Questions and answers about SAP Business One fields and functions.
STRAIN DATA
Master data / User
A user is a person who works in SAP Business One and accesses the programme via a user code and password.
To create a new user in SAP Business One, open the „User - Setup“ window and enter all relevant data in the „General“ tab.
A superuser is a user who is granted all authorisations in SAP Business One and can therefore use all the programme's functions.
To create a superuser in SAP Business One, activate the „Superuser“ checkbox in the „User - Setup“ window.
One Named User Licence is a user licence that is assigned to a specific employee in the company.
Since Release 9.2, the user code entry in SAP Business One is limited to 25 characters.
The password in SAP Business One must be at least four and no more than eight characters long.
To change a password in SAP Business One, click the „Enter Password“ button and enter the new password in the window that opens.
If you enable the „Password never expires“ checkbox, the user will not have to change their password after a set period.
The „Change password at next sign-in“ checkbox forces the user to change their password at the next sign-in.
A branch in SAP Business One is a location of the company where certain business activities take place.
A department in SAP Business One is a grouping of employees who perform similar tasks.
To assign a user to a user group, click the „Assign permission groups to user“ button and select the appropriate group.
A mobile user licence enables a user to access SAP Business One via a smartphone app.
The Mobile Device ID in SAP Business One
Password management is a function that contains certain specifications for the password selected by the user. It consists of various fields such as the security level, expiry date, minimum length and the number of authentications.
The security level is a predefined category that determines the content of the following fields. The security levels Low, Medium, High and User-defined are available for selection. The contents are fixed and cannot be changed.
The expiry date describes the number of days after which the password must be renewed by the user. After this period has expired, the user receives a prompt to change the password when logging in.
The following fields can only be entered or changed if you select the Custom security level. The fields are already predefined for all other security levels.
The specifications that affect the composition of the password are the minimum length, the minimum number of upper case letters, lower case letters, numbers and non-alphanumeric characters.
For example, the new password must not match the last three passwords. To do this, enter the digit „3“ in this field. The higher the number, the higher the security level.
Enter the number of attempts allowed for a user to correctly enter their username and password when logging into SAP Business One. Entering „-1“ allows the user an infinite number of attempts.
If the specified number of attempts to log in to SAP Business One is exceeded, the user is locked and can only be unlocked by a superuser.
Enter an example here of how the user's password should be composed. This example password helps the user to choose their own password. When a new password is created, SAP Business One checks whether this requirement has been met.
The user must change the initial sample password and enter a new password of their own choice when logging in for the first time.
The „Low“ security level is set by default in SAP Business One. The password must be at least six characters long and meets no further requirements. The expiry date is set to 90 days.
The „Medium“ security level requires a password that is at least eight characters long. It must contain at least one number or special character and one uppercase or lowercase letter. The expiry date is set to 60 days.
The security level „High“ requires a password that must be at least eight characters long. It must contain at least one number and one special character, as well as at least one capital letter and one lowercase letter. The expiry date is set to 30 days.
Master data / business partners
Master data / business partners / contact persons
You can create and manage any number of contact persons on the Contact persons tab in SAP Business One.
You can create any number of contact persons on the Contact persons tab.
If you click on the desired contact person in the left-hand bar, the corresponding data will be displayed on the right-hand side.
Click the „Redefine“ bar in the left-hand pane to create a new contact person.
In the „Contact Person ID“ field, you should enter the contact person's name as you would print it on documents, for example, including the desired salutation and title.
Click on the contact person's name in the left-hand bar and then click the „Set as default“ button below the section to define the contact person as the main contact.
Since release 9.1 of SAP Business One, the email function has been expanded and there is now the „Email Group“ dropdown list for the contact person.
Click the „Redefine“ entry next to the „Email Group“ dropdown list to create a new email group.
Select the desired email group from the „Email Group“ dropdown list in the contact person.
You can use the e-mail group to classify the contact persons at your business partners with regard to e-mail dispatch.
A customer has authorisation for all sales documents, opportunities and service calls.
Compared to a customer, a prospective customer only has limited authorisations for the sales documents quotation and order as well as for opportunities. They have no authorisations for service calls, deliveries or outgoing invoices. A supplier has authorisation for all purchasing documents.
The e-mail group is used to classify contact persons in relation to e-mail dispatch and to enable targeted communication with specific groups of contact persons.
The „Password“ field is reserved for the contact person's password for e-commerce applications.
No, only one e-mail group can be assigned to a contact person.
Yes, you can make a contact person the main contact person retrospectively by clicking on the contact person's name in the left-hand bar and then clicking on the „Set as default“ button below the area.
Master data / Business partners / Addresses
The Addresses tab is an area in SAP Business One where you can create addresses for each business partner.
You can create any number of addresses for each business partner - with certain restrictions.
There are billing addresses (only for customers/prospects) or payment addresses (only for suppliers) and delivery addresses. You can create different delivery addresses for delivery notes, production addresses for production orders, locations for service calls, addresses for quotations, etc.
You can create any number of billing and delivery addresses for a customer.
Once you have created more than one address in either block, you can set the most frequently used address as the default via the button of the same name below the address overview.
The billing or payment address of the business partner has an impact on financial accounting, as a reconciliation account must be defined for each business partner. This reconciliation account differs depending on whether the business partner is domestic or foreign.
Master data / Business partners / Terms of payment
On the „Payment Terms“ tab, you can specify all data concerning the business partner's payment information.
Click the orange arrow. You will go to the „Payment Terms - Definition“ window.
Select the price list for this business partner. The assigned price list is the basis for pricing in the purchasing and sales documents.
Enter an interest rate for late payments from customers here.
This field shows the value linked to the selected payment terms. You can overwrite this value if necessary. It refers to the total discount percentage applied to the business partner's payment term. This discount is taken into account when calculating payments that need to be made to the business partner.
The credit limit is the maximum value up to which your customer may have outstanding receivables with your company. If the credit limit is exceeded, a warning message is displayed. You can also specify whether the credit limit should be calculated on the basis of the open item amount or on the basis of the order total. This setting affects how the credit limit is calculated and which data is displayed in the corresponding reports.
The exposure limit works in the same way as the credit limit, except that the total amount of unpresented cheques is also included here. This indicates the amount up to which the business partner may purchase goods or services on credit before having to make payments. If the credit amount exceeds the commitment limit, the business partner is asked to make a payment before they can purchase further goods or services. By setting an exposure limit, you can better control and manage the credit risk for your company.
Select a predefined dunning condition from the value list. To create a new dunning condition, select the entry „Define New“. You can specify the number of days that must pass before a dunning reminder is automatically generated if the customer's payment terms are exceeded. You can enter a value of, for example, 10 days, which means that a dunning reminder will be automatically created 10 days after the payment terms expire if the invoice has not yet been settled at that time. You can also specify which dunning level should be used and whether an email or a printed copy of the dunning reminder should be sent to the customer.
