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 "Users - 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, select the "Superuser" checkbox in the "Users - 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 activate the checkbox "Password never expires", the user does not have to change the password after a certain time.
The checkbox "Change password at next login" forces the user to change the password at the next login.
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 a user group, click on the button "Assign authorisation groups to the user" and select the corresponding group.
A mobile user licence allows 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 chosen 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 contents 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 request to change the password when entering.
The following fields can only be entered or changed if you select the security level User-defined. For all other security levels the fields are already predefined.
The specifications concerning the composition of the password are the minimum length, the minimum number of upper case letters, lower case letters, digits and non-alphanumeric characters.
For example, the new password must not be the same as the last three passwords. To do this, enter the number "3" in this field. The higher the number, the higher the security level.
Enter here the number of attempts available to a user to correctly enter the user name and password when entering SAP Business One. If you enter "-1" here, the user has an infinite number of attempts available.
If the specified number of attempts to log on 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 is used to help the user 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 when entering for the first time and enter a new password of his or her own choice.
The security level "Low" is set by default in SAP Business One. The password must be at least six characters long and must not meet any other requirements. The expiry date is set to 90 days.
The security level "Medium" requires a password that must be 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 upper case letter and one lower case letter. The expiry date is set to 30 days.
Master data / Business partner
A business partner is a person, company, organisation, institution or authority that is related to one's own company.
The business partner master data is a kind of collection of all partner-relevant data that is necessary for your own business.
There are three basic categories of business partner master data in SAP Business One: prospects, customers and suppliers.
Yes, due to the large number of additional fields available to you in the business partner master data, you can also create data beyond these categories.
The window for the business partner master data can be found in the main menu under Business Partner ? Business Partner Master Data.
The window for the business partner master data can be found in the main menu under Business Partner ? Business Partner Master Data.
The business partner master data window is divided into header data, business partner information and other thematically collected information on the tabs.
In the header data of the business partner there are fields such as the code, the name, the VAT number and the type of the business partner.
The business partner code must be unique and must not have already been used for another business partner or G/L account.
Yes, you have the option to set a number series for the business partner.
A customer has authorisation for all sales documents, opportunities and service calls.
Compared to the customer, a prospect has only limited authorisations for the sales documents quotation and order as well as for opportunities. He has no authorisations for service calls, deliveries or outgoing invoices. A supplier has authorisation for all purchasing documents.
The field for the name of the business partner is limited to 100 characters.
The foreign language name can be used as a second name field or as a translation of the name (if only one foreign language is needed).
You can select a group for the business partner from a list of values.
Groups are rough categorisations for business partners that are used for classification and evaluation.
The account balance shows the current balance of all outgoing invoices minus payments made by customers and minus credit notes you have granted to the customer.
The UID number is a unique identification number of the business partner in SAP Business One, which you can enter in the corresponding field. The system checks the correctness of the country code and the length of the UID number and warns you if it is entered incorrectly.
The "Opportunities" field shows the number of open opportunities in sales and takes you to the opportunity report window.
The field "Orders" or "Purchase orders" shows the current status of open orders with a customer or the current status of open purchase orders with a supplier. Clicking on the orange arrow takes you to the Sales Order Balance or Purchase Order Balance window where you can view more information. Clicking again on the orange arrow next to the date will take you to the actual order.
The field "Orders" or "Purchase orders" shows the current status of open orders with a customer or the current status of open purchase orders with a supplier. Clicking on the orange arrow takes you to the Sales Order Balance or Purchase Order Balance window where you can view more information. Clicking again on the orange arrow next to the date will take you to the actual order.
On the General tab, general information about the business partner can be entered, such as contact details, shipping method, password, cession code, business partner type, contact person, ID no. 2, remarks, sales representative/buyer, GP channel code, technician, territory, language, alias name, GLN, block sending marketing content and activity.
On the "Contact person" tab, information on the business partner's contact persons can be entered, such as name, telephone number, e-mail address and function.
On the "Addresses" tab, various addresses of the business partner can be entered, such as delivery address, invoice address or post office box.
On the "Terms of Payment" tab, the terms of payment for the business partner can be entered, such as payment period, cash discount and payment method.
On the "Accounting" tab, information on the accounting of the business partner can be entered, such as tax number, VAT ID and account number.
On the "Properties" tab, specific properties of the business partner can be entered, such as customer number, supplier number or item number.
On the "Attachments" tab, documents or files relating to the business partner can be uploaded as attachments, such as contracts, orders or invoices.
On the "General" tab, the contact details of the business partner such as telephone numbers, mobile phone, fax, e-mail and website must be entered.
The "Shipping method" drop-down list on the "General" tab is used to select the preferred shipping method for the business partner, such as delivery by post or freight forwarding.
The "Password" field on the "General" tab is reserved for the password of the business partner when integrating e-commerce applications.
The "Assignment Indicator" value list on the "General" tab is used to select an indicator in the event that a customer's open claim has been assigned to a third party, such as a bank.
The "BP Project" value list on the "General" tab is used to assign a project code for the business partner, e.g. for a specific project or service.
The Business Partner Type drop-down list on the General tab is used to select the type of business partner, e.g. Company for corporate, Private for individual or Employee for employee.
The Business Partner Type drop-down list on the General tab is used to select the type of business partner, e.g. Company for corporate, Private for individual or Employee for employee.
The field "ID No. 2" on the "General" tab is used to enter another freely selectable ID for the business partner.
In order to block the sending of marketing content for the business partner, the radio button "Block sending of marketing content" must be activated on the "General" tab. To do this, first click on the button "Communication media". In the "Communication media" window that now opens, activate the communication channels to the business partner that you want to block (e.g. fax or e-mail). Then confirm the entry with the "OK" button. The customer is now blocked for the selected communication channels and will, for example, no longer receive faxes or e-mails. You can make the same restriction on the "Contact person" tab for each individual contact person.
