Document holder (SAP Business One)

Of the Document holder In SAP Business One, the employee who the system lists as the responsible person in the „Owner“ field of an invoice and automatically assigns based on the user who entered it.

In the system, the field is called „Owner“; in projects, it is called „Responsible“. It is listed in the receipt footer in purchase and sales documents. Also opportunities, Framework agreements And campaigns lead the way. The employee who is linked to the capturing user in the employee master data is displayed. The link is created in the employee master data via the „User Code“ field.

The owner is relevant to data ownership. The concept of data ownership determines which employees, depending on their position within the company, may access which records. This not only authorizes a function such as the offer as a whole, but also distinguishes who owns the data. The basis is hierarchy and managers within the employee roster. Activation takes place under Administration • System Initialization • General Settings. This is particularly important in areas with sensitive data.

Reference to the e-invoice

The document owner can serve as the seller contact for an e-invoice. In the SAP standard, the verification process takes the document owner or, optionally, the sales representative. cks.eINVOICE searches sequentially for the sales representative, the document owner, and the company details. If the contact person is missing from the employee roster, the gap appears again on every invoice for that employee.

Demarcation

The document owner controls data ownership and access, and is automatically derived from the user. The sales representative, on the other hand, is a commercial entity for support, commission, printing, and statistics.

SAP B1 blog