The drop-down list allows you to select whether no interest and charges (entry No), only interest, only charges or both (entry Interest and charges) should be posted with the dunning run. If you select a payment term from the drop-down list, it is automatically applied to all documents that you create with this business partner. For example, if you create an invoice to this business partner, the payment term you have selected is automatically applied.
The „standard framework agreement“ is a predefined contract type that can be assigned to a business partner to access standard terms and conditions more quickly when setting up a framework agreement. It defines the conditions for the payment of goods or services. These include, among other things, the payment period, currency, and payment method (e.g., bank transfer or cheque).
„Effective Discount Groups“ are groups that determine which discount is to be applied to a specific customer. For example, an effective discount group can be defined for customers who adhere to a specific payment term, such as prepayment or payment within 10 days. The discounts can be defined as a percentage or a fixed amount.
The effective discount groups can then be assigned to business partners in SAP Business One. When a sales transaction is completed for a business partner with an effective discount group, the relevant discounts are automatically applied based on the payment terms selected for the transaction.
In SAP Business One, the term „effective price“ refers to the actual price a business partner pays for a product or service after all discounts, rebates, and additional costs have been accounted for. Within the payment terms of a business partner, the effective price can be specified as a fixed amount or as a percentage.
In „Maintain Priority“ you select the business partner priority in customer orders from a value list. The priority is represented by a number assigned to the respective payment term. A lower number means a higher priority, i.e. open items with this payment term will be settled first before payments are made for items with a higher priority.
In „Maintain Business Partner Bank Details“ you enter the business partner's bank details at the bottom left by clicking the (Select from list) button next to the Bank country field.
If the business partner's bank has not been created, it must be created via Administration - Definitions - Bank processing - Banks.
„Credit card type“ refers to the type of credit card a customer possesses. This could be, for example, a Visa, Mastercard, or American Express card. Recording the corresponding credit card type in SAP Business One allows it to be used, for instance, for creating invoices or for reporting.
„Feiertage“ refers to the holiday calendar used in due date calculation. You can select a pre-defined holiday calendar from the value list or create a new one.
In the „Payment Terms“ window in SAP Business One, you can set fixed calendar days within a month on which invoices are due. This results in three possibilities depending on the invoice's due date: on the 15th of the month, on the 25th of the month, or on the 15th of the following month.
If you activate this checkbox, you allow a sales order from this customer/prospective customer to be copied only partially - i.e. not with all lines - to a subsequent document (delivery note or invoice). It is important to note that a partial delivery does not cancel or affect the rest of the order. The undelivered part of the order remains active and can be delivered at a later date when all items are available. If this checkbox is not activated, the sales order can only be copied in full to a subsequent document.
If you tick this checkbox, discount groups defined in SAP Business One will not be applied to this customer. This can be useful, for example, if you want to use an individual price list with fixed prices for a specific customer without applying discounts. If you do not activate the option, the discounts defined in the discount groups will be applied to the customer, provided they are configured for the corresponding items.
Master data / Business partner / Payment run
On the Payment run tab, data is entered that is required for the payment wizard in the Bank processing module.
For a newly created business partner, a house bank is automatically suggested on the Payment run tab.
As usual, you can select a different house bank account on the Payment run tab in the Business partner master data window. To do this, click on the (Select from structure) button to the right of the country. In the window that now opens, click on the black triangle next to the corresponding country and select the desired house bank account.
Select a payment method for this business partner on the right-hand side of the tab if they are to participate in electronic payment transactions. If you have several payment methods available, you can set the most frequently used payment method as the default. To do this, select the desired payment method and click on the Set as default button.
The "Reference details" field is used to enter a reference if required. This reference is relevant for the bank file that can be created using the payment wizard for electronic payment transactions.
By activating the checkbox "payment block", the business partner is not proposed in the payment wizard during a payment run.
By activating the "Single payments" checkbox, the payment wizard generates a single payment for each individual invoice.
The Direct Debit Authorisation checkbox on the Payment Run tab in SAP Business One is used to authorise the customer's consent to debit payments from their bank account. If this option is activated, the customer gives their consent for the amount to be automatically debited from their account instead of making the payment manually. This simplifies the payment process for the customer and reduces the administrative burden for the company. However, it is important to ensure that the customer has explicitly given their consent to use this option in order to avoid any legal problems.
The drop-down list "Code for bank fee allocation" allows you to select the bank fee for this business partner.
Master data / Business partners / Accounting
The „Accounting“ tab is further divided into two sub-tabs: „General“, which contains all data relating to consolidation, control accounts, advance payments and Dunning as well as „Tax“, on which the corresponding tax status and tax group are assigned to the business partner.
Delivery consolidation means that you can specify an additional business partner to whom the outgoing invoice is issued.
Payment consolidation means that you can specify another business partner to pay the outgoing invoice.
To select a deviating business partner, open the selection list in the „Consolidated BP“ field and choose the desired business partner. At the same time, you must select the „Delivery Consolidation“ option for the radio buttons in the upper section of the „Accounting - General“ tab.
In total, you can set up four types of reconciliation accounts: „Debtors“ (Customers) or „Creditors“ (Suppliers) fields, „Down Payment Clearing Account“ field, and „Down Payment Interim Account“ field. A reconciliation account is an account in the general ledger that is automatically posted along with a posting to a business partner account (customer or supplier).
Click on the „Define Reconciliation Accounts“ button to the right of the Reconciliation Accounts entry to specify further reconciliation accounts in the Reconciliation Accounts - Debtors/Creditors window that has now opened.
The account is automatically assigned when the business partner is created and can then be changed directly with the business partner. The reconciliation account can only be changed up to the first accounting transaction (e.g. outgoing invoice, incoming payment, etc.).
Prepayment receivables are receivables from customers for prepayments already made. Prepayment liabilities are liabilities to suppliers for prepayments already made.
The „Block Reminders“ checkbox on the „Accounting - General“ tab allows you to generally override the reminder mechanism for this customer.
The „dunning level“ field shows the highest dunning level in which the customer is with a reminder, according to the dunning plan.
On the Accounting – Tax tab, you set the tax status and tax group for the selected business partner.
On the „Accounting – Tax“ tab, you set the tax status and tax group for the selected business partner. A business partner is treated differently for tax purposes depending on whether they are located domestically, within the EU, or outside the EU (in a third country). Depending on the assigned tax status, a tax group can then be allocated.
Master data / terms of payment
The terms of payment can be defined centrally under Administration - Definition - Business partner - Terms of payment in SAP Business One.
