Purchasing documents in SAP Business One - consistently efficient

Efficient management of purchasing documents is crucial in the procurement process of medium-sized companies. SAP Business One offers all the necessary functions to manage these documents seamlessly, making the entire purchasing process transparent and controllable. In this article, we show you how to use various purchasing documents efficiently with SAP Business One.

Purchase requisition in SAP Business One

The purchase requisition in SAP Business One is the first step in a company's internal procurement process. This is a document that enables the specialist departments to report material requirements without immediately commissioning a supplier. Purchasing is only involved in the next phase, namely the supplier requestintegrated into the process. This strict separation has the advantage that the actual requirement is first checked and confirmed internally before any further steps are taken. It should be emphasised that SAP Business One automatically suggests the creator of the purchase requisition as a supplier - a function that guarantees efficient and traceable processing.

Purchase order - the "centre of the purchasing documents

Purchase orders in SAP Business One are not just isolated transactions, but integral components of a comprehensive document chain that maps the entire procurement process. From the initial purchase requisition and supplier enquiries through to goods receipts and incoming invoices - every phase of purchasing is recorded in a structured manner and documented in a traceable manner. SAP Business One also offers flexibility in order processing: orders can be created directly on the basis of customer orders to ensure material availability. Alternatively, purchase orders can also be derived from purchase requisitions and supplier enquiries.

Incoming invoice: the basis for the payment process

In SAP Business One, the incoming invoice represents the core of the purchasing process. As soon as your supplier finalises a delivery, they create an invoice that is recorded in SAP Business One. This invoice is the basis for payment processing and ensures proper posting in accounting. The incoming invoice typically marks the end of the purchasing process, unless there are discrepancies.

The procurement process and its effects

The procurement process typically begins with the creation of a purchase order in SAP Business One. It is important to understand that at this stage, no postings are made in warehouse management or accounting through such purchasing documents. The purchase order serves as a declaration of intent and the basis for the subsequent process steps. The actual postings only become relevant as soon as a goods receipt is recorded in the system.

Goods receipt: the first accounting step

When you enter a goods receipt in SAP Business One, the system automatically creates a journal entry. This entry records the value of the goods received by posting the amount to the debit side of the stock account and to the credit side of the clearing cost account. These accounts are stored in the article master record, more precisely on the 'Stock data' tab. The stock account and the clearing cost account are retrieved from the corresponding fields here.

The clearing cost account plays a crucial role as a transfer account. It is used to ensure that goods receipts and incoming invoices match. The balance of this account represents the value of all open goods receipts that have not yet been transferred to an incoming invoice.

Incoming invoice: Completion of the goods receipt

Once the goods receipt has been posted, the next step in the procurement process takes place: the incoming invoice. As soon as you enter an incoming invoice in SAP Business One, it finalises the goods receipt and generates another journal entry. In this entry, the invoiced amount is posted to the debit side of the clearing cost account and to the credit side of the supplier account. This step is crucial in order to balance the amount of the clearing cost account that has arisen as a result of the goods receipt. At the same time, the system records the amount owed to the supplier in the corresponding supplier account.

Incoming credit note: Flexible corrections in the event of complaints

If problems arise with the delivered goods or services after the invoice has been received, SAP Business One allows you to create a incoming credit. You use this document to correct the supplier's original receivable. The credit memo can either be posted with an inventory effect, i.e. an adjustment of the inventory value, or without an inventory change, as a pure value adjustment. This gives you the flexibility to react appropriately to various complaints.

Input pre-calculation: simply map process variations

By default, SAP Business One maps the purchasing process in such a way that the goods receipt takes place before the invoice is created. But what happens if an invoice is received first and the goods are only delivered after payment? In this case, the A/P reserve invoice for use. This variant makes it possible to organise the purchasing process flexibly and adapt it to specific business requirements.

Purchase requisition and invoice: manage payments in stages

Many projects require advance payments to the supplier before the complete delivery or service is provided. SAP Business One supports this process with the purchase deposit request and the purchase deposit invoice. These documents allow you to make down payments in several steps, for example when placing an order, starting production or making partial deliveries. In SAP Business One, the final invoice can then automatically record all down payments made and determine the remaining balance. One key difference is the treatment of VAT: while the down payment invoice recognises the tax immediately, this is only done with the final invoice in the case of the request.

Optimised purchasing management with SAP Business One

SAP Business One offers medium-sized companies a powerful platform for efficiently managing the purchasing process. The flexible purchasing documents allow you to map various business scenarios and cater to the individual needs of your company. Whether incoming invoices, credit notes or down payment requests - with SAP Business One you always retain control of your purchasing processes and can optimally adapt them to your requirements.

Through the targeted use of SAP Business One functions, you can ensure transparency and efficiency in purchasing. Optimise your processes and benefit from an integrated solution that helps you achieve your goals.