Service monitor 422, 423 Service process 405 Service reports 420 Service structure 396 Service type 400 regular 400 warranty 400 Set font 46 Shipping type 59 Shortcut keys 449 Shortcuts 449 Small and Medium-Sized Businesses (SMB) 21 Solution recommending 419 status 419 Solutions knowledge base 417, 419 Solvency 306, 307 Source distribution over time report 388 Source of funds 310 Special price 250
Index
copy to selection criteria 255 copying 254 defining 251, 252 quantity scale 253 updating 257 updating globally 256 validity 254 Stage analysis 388 Start date 430 Stock account 312 Stock removal 230 Stockholders' equity 306 Storage 230 Subsidiary ledgers 309 Summarizing document rows 186 Summary type 186 Super user 51
Units of measure 262 UoM defining 263 User 13, 50 creating 51 manager 51 password 52, 53 User code 50 User interface 26 User menu 441, 442 User shortcut 440
V
Validity period defining 258 VAT group 98 Vendor 53, 73 Vendor reference number 123 Version number 26 Volume & weight calculation 145
T
Target document 163 Target key 164, 166 Target stock 240 Target type 164, 166 Task 83 Tax report 355 Tax status 74 Technician 404 Threat of insolvency 217 Tolerance days 78 Total payment 365 Total rounding 366 Transaction data 50 Transaction number serial report 417 Transfer 285 to repair warehouse 411 Transfer date 367 Transferred to technician 409 Translatable fields 95 Translate 94 Translation 94, 95 Trial balance 356 Trip 93 Turnover 180 467
W
Warehouse 231 manage inventory by warehouse 101 minimum inventory level 101, 102 negative inventory 103 setup 232 Warehouse code 232 Warehouse name 232 Warehouse settings 234 Warehousing 230 Warranty template 96 Weighted amount 381 Wildcard search 35, 36 Window size changing 28 Withdrawal 240, 244, 245
Z
Zero delivery notes 191 Zero invoices 191
U
Unit price 134, 263

Sappress Business One

Uploaded by

Document Information

Original Description:

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Sappress Business One

Uploaded by

Copyright:

Available Formats

Robert Mayerhofer

Introduction to SAP Business One

10 Banking ........................................................................... 361 11 Sales Opportunities ....................................................... 373

2 Introduction to SAP Business One ..........................

3 Basic Program Operation .........................................

3.4 3.5 3.6

4 Master Data ..............................................................

5 Purchasing ................................................................. 119

Sales ................................................................ 179

6.3 6.4 6.5

7 Inventory .................................................................... 229

7.4 7.5 7.6 7.7

8 Introduction to Financial Accounting .........................305

9 Financial Accounting ...................................................317

11 Sales Opportunities .................................................. 373 8

12 Service ...................................................................... 395

13 Human Resources ....................................................427

14 Highlights in SAP Business One ..............................433

Business Aspects of Sales

6.2 From Sales Quotation to Incoming Payment

From Sales Quotation to Incoming Payment

Figure 6.2 Document Settings: Activate Availability Check

From Sales Quotation to Incoming Payment

Figure 6.3 Availability Check in Quantity Field (Sales Order)

Delete Row This option removes the checked row.

From Sales Quotation to Incoming Payment

Figure 6.4 Last Prices Report Called from Sales Quotation

From Sales Quotation to Incoming Payment

Figure 6.5 Summary of Document Rows

Figure 6.6 Purchase Order Confirmation Started from Sales Order

button. button to assign the selected item

Invoice with installment payments

Figure 6.7 A/R Invoice with Installment Payments

From Sales Quotation to Incoming Payment

Figure 6.8 Security Message with Document Total Zero

Click Yes to add the document despite the zero total.

From Sales Quotation to Incoming Payment

193 Returns, A/R invoice

Sales quotation, sales order, delivery

Table 6.1 Sales Document Processing

Delivery Returns A/R invoice

Table 6.3 Sales Document Effects on Accounting for Non-Inventory Items

Delivery Incoming Payment

6.2.5 Other Sa les Func ti ons

From Sales Quotation to Incoming Payment

A/R Invoice and Payment

Cash Payment Means: A/R Invoice and Payment

Documents with later posting date

nd (see Tables 6.2 and 6.3).

Document Generation Wizard

Step 1: "New Parameter Set" Option

Step 1: "Existing Parameter Set" Option

Figure 6.14 Document Generation Wizard Step 1: Two Document Generation

From Sales Quotation to Incoming Payment

Figure 6.15 Document Generation Wizard, Step 5: Select Customers

Figure 6.16 Document Generation Wizard: Message About Database Backup

From Sales Quotation to Incoming Payment

Figure 6.17 Document Generation Wizard Step 8: Summary Report

Consolidating sales documents

Figure 6.19 Delivery Consolidation for Customer C20000: Norm Thompson

From Sales Quotation to Incoming Payment

Figure 6.20 Delivery for Customer C20000

Figure 6.21 Consolidation Based on A/R Invoice