The terms of payment consist of the actual payment term and the cash discount term, which are assembled like modules to form the complete payment term in SAP Business One.
In addition, a number of other conditions can be predefined in SAP Business One, which are then assigned to the business partner.
When defining the payment terms in SAP Business One, you must fill in the "Payment terms code" field and select the "Due date based on" drop-down list.
In SAP Business One, you can choose between document date, posting date and system date.
The document date is the date that appears on the document or the date on which the document was created in SAP Business One. As the date of the current day is automatically proposed when the document is created, this date makes perfect sense and should be used as the basis for calculating the due date in SAP Business One.
In SAP Business One, in the "From" drop-down list, you specify the date from which the payment period begins to run.
The number of tolerance days you enter in this field in SAP Business One reduces the due date in the invoice.
An instalment payment in SAP Business One is the payment of a debt in several instalments within a defined period of time. To define the rule for instalment payments in SAP Business One, click on the orange arrow next to the Number of instalments field.
SAP Business One creates one line per instalment, so in total the number of lines you set in the „Number of instalments“ field. Furthermore, a proportional percentage is automatically calculated in the % column.
In SAP Business One, in the Credit Memo Type dropdown list, you specify how a credit memo should be applied to individual instalments. In SAP Business One, you have the options „First Instalment“, „Last Instalment“, and „Equal“ to choose from.
For the treatment of tax on instalment payments, SAP Business One offers two options: „Apply tax to first instalment“ or „Update tax proportionally“.
With the „Open Down Payment“ option in SAP Business One, you can set whether an incoming payment with a receipt should be automatically created after adding an outgoing invoice.
In SAP Business One, you can define discounts by selecting the „Define Discount“ option from the value list.
In SAP Business One, you can specify one cash discount period per line in the table. The discount periods can run until the 5th of the following month.
In SAP Business One, you can activate the „Freight“ checkbox to include freight costs or additional expenses in the document also in the cash discount calculation.
In SAP Business One, you have the option of using the discount periods multiple times without having to create them again and again.
In SAP Business One, you can set a default value for each new customer/supplier to be created in the „Default Payment Terms for Customer/Supplier“ fields under Administration • System Initialisation • General Settings • General tab.
In SAP Business One, the terms of payment assigned to the business partner are automatically copied to the document when a new document is created. Before the document is added, the terms of payment or individual components of the terms of payment, such as the maximum payment period, can be changed. When changing the terms of payment in the document, please note that this can optionally also result in a change to the price list, the credit limit and the commitment limit, which are linked to the terms of payment. The programme will display a corresponding message when the terms of payment are changed and allow you to change this information or retain the original settings.
Master data / activities
Activities in SAP Business One are tasks that help users manage business processes effectively. They allow users to plan, delegate, track and finalise tasks to ensure that important tasks are completed within the specified time frame.
Activities can be created for various purposes, such as tracking sales opportunities, customer service requests, service contracts, projects or other tasks. Users can link activities in SAP Business One to relevant business objects, such as customers, suppliers or articles, to have a better overview of all related tasks.
To create a new activity, users open the „Activity“ window via „Business Partner“ > „Activity“. In the top-left area of the window, they specify the classification of the activity in the field of the same name. The type of activity is pre-defined by SAP Business One; this can be a phone call, a meeting, a task, a note, a campaign, or other. Depending on the type of activity selected, the fields on the „General“ tab change.
Users can monitor activities in SAP Business One in real time, allowing them to track task progress, monitor deadlines and timelines, and ensure that important tasks are completed before delays occur.
The attachments in activities offer a wide range of possible applications. In practice, for example, there is a need to archive all electronic business correspondence relating to a customer or prospective customer. This means that users are able to store all file notes, memos, emails, telephone notes, contracts, written agreements, etc. as an activity including attachments in SAP Business One and quickly find them again with efficient structuring using the activity, type and subject fields.
On the General tab, users can enter any further data they wish. For almost all activity types created with a future start time, they can be reminded by SAP Business One. To do this, they activate the „Reminder“ checkbox in the lower left-hand area of the General tab.„
The „Linked Document“ tab is used to link the activity to any document or even an item. Users can do this by selecting the document type and then, in the „Document Number“ field, obtaining a selection list of all documents of the selected document type from all business partners. If users wish to narrow down the selection list of documents to the business partner selected in the activity, they activate the „Show documents related to business partner“ checkbox.
On the „Content“ tab, users can also enter any long text with line breaks.
From Release 8.8, users can specify whether an activity is recurring in the „Recurrence“ field. To do this, they select the recurrence interval from the dropdown list, i.e. Daily, Weekly, Monthly or Annually. They then define the dates for the recurrence interval, so that it matches their recurring activity.
For each activity, users can choose whether it should be set to inactive or completed upon finishing. A completed activity cannot be reactivated, whereas an inactive activity, while no longer displayed in the individual activity overviews, can be set back to active. With the „Follow-up activity“ button, users have the option to create another activity that is directly linked to the first one.
In the „Business Partner Master Data“ window in SAP Business One, you can view existing activities for a business partner by clicking the „Show Related Activities“ button in the bottom right-hand section of the window.
You can either click the „Create Activity“ button from the dropdown list in the „Business Partner Master Data“ window in SAP Business One or click the „Activity“ button in the „Business Partner Activities Overview“ window to create a new activity from within the business partner.
Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat.
Once the connection between different systems has been established, SAP B1if can be used to create activities in SAP Business One. An activity, such as the receipt of an order in an online shop, can be initiated by a trigger in SAP B1if. SAP B1if can then extract the required data from the online shop and import it into SAP Business One to create an activity.
Master data / Articles
Answer: All goods and services that you buy and sell in the course of your business operations in SAP Business One are created in the item master data. In addition to physical goods, services and fixed assets are also created as articles. However, the latter have no effect on the warehouse. The centrally created articles are used in various modules in SAP Business One, such as purchasing and sales documents, service area, material requirements planning, etc.
The window for the item master data in SAP Business One can be found under Warehouse Management - Item Master Data. The same rules apply to this window as for the programme operation - this means that you can search for existing items, update them and, of course, create new items. The item master data window consists of thematically different tabs, which are presented in the next section.
The header data in the item master data window in SAP Business One is the most important information about the individual item. At the top of the window you will find fields such as the item number, item number series, item type, item group, ME group, barcode and item type checkboxes.
The „Item No.“ field in SAP Business One is where you enter a unique number for the item. This number can consist of a maximum of 50 digits and/or letters and must be unique. The item number cannot be changed, and the item cannot be deleted once it has been used in any transaction, such as a document or a service call.
The item number series in SAP Business One is an automatic numbering facility. You select the numbering series for the respective item from the drop-down list to the left of the „Item No.“ field. By selecting the numbering series, the item numbering will continue without gaps. You can select the „Manual“ option to assign an item number freely.
