Receipt(SAP Business One)

E-invoicing in Germany: How to implement the obligation with SAP Business One

On receipt is a central element in SAP Business Onewhich documents various business transactions and makes them traceable. It serves as the basis for accounting and the management of operational processes in areas such as Purchasing, sale, camp, finance, service and production.

1. document types

SAP Business One distinguishes between different document types that map specific business processes:

Purchasing: Purchase order, goods receipt, incoming invoice, incoming credit note
Sale: Quotation, sales order, delivery, outgoing invoice, outgoing credit note
Bearing: Stock inflow, stock outflow, stock transfer, stock count
Finance: Journal entry, incoming and outgoing payments
Service: Service call
Production: production order

2. document status

Each document has a specific status that indicates the processing status:

Open: Newly created and still editable
Open - Printed: Already printed, but not yet finalised
Cancelled: Manually cancelled and no longer editable
Completed: Fully processed or completed manually
Parked: Stored temporarily, can be completed later
Authorised: Document has undergone an approval process

3. document structure

A document in SAP Business One consists of the following main areas:

Document header: Contains general information such as document number, date, business partner and status.
Document centre: Contains the items of the document, e.g. items, quantities and prices.
Document foot: Shows summarised information such as total amount, discounts and freight costs.

4. document numbering

Each receipt is labelled with a unique document number provided. The Number series can be defined individually in the voucher settings. They must Gapless and ascending to fulfil the accounting regulations.

5. document chains and reference documents

SAP Business One enables the Linking of documentsso that a traceable document chain is created:

Document chain: Shows the sequence of documents within a business process, e.g. from the quotation to the order to the invoice.
Linking plan: Graphically displays which documents are linked to each other.
Reference documents: Vouchers can refer to other vouchers to ensure traceability.

6. document types according to content

SAP Business One differentiates between documents according to their content:

Article references: Refers to goods that are defined in the article master.
Service documents: Refers to services that are not listed as articles.
A notice: Items and services cannot be combined within the same voucher.

7. voucher date and posting date

Document date: Indicates when the voucher was issued.
Booking date: Determines when the document flows into financial accounting and is taken into account for reports.

8. parked vouchers and approval process

Parked receipts: Documents that are incomplete or waiting for a decision can be saved as a draft.
Authorisation process: Supporting documents can Authorisation workflow before they can be processed.

9. document-related functions

SAP Business One offers various functions for processing documents:

Receipts can be copied, duplicated or cancelled become.
Further processing in other document types is possible.
Open vouchers can be Reports analysed and managed become.
Evidence can be export and print.
With the function "Check document numbering" the completeness of the document numbers can be checked.

10. document information and automation

Formatted Search (FMS query): Enables the automatic retrieval of data such as article number, quantity or discount in receipts.
Document abbreviation: Each document type is assigned a specific abbreviation to enable quick identification.