Better SAP Business One Posting Texts.
7 Feb

Better SAP Business One booking texts

When talking about SAP Business One posting texts, many experienced users think of limitations they have to deal with. Limitations mainly refer to the automated texts that SAP B1 transfers from the document information to the journal entries.

Automatic posting texts in SAP Business One

The idea behind the automatic posting texts in SAP Business One is not only to create the appropriate journal entries by creating or processing documents. The entries should also be accompanied by clear information about the business transaction. Business One provides for this certain sources and fields in from the Document before. The fields to be used in the automatic posting texts in SAP Business One can be defined in the system setup. This means, of course, that when you set up the system, you already need a precise idea of the reporting requirements. An idea that is difficult to revise later. The task is made more difficult by the fact that not all fields of a document are available.
Last but not least, there are requirements from the outside: if one wants to journal entries export to other systems together with the SAP Business One posting texts, the receiving systems often have only limited space for this information. If SAP Business One has a generous 254 places for this, then in the case of DATEV make do with 40 characters.

Booking text generator

However, for the tasks of setting up automatic posting texts for SAP Business One with greater freedom and flexibility, there are the Versino Financial Suite. One of the functions included is the booking text generator. With this it is possible to define automatic booking texts from all fields of the documents involved. This applies in the literal sense. The (authorised) user can, with a click with the right mouse button on a field in the document, determine this as the source for the posting text of the linked journal entries. The SAP B1 user can also specify the number of characters and any separators. With rules, the user can also determine whether repetitive terms should only appear once in the SAP Business One posting text, or whether only the first line of documents should be used for the information.

What makes a good booking text?

The following questions should be asked when designing and specifying a booking text:

  1. Is the text still self-explanatory for me later and without context?

    The question of "whether you will still know what you booked six months from now" is crucial, especially for an accountant who is entirely responsible for the accounting are responsible. You have to know how quickly you can orient yourself to what you have done.
  2. Who is the one who has to work with the information of the booking text?

    Is it the management, controller or tax consultant? Who must be able to draw the important information and correct conclusions from the accounting texts?
  3. Can the descriptions of the booking texts survive an audit?

    The question here should (almost) naturally be answered with a "Yes!". Nevertheless, one should always act in the awareness that an auditor can look critically at the bookings.
  4. Which additional ones are linked to the journal entry?

    In systems such as SAP Business One, you can jump directly from the journal entry to the digital document. If there is also a digital archive such as CKS.DMS integrated, access to the original receipt is also just a click away. But be careful! Not everyone downstream in the information chain has the same deep access! (see 2.)
  5. Are there any technical specifications or restrictions?

    In an increasingly networked world, one should not only think about one's own system. (Digital) systems can continue with the dissemination of data that rely on a common language.