In SAP Business One, each item must be assigned a predefined item type. This item type is primarily relevant for the service module and distinguishes between the options „Item“, „Labour“, and „Travel“. The „Item“ option represents the classic item and is the default setting. The „Labour“ option is used to define a „Labour time“ item, which can be used, for example, for billing technician hours. The „Travel“ option is used to define a „Travel costs“ item, which can also be used, for example, for recharging the travel expenses of a service technician. The „Labour“ and „Travel“ item types naturally have no impact on warehouse management.
The „Item Group“ dropdown list in SAP Business One is selected from a list of values. Item groups are broad categorisations used for dividing or analysing item data. The item group can be determined based on various characteristics. New item groups should be created in consultation with a key user, as they have an impact on item statistics and also on financial accounting. The item group should not be too finely divided, otherwise analyses can become too confusing.
The „UoM Group“ dropdown list in SAP Business One selects a Unit of Measure Group from the value list (from release 9.0 of SAP Business One). By default, the „Manual“ option is selected. By selecting the Unit of Measure Group, multiple units of measure can be managed for this item. Once this item is used in a transaction, such as a purchasing or sales document, the Unit of Measure Group can no longer be changed.
The „Barcode“ field in SAP Business One is where you select a barcode (European Article Number, EAN) for the item. You click the button (selection list) to choose an existing barcode from the list. If no barcodes are available for this item, you click the button (Define Barcodes) to create a new barcode for this item in the subsequent window. Multiple barcodes can be defined per unit of measure group. If there are multiple barcodes, one of them can be set as the default.
The checkboxes for the item type in SAP Business One determine how an item is used within the company. The „Inventory Item“ checkbox is activated if the item is a physical good for which you want or need to maintain inventory valuation. Once this flag is activated, SAP Business One tracks every inventory movement (purchases, sales, transfers, stock takes, etc.) and values this item according to the assigned inventory procedure. The „Sales Item“ checkbox is activated if the item is one that is only used in sales documents in this form. The „Purchased Item“ checkbox is activated if the item is one that is only used in purchase documents in this form. These checkboxes are important as they influence the use of items within the company.
You can select a price list from the value list that is created and maintained under Warehouse management - Price lists - Price lists.
You can fill the price list with prices in this window. The price is displayed in the Unit price field to the right of the price list and can be overwritten there or - if the field is empty - entered again.
Yes, you have the option to specify the article price for a total of three currencies simultaneously. In this case, select the entry Main currency, „Additional currency 1“, or „Additional currency 2“ from the dropdown list to the left of the price and enter the desired price with the corresponding currency code.
The field for the unit price is located to the right of the price list and displays the price for the selected item. If the field is empty, you can enter a new price there.
In SAP Business One, certain item data such as description, foreign-language description, barcode and remarks tab can be translated into any number of languages. The translated article data is then printed on the documents in the language selected for the business partner. To use this function, you must activate multi-language support in the company details.
Multi-language support must be enabled under Administration • System Initialisation • Company Details • Basic Initialisation tab. To do this, tick the „Multi-language support“ checkbox. For the actual translation, right-click on the field to be translated and select the „Translate“ option from the context menu. In the „Translations“ window that opens, you can enter the foreign language texts.
In SAP Business One, there is a method to identify fields available for translation. Go to the „View“ menu, select „Display Settings“, and then choose „Translatable Fields“. All fields that can be translated will display a small globe icon on the right-hand side. Fields that already have a translation will display a coloured, filled-in globe icon.
In SAP Business One, certain item data such as description, foreign-language description, barcode and remarks tab can be translated into any number of languages. However, other article data such as price, weight or suppliers cannot be translated.
In SAP Business One, you can use any number of languages to translate the article data. Please note, however, that only the languages selected in the business partner data on the General tab are displayed.
The „General“ tab contains basic information about an article. Here you can, among other things, select a manufacturer, add an additional identifier, or define a shipping method.
To activate the „Do not apply discount groups“ option, simply tick the corresponding checkbox on the „General“ tab in the article master data window. This will prevent discount groups from being applied to a document and will not suggest a discount that would also affect this article. Nevertheless, you have the option to manually change the discount in the document line.
The „Manufacturer“ dropdown list allows you to select a manufacturer relevant to the item. You can also select „Redefine“ to create a new manufacturer. This field is relevant if you manage branded products in your item master data.
The „Additional Identifier“ is another free space field with a total of 16 characters, which you can use to add further information to an article. This field is optional and can be completed individually.
The „Manage item by“ dropdown list contains various item management settings. Select a management method from the value list to define whether the item is managed by serial numbers, batch numbers, or neither of these methods.
This dropdown list, „Management method“, allows you to customise the management of serial or batch numbers. Select either „On issue only“ or „On receipt and issue“ to define when the serial or batch number should be managed.
The „Shipping method“ dropdown list in the „General“ tab displays the appropriate form of transport for this item. You can select a shipping method from the value list or choose „Define new“ to create a new shipping method.
The „Output Priority“ dropdown list in the „General“ tab is only active if serial or batch numbers are managed for the item. You have the option to manage serial or batch numbers either only upon output, or upon both receipt and output.
The „Warranty Template“ dropdown in the „General“ tab is only active if serial numbers are managed for the item. For a serialised item used in the Service module, you can assign a warranty template.
The „Active“ radio button on the „General“ tab allows you to set a period within which the item is valid or active. Valid means that this item can be used in all purchasing and sales documents.
The „Inactive“ radio button on the „General“ tab is the opposite of the „Active“ flag. The specified period, along with any notes, refers to the period in which the item is inactive.
The „Advanced“ option on the „General“ tab allows you to define both an active and an inactive period for the item.
The „Purchasing Data“ tab in SAP Business One contains all information regarding an item that pertains to purchasing, such as preferred vendor, vendor catalog number, purchasing unit of measure, and packaging unit.
The „Preferred Supplier“ dropdown list on the „Purchasing Data“ tab allows you to select a preferred supplier from the value list or create a new supplier.
The „Supplier catalogue number“ field in the „Purchasing data“ tab contains the item's external catalogue number, which corresponds to the preferred vendor's item number and can be displayed and printed on purchasing and sales documents.
The field „Purchase UOM Name“ in the „Purchasing Data“ tab contains the name of the purchase unit of measure for the selected item, such as piece, kilo, litre, case, or box.
The „Items per Purchase Unit“ field in the „Purchasing Data“ tab indicates how many pieces are in the purchase quantity unit.
The „Packaging Unit Name“ field in the „Purchasing Data“ tab specifies the packaging unit of the selected item, such as carton, box, pallet, or bag.
The „Quantity per package“ field in the „Purchasing data“ tab indicates how many purchase units are in the packaging unit.
The „Customs Group“ dropdown menu on the „Purchasing Data“ tab allows you to select the customs group from the value list or create a new customs group. The customs group applies to the import of the item from a third country.
The fields „Length“, „Width“, „Height“, „Volume“, and „Weight“ on the „Purchasing Data“ tab of the item master data specify the dimensions of the purchasing unit for the selected item. The volume is calculated automatically, and when entering the weight, you also select the unit of weight.
The factors on the „Purchasing Data“ tab of the article master data are used to define nested purchasing units. You enter the corresponding factor for each level of nesting.
To display nested units with factors, you must define the factors, e.g. factor 1 for the number of cartons ordered, factor 2 for the number of twin packs per carton and factor 3 for the number of tubes per twin pack. The quantity in base units of the carton can then be calculated by multiplying all factors.
The „Tax Code“ dropdown list on the „Purchasing Data“ tab within the Material Master Data allows you to select tax codes from the value list. You assign the tax code that must be used for domestic purchases to the material.
The monthly and quarterly purchasing data in SAP Business One is based on the incoming invoices for the selected item. The table in the upper section shows all incoming invoices for the item, while the lower section shows the quarterly and monthly distribution of purchasing turnover.
Units of measurement such as volume and weight only change between purchase and sale if the item has been further processed or disassembled in any way.
On the „Stock Data“ tab, you will find all data relating to the inventory management of the selected item. The table in the lower section lists all warehouses (rows) and the availability of the selected item (columns).
The available stock is calculated by reducing the quantity in stock by the confirmed quantity and the ordered quantity.
If you tick the „Blocked“ checkbox, the selected item can no longer be placed in the blocked storage.
With the „Set standard warehouse“ button in the bottom right-hand area, you can define a standard warehouse for the selected item. To do this, select the desired warehouse by clicking on the row number and then click on the button. The defined warehouse will be suggested in every document when the item is selected.
The „ME Name“ field indicates how the selected article is managed or stored in your warehouse (e.g., box, carton, barrel, pallet, etc.).
In the „Stock Level“ block, you specify the minimum, maximum, and required stock for the selected article. If you wish to define stock levels for each warehouse individually, you can activate the „Stock Management by Warehouse“ checkbox. In this case, these three fields will also be displayed in the table structure to the right of the „Available“ column and can now be filled out per warehouse.
Tick the „Stock keeping by warehouse“ checkbox in the Document Settings window on the General tab under Administration • Systeminitialisation.
Under „Administration • System Initialization • Document Settings“, you can select three different levels in the „Reaction to Input/Output Outside Defined Range“ block. Select the „Without Warning“ option to ignore the undershoot. Select the „Warning Only“ option to receive a warning in case of an undershoot, which you can, however, override. If you select the „Block Output/Input“ option, you will not be able to add a document that caused the undershoot.
You can activate the „Block negative stock“ checkbox in the article master data. This prevents stock levels from ever falling below zero. This approach is recommended as it complies with accounting regulations. Accordingly, you will receive a warning message if you deactivate this checkbox.
In the drop-down list to the right of the ticked checkbox in the item master data, you can specify how a negative stock should be valued. With the option „Company“, the stock is negative as soon as the stock level is zero throughout the entire company, i.e. across all warehouses. With the option „Warehouse“, the stock is already negative when it is zero in the selected warehouse. With the option „Item Setting“, SAP Business One blocks negative stock per warehouse if stock management by warehouse is switched on, otherwise negative stock is blocked at the company level.
In some business areas, negative stock may arise. SAP Business One offers a procedure for handling this scenario in terms of valuation.
This method values the negative stock on the basis of the last recorded purchase or production costs. This means that the value of the negative stock is valued at the highest purchase or production cost that was last recorded in SAP Business One.
If stock is then received, it is used first to balance the negative stock. Only when the negative stock has been cleared is the stock valued at the latest purchase or production cost.
It is important to note that this method is only applied when the „Negative Inventory“ option is activated in SAP Business One. If this option is not activated, a negative inventory is valued as zero.
You can activate the checkbox „Auto. Add all warehouses to new and existing items“ under „Administration • Systeminitialisation • General settings • Inventory“. This will automatically add all warehouses when a new item is created.
All fields on the „Planning Data“ tab are relevant for the Material Requirements Planning module.
On the „Properties“ tab, you have the option to describe and classify your articles in more detail using properties. Before assigning properties to an article by activating the checkboxes, you must create them under „Administration • Definitions • Warehouse Management • Article Properties“. You can assign a maximum of 64 properties to an article.
On the „Notes“ tab, you can enter any long texts and descriptions for a selected article. You also have the option here to attach an image file for this article.
Yes, just as you can record activities for business partners, you can also do so for articles. To do this, right-click on the „Article Master Data“ window and select the „New Activity“ entry. The link to the article will be documented in the activity on the „Linked Document“ tab. To view the collected activities for the selected article, also right-click on the „Article Master Data“ window and select the „Activity Overview“ entry.
Alternative articles are articles that can replace an original article if it is no longer in stock. Both the original item and the alternative item must be created in the item master data.
To define an alternative article, find the desired original article in the article master data and right-click in the „Article Master Data“ window. Select the „Alternative Articles“ entry. In the „Alternative Articles“ window, you can define the associated alternative articles and their percentage match in the table below the original article. Enter the article code or press the TAB key to open the selection list and choose the desired article. Specify an estimated percentage match. This determines the ranking if you define multiple alternative articles for an original article. Confirm the line with the „Update“ button, and another line will be opened. Click the „OK“ button to close the window.
The „Reverse Link“ button in the article master data allows you to make the original article the alternative article, thus reversing the relationship between the two articles.
To activate automatic stock management by warehouse as default for all articles, tick the „Stock management by warehouse“ checkbox in the „Document settings“ window on the „General“ tab under „Administration • System initialisation“.
Master data / document numbering
A period indicator is a tool with which SAP Business One enables you to use the same document number in different financial years.
You define the actual voucher numbering under Administration - System initialisation - Voucher numbering. The Document numbering - Definitions window contains a list of all available document types.
There are generally two scenarios in SAP Business One, whereby you should decide in favour of one of these scenarios. Only one document type per document numbering series is permitted or more than one document type per series is permitted.
In the „Sales Credit Memos - Numbering Series“ window, you must enter a name for the document numbering series, fill in the „First No.“ field for the series„ starting point, the “Next No.' field will be automatically populated with the value of the next document number to be created, and fill in the 'Last No.' field. If you wish to define two series with the same period indicator, specify a prefix and a suffix, enter a remark for the series, select a group from the value list, select a period indicator, and activate the 'Cancellation/Reversal' and 'Block' checkboxes.
Master data / Company master data
You can enter your company's contact details under Administration - System initialisation - Company details on the "General" tab. These fields can be printed on all receipt printouts.
To change your company's master data, go to Administration - System initialisation - Company details and change the required information on the "General" tab.
Yes, you can enter your company's contact details in your national language as well as in a foreign language on the "General" tab.
On all receipt printouts: The fields on the "General" tab can be printed on all receipt printouts.
In these fields, you must enter your company's VAT identification number (UID). The UID for Germany begins with „DE“ and consists of nine digits. The UID number for Austria begins with „ATU“ and consists of eight digits.
You must enter your additional tax number here. The tax office can use this number to recognise your company as part of a group of companies.
Here you must select the public holiday calendar relevant to your country. The public holidays must be set up here each year. If the desired year is not available, select the entry „Redefine“ from the value list.
Here you must enter the number of the tax office that is relevant for your advance VAT return.
Here you must enter the Creditor ID assigned to you by your central bank. You will need this
The data protection authority assigns a seven-digit register number, the so-called data processing register number (DVR number), to companies that operate reportable databases.
FINANCE
Finance / Chart of accounts
Two windows are available in the Financial Accounting module: the Chart of Accounts window and the Edit Chart of Accounts window. The former is ideal for managing existing accounts or creating new accounts. The latter is ideal for reorganising an existing chart of accounts and creating new accounts by copying existing accounts.
The Chart of accounts window can be used both in search mode with all fields not highlighted in grey as search criteria and in add mode to add new accounts. The Chart of Accounts window is handled in the same way as other master data windows, such as item master data and business partners.
In the Edit chart of accounts window, you can quickly add new accounts if you are using existing accounts as a copy template. After opening the Edit chart of accounts window (Financial accounting - Edit chart of accounts), you can make a preselection.
The chart of accounts in SAP Business One is organised like a filing cabinet. The individual drawers of the filing cabinet are standardised thematically and correspond approximately to the account classes in the standard chart of accounts or the standard chart of accounts.
Since Release 9.2 of SAP Business One, you also have the option of renaming the drawers. This is an important new feature, as the names of the drawers are printed as the top level in the balance sheet and income statement.
The „General Ledger Account“ field displays the account number of the active account or the title.
Up to 15 characters are available for the account number.
The account number must be unique, which means that there must not be two accounts with the same account number.
The account number must be unique, which means that there must not be two accounts with the same account number.
A maximum of 100 characters are available for the account name.
The external code and the foreign language name are fields that can be used in the intercompany reporting solution to map account numbers and create an alternative structure for balance sheet and income statement reporting purposes.
The fields external code and foreign language name can be printed or exported in the standard balance sheet and profit and loss account reports as well as in the totals and balances list simply by selecting checkboxes.
The use of „external code“ and „foreign name“ in the intercompany reporting solution is only suitable for very simple adjustments where complex restructurings or spin-offs of intercompany revenue are not required.
The „Currency“ dropdown list displays the account currency and is set to „All currencies“ by default. This means the account can be posted to with any currency. However, if the account should exclusively be posted to in a specific currency, a different currency can be selected from the list, e.g. EUR, USD, CHF.
If the content of the account (e.g. the balance or transactions) is classified as confidential, the „Confidential“ checkbox can be ticked. In the permissions, specific users can then be authorised for these accounts marked as confidential.
The „Level“ field shows the hierarchy level at which the account is located. The level can be edited and changed in the Chart of Accounts window. Levels 2 to 10 can be used for active accounts, while Level 1 is only available for titles.
The „Balance“ field shows the current balance of the account. To view the balance in detail, you can click on the orange arrow to open the Account Balance window.
In the „Account Type“ dropdown list, the type of account can be specified, for example, expenses, revenues, or other accounts such as asset accounts. SAP Business One differentiates between expenses, revenues, and other accounts at this point. This difference is also relevant for budgeting in SAP Business One.
The „Reval. (Currency)“ checkbox enables the automatic foreign currency translation adjustment for the account.
An exchange rate difference (also referred to as a „foreign exchange difference“) is the difference between the book value of an asset or liability denominated in a foreign currency and the value of that asset or liability in the company's reporting currency.
If a company holds assets or liabilities in a foreign currency, the value of these items is expressed in the company's reporting currency. However, due to exchange rate fluctuations, there may be differences between the carrying amount of the items in the foreign currency and their value in the reporting currency. If the value changes due to exchange rate fluctuations, a translation difference arises.
An exchange differences adjustment arises when an entity recognises these exchange differences in a separate account to ensure that the balance sheet items are presented correctly in the entity's presentation currency. The translation adjustment is then used to offset these translation differences and transfer them to the company's income statement.
A clearing account is an account where all postings are made that are also made on personal accounts (customer or supplier accounts). It is only available with the account type „Other“ and cannot be manually posted to, as it is used for automatic postings.
A cash account is an account on which payment flows, such as bank or cash payments, are booked. If the checkbox „Indexed“ is ticked, it cannot be used as a cash account, and vice versa. A cash account cannot be indexed at the same time, meaning that no revaluation is possible for this account. This field is only available for the „Other“ account type.
In the „Project“ field, a project can be assigned to which all expenses and revenues will be allocated. The project functions like a cost carrier.
The „Allocation Rule“ section allows you to assign a cost accounting allocation rule to each expense or revenue account. This allocates the posted expense or revenue to cost centres in a defined allocation ratio. This option is used, for example, to allocate energy expenses to individual cost centres in proportion to their area.
The „Foreign Language Name“ field offers an additional way to enter a description. If you wish to translate the account description, you can right-click on the account description. The foreign language name can optionally be printed when most actual reports are printed (Finance – Financial Statements – Actual Reports).
When exporting accounting data from SAP Business One to an external system, you use the „External Account Code“ field. Enter the external account number here so that the exported data can be mapped.
Use the Default VAT group drop-down list to assign a VAT group to the account. SAP Business One automatically calculates the VAT when the gross or net amount is entered in the journal entry and posts it together with the selected VAT code in a separate line of the journal entry.
In the „Category“ dropdown list, you can select a category for the account. You can choose between the categories Balance Sheet, Profit, Loss, Trial Balance, or Other. Then, select the corresponding subcategory from the dropdown list to its right, or click on „Define New“ to create a new subcategory.
In the „Planning Level“ field, you can specify the planning level to be used for the liquidity forecast via the SAP Business One Integration Framework. The Integration Framework allows your branch's SAP Business One installation to be integrated with another branch's SAP installation within your group, both process- and data-wise. The „Remarks“ and „Remark Template“ fields are used to enter further explanations or select from predefined remark templates.
The options for the „Active“ radio button are „Active“, „Inactive“, and „Advanced“. If the account is marked as „Inactive“, it cannot be posted to during the inactive period.
The function of the „Cost Accounting Adjustment Only“ checkbox is to use the account solely in the journal entry for cost accounting adjustments, provided that the account category is not „Other“ and the account currency matches the home currency.
The purpose of the „Data First Acquisition“ dropdown list is to indicate a data first acquisition and select „Yes“ or „No“.
The „Budget relevant“ checkbox is used to utilise the account within the budget if budgeting is required in SAP Business One.
If you activate the „Allow other VAT codes“ checkbox, you can select a different VAT code for bookings to this account. If the checkbox is not activated, only the assigned VAT code in the "Default VAT code" field will be used for calculation.
The checkboxes „Exchange rate differences“ and „Currency conversion“ are only displayed if the account has the account type „Other“ and should be ticked if the account is to be included in the automatic calculation of exchange rate differences or currency conversion.
Finance / Bookings in general
Current postings in SAP Business One are postings that are made during the financial year. These postings are either posted automatically by creating a specific transaction, such as incoming invoices or deliveries, or created manually in the journal entry.
The majority of current postings are made automatically by creating a specific transaction in SAP Business One. Only the remainder of the postings from the individual document types that are not automatically deducted are created manually in the journal entry.
Tools such as parked receipts and recurring entries are available for efficient work with journal entries.
Automatic postings are an important feature in SAP Business One that enables companies to handle business processes automatically. These postings are generated automatically when certain events occur in the system, such as the posting of bank transactions or the creation of purchase orders.
There are different types of automatic bookings, including:
Automatic account reconciliation: This function automatically compares account statements with the corresponding postings in SAP Business One and creates postings to reconcile discrepancies.
Automatic payment processing: This feature automates the payment process by automatically reconciling open invoices and making payments according to the specified terms.
Automatic order suggestions: If the stock level of an item falls below a certain threshold, the system automatically generates order proposals to replenish the stock.
Automatic postings for VAT: The system can automatically generate VAT postings to ensure compliance with tax regulations.
Asset accounting records postings for the capitalisation and write-up of fixed assets and their depreciation.
Financial accounting / G/L account determination
G/L account determination forms the basis for automatic postings in SAP Business One. In G/L account determination, account assignments are defined that control all automatic postings of the individual document types.
Revenue, expense and inventory postings can be fine-tuned using account determination by warehouse, article group or article, which overrides the G/L account determination settings.
If you plan a different account assignment or use an individual chart of accounts, it is advisable to make the adjustments in the G/L account determination with the help of a consultant.
The „Extended Account Determination“ is a more granular setting than the G/L Account Determination. It can be activated to switch off account determination according to warehouse, item group, or item. In Extended Account Determination, field values can be queried, and appropriate accounts can be selected depending on the result.
In SAP Business One, automatic postings are made for various document levels, such as goods receipt, incoming invoice, incoming credit memo, outgoing payment, delivery, returns, outgoing invoice, outgoing credit memo and incoming payment. The postings are carried out according to the account assignments defined in G/L account determination.
Finance / goods postings
The two approaches to goods posting in purchasing in SAP Business One are continuous inventory management and the non-activation of this function.
The setting for the goods posting in purchasing can no longer be changed after the first stock posting in the client.
Variant 1 (continuous inventory management) always posts the goods purchases to the stock account (current assets) first, and the actual cost of goods sold (expense account) is only posted when the delivery is made or the outgoing invoice is issued. Variant 2 (no continuous inventory management) posts all purchases of goods immediately as cost of goods even though they are actually still in stock, at least in part, and belong in current assets.
Continuous inventory management is not recommended for companies with high stock levels and low stock rotation, as the company's performance tends to be worse than it actually is due to the immediately recognised expense from the cost of goods sold.
The goods receipt clearing account (We/Re account) is an account that acts as a placeholder for the period between goods receipt and delivery when using perpetual inventory management in SAP Business One.
The We/Re account is used in SAP Business One to take into account a possible time difference between the goods receipt and the liability to the supplier due to the incoming invoice.
A goods receipt is posted in SAP Business One in two steps. Firstly, when the incoming delivery note is posted, the physical goods receipt is posted to the stock account. The contra account is the goods/receipt account. As soon as the incoming invoice is posted, the We/Re account is cleared again and the liability to the supplier and the input tax are posted.
The We/Re account is cleared in SAP Business One as soon as the incoming invoice is posted. The liability to the supplier and the input tax are posted and the We/Re account is cleared again.
Finance / G/L accounts
To correctly book financial data, it is important that SAP Business One knows which account each item line in purchasing and sales should be posted to. The determination of the G/L accounts is based on the method selected in the „General Settings“ window, on the „Inventory“ tab, under the „G/L Account Determination“ tab, in the „G/L Accounts“ field.
SAP Business One offers three methods for defining G/L accounts. These are:
By warehouse, By item group and By item.
The method for defining G/L accounts can be selected in the General settings window, Inventory tab, Items tab, in the Define G/L accounts field. Here you can choose between the options warehouse, item group or item level.
Yes, the method for defining G/L accounts can be changed at any time in the Item master data window, Inventory data tab, in the Define G/L accounts after field. The change takes effect from the next posting.
The change to the method for defining G/L accounts in SAP Business One affects the postings of newly created items. The changes will take effect from the next posting. Items that have already been posted are not affected by the change.
Finance / Journal Entries
Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat.
Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat.
Financial accounting / account assignment model
Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat.
Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat.
Finance / Postings in foreign currency
Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat.
Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat.
Financial Accounting / Recurring Entries
Recurring entries are a tool in SAP Business One that helps users to organise their accounting more efficiently. Recurring entries make it possible to automatically post recurring entries with the same posting record and amount.
Finance / Bank Settlement
Bank processing in SAP Business One is an independent area that includes the administration of bank data, the processing of incoming and outgoing payments and their posting.
Bank processing includes the management of bank data, the processing of incoming and outgoing payments and their posting.
Master data in bank processing includes the administration of the banks themselves, the allocation of your own house banks and the maintenance of the business partner's bank details.
Banks are defined in the Banks window (via Administration - Definitions - Bank processing - Banks). If a bank does not yet exist in the system, create it by entering the country, bank code (sort code), bank name and BIC/SWIFT code.
You define your own bank accounts in the House bank accounts window under Administration - Definitions - Bank processing - House bank accounts. To create a house bank account, you must maintain various fields, such as sort code, account number and template name.
The International Bank Account Number (IBAN) is the international bank account number for your account. This is made up of the country and bank abbreviation, as well as your account number. Therefore, the „IBAN“ field must be filled in with the corresponding account number.
The Payment Wizard is a module in SAP Business One that facilitates the creation of data carriers for uploading in electronic banking and thus reduces the manual processing of payments. The Payment Wizard enables companies to process payments in a variety of formats, including SEPA, bank transfers and cheques. It also provides a comprehensive overview of all outstanding payments and incoming payments, so that companies can keep track of which payments are still outstanding and which have already been settled.
The payment wizard also supports the management of payment terms and targets. Companies can define and manage payment terms such as discounts, rebates and reminder fees to ensure that payments are made on time and correctly.
The Bank Statements and External Reconciliations module is used to post bank statements and to reconcile the postings with the actual account transactions. Bank statements can be imported into SAP Business One with this module. The postings in SAP Business One are automatically reconciled with the bank data.
The incoming payments and outgoing payments modules have no practical significance, as they only represent the result of the payment wizard and the reading or posting of account statements.
The subject of cheques, which is also part of bank processing, is not dealt with in detail below, as this means of payment is practically no longer used in business in Germany, Austria and Switzerland.
The assignment of bank details to a business partner is made in the Business Partner Master Data window on the Payment Terms tab. There, you can select and assign the desired bank details. You can also add and manage bank details via the „Bank Account Management“ menu. This can be helpful if you have multiple bank details for the same business partner.
To select your own house bank, you need to open the bank selection list in the „BLZ“ field, choose your house bank, and confirm this with the „Select“ button.
An interim G/L account in SAP Business One bank processing is used to record temporary postings and reconciliations when transactions take place between different bank accounts or accounts outside the system.
The interim G/L account serves as an interim station for recording transactions that cannot yet be definitively allocated. As soon as the transactions have been finally allocated, they are transferred from the interim G/L account to the corresponding target account.
This procedure enables transactions that are carried out between different bank accounts or accounts outside the system to be tracked and reconciled in SAP Business One before they are finally posted to the corresponding target account.
PURCHASE
Purchase / Receipt
A document in SAP Business One is a document created at a specific level of the purchasing process to store and track data from a variety of business areas.
The purchasing process in SAP Business One comprises a total of eight document levels: Purchase Requisition, Vendor Inquiry, Purchase Order, Goods Receipt, Goods Return Inquiry, Returns, A/P Invoice and A/P Credit Memo, Outgoing Payment.
Goods receipt in SAP Business One is only required for stock items.
An A/P credit memo in SAP Business One is required when a reversal of A/P invoice and goods receipt must take place.
Yes, in principle you can start the purchasing process at any document level and skip any document level in the purchasing process.
When you open the voucher window, the window is in Add mode. As soon as you have made all the entries, the voucher is created by clicking on the Add button.
The document header contains the most important information about the order at a glance.
In the „Supplier“ field, select the supplier to whom this order is addressed.
The supplier's contact persons are shown automatically in the „Contact Persons“ dropdown list.
The supplier reference number is used to create a reference to the supplier's document. For example, you can enter the supplier's order number here.
The „Status“ field displays the current status of the receipt. There are a total of five statuses a receipt can have: „Open“, „Open - Printed“, „Cancelled“, „Completed“, and „Parked“.
The status „Open“ means that the document can still be processed, in part or in full, in another document.
In the „Posting Date“ field, enter the posting date. SAP Business One will automatically suggest the current date.
Yes, if you have opted for the „Only one document type per series“ scenario, the entry „Manual“ will also be displayed in the selection list to the left of the document number. Select this entry to prevent the document number from being automatically assigned and instead to enter it manually.
The status „Parked“ means that the receipt has been put aside to be retrieved later and completed. Parked receipts are used, for example, when not all information is available yet to add the receipt.
SAP Business One offers various ways to make entering data into a date field more efficient. For example, you can enter the current day's date by typing any letter and then pressing the TAB key. If you want to enter a date in the current month, simply enter the day (e.g., „12“) and press the TAB key. If you want to enter a date in the current year, enter the day and month in digits (e.g., „1210“) and press the TAB key. If you wish to enter any date, enter the day and month in digits (e.g., „121016“) and press the TAB key.
To cancel a receipt, right-click anywhere in the receipt header and select the „Cancel/Void“ entry from the context menu. This is necessary if an order was created incorrectly or was withdrawn by your company. Please note that a cancelled receipt cannot be reset to the status „Open“, but it can be duplicated and used as a template for another receipt. You can also cancel individual lines of the receipt (see Section 5.2.2, „Receipt Middle“).
The „Suppliers Ref. No.“ field in an SAP Business One purchasing document serves to establish a link to the supplier's document. For example, the supplier's order number can be entered here. The supplier reference number is copied into subsequent documents in the document chain during further processing but can be amended each time.
Answer: In the dropdown list „House Currency“, „System Currency“ and „GP Currency“ in the document from „SAP Business One“, you can select the currency in which the document is to be displayed. „House Currency“ refers to the currency of the company, „System Currency“ to the currency of the system, and „GP Currency“ to the currency of the business partner. A detailed description of foreign currency in documents can be found in section 12.7, „Entries in Foreign Currency“.
On the „Content“ tab, the items you wish to order are entered line by line in a table structure.
No, only those items that have also been defined as purchasable items can be used as purchasable items. To do this, the „Purchasable“ checkbox must be activated in the „Item Master Data“ window (Warehouse Management • Item Master Data).
To create an article line in the order, enter the article number (Article no. field) or open the selection list using the TAB key. You can then enter the desired quantity and the discount granted by your supplier.
Please enter the unit price, i.e. the price per base unit (e.g. piece), in the „Price after discount“ field. This price is already suggested from the price list assigned to the selected business partner and can be changed if necessary.
The tax code is automatically proposed from the article master or based on the tax assignment of the business partner.
The total price (field „Total (HW)“) is automatically calculated based on quantity, discount, and price after discount. It can also be changed, and as a result, the individual price is recalculated taking the quantity into account.
In an empty item line, you have the option to search for the item description. Enter either the complete item description or just a part of it and add an asterisk „*“. The selection list will open in the „List: Item“ window. The search term entered in the „Item Description“ field will appear in the „Search“ field of the selection list, thereby narrowing down the search.
The (Form settings) button in the toolbar opens the Form settings window. On the Table format tab, you will find a table with all available fields in the Form settings - Order window. The order from top to bottom in the table corresponds to the order displayed in the Form Settings - Order window from left to right.
You can change the display order of the fields using drag-and-drop. To do this, click with the left mouse button on the desired field name and hold the mouse button down. A black rectangle will appear after a short time. Then drag the field to the desired position and drop it there.
These form settings for the selected window are saved for each user. This means that you have the option of setting up each window in the way that you feel is best for working with SAP Business One.
Yes, for each field you can specify whether it should be visible (tick the checkbox in the Visible column) and whether you are allowed to make an entry or not (tick the checkbox in the Active column).
The "Restore default" button restores the window to its original state.