The radio button "Active" on the tab "General" defines with the fields "from" and "to" a period of time within which the business partner is active. This means that all purchase and sales documents can be created for this business partner. Outside this period, on the other hand, only parked documents can be created.
The radio button "Inactive" on the tab "General" has the opposite meaning. The defined period including the remark refers to the period in which the business partner is inactive.
The radio button "Advanced" on the tab "General" allows you to define an active as well as an inactive period (each from...to). The time periods must not overlap.
The radio button "Advanced" on the tab "General" allows you to define an active as well as an inactive period (each from...to). The time periods must not overlap.
The radio button "Advanced" on the tab "General" allows you to define an active as well as an inactive period (each from...to). The time periods must not overlap.
The orange link arrows are an important element on the business partner master data screen in SAP Business One. They are located next to the fields on the right-hand side of the header. Click on any link to view the document details that make up the totals figures.
Master data / Business partner / Contact person
On the Contact Persons tab in SAP Business One, you can create and manage any number of contact persons.
You can create as many contact persons as you like on the Contact Persons tab.
If you click on the desired contact person in the left bar, the corresponding data will be displayed on the right side.
Click on the bar "Define new" in the left bar to create a new contact person.
In the "ID contact person" field, you should enter the name of the contact person as you would print it on receipts, for example, including the desired salutation and title.
Click on the name of the contact person in the left bar and then on the button "Set as default" below the area to define the contact person as the main contact person.
Since release 9.1 of SAP Business One, the email function has been extended and there is now the drop-down list "Email group" at the contact person.
Click on the entry "Define new" next to the drop-down list "E-mail group" to create a new e-mail group.
Select the desired e-mail group from the drop-down list "E-mail group" by the contact person.
You can use the e-mail group to classify the contact persons at your business partners in relation to the sending of e-mails.
A customer has authorisation for all sales documents, opportunities and service calls.
Compared to the customer, a prospect has only limited authorisations for the sales documents quotation and order as well as for opportunities. He has 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 the contact persons in relation to the e-mail dispatch and to enable targeted communication with specific groups of contact persons.
The "Password" field is reserved for the password of the contact person for e-commerce applications.
No, only one e-mail group can be assigned to a contact person.
Yes, you can subsequently make a contact person the main contact person by clicking on the name of the contact person in the left bar and then clicking on the button "Set as default" 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 as many addresses as you like 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.
As soon as you have created more than one address in one of the two blocks, you can "Set as default" the most frequently used address via the button of the same name below the address overview.
The invoice 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 partner / Terms of payment
On the "Payment terms" tab you can enter all data concerning the payment information of the business partner.
Click on the orange arrow. This will take you to the "Terms of Payment ? Definition".
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 displays the value associated with 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 to be made to the business partner.
The credit limit is the maximum value up to which your customer may have outstanding debts with your company. If the credit limit is exceeded, a warning message is displayed. You can also set 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 what data is displayed in the corresponding reports.
The commitment limit works in the same way as the credit limit, except that here the total amount of cheques not presented is also included. 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 he can buy more goods or services. By setting a commitment limit, you can better control and manage the credit risk for your business.
Select a predefined dunning condition from the value list. To create a new dunning term, select the entry "Define new". You can enter the number of days that must elapse before a reminder is automatically generated if the customer's payment term is exceeded. For example, you can enter a value of 10 days here, which means that a reminder will be automatically generated 10 days after the payment term has expired if the invoice has not yet been paid at that time. You can also define which reminder level is to be used and whether an e-mail or a printout of the reminder is to 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) are to be posted with the dunning run. If you select a payment term from the drop-down list, it is automatically applied to all documents you create with this business partner. For example, if you create an invoice to this business partner, the payment term you selected is automatically applied.
The "standard outline agreement" is a predefined contract category that can be assigned to a business partner in order to have faster access to standard terms when creating an outline agreement. It is used to define the conditions for the payment of goods or services. These include, among other things, the payment period, the currency and the payment mode (e.g. bank transfer or cheque).
"Effective discount groups" are groups that define which discount should be applied to a specific customer. For example, an effective discount group can be defined for customers who meet a certain payment deadline, such as payment in advance or payment within 10 days. 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 rebates, discounts and additional costs have been taken into account. In a business partner's payment terms, the effective price can be specified as a fixed amount or as a percentage.
In "Maintain Priority" you select the business partner priority in sales orders from the value list. The priority is represented by a number assigned to the respective payment term. A lower number means a higher priority, i.e. the open items with this payment term are paid first before payments are made for items with a higher priority.
In "Maintain Bank Business Partner", enter the bank details of the business partner at the bottom left by clicking on the button (Select from list) next to the field Country of Bank.
If the bank of the business partner is not created, it must be entered via Administration ? Definitions ? Bank Processing ? Banks to create a new bank.
"Credit card type" refers to the type of credit card a customer holds. This can be, for example, a Visa, MasterCard or American Express card. If the corresponding credit card type is recorded in SAP Business One, it can be used, for example, for the creation of invoices or also for reporting.
"Holidays" refers to the holiday calendar used in the due date calculation. You can select an already predefined public holiday calendar from the value list or create a new one.
In the Payment Dates window in SAP Business One you can set fixed calendar days within a month when invoices are due. There are three possibilities depending on the due date of the invoice: the 15th of the month, the 25th of the month or the 15th of the following month.
If you activate this checkbox, you allow that a sales order of this customer/prospect can also be copied only partially ? that means not with all lines ? into 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 selected, the sales order can only be copied in full to a subsequent document at a time.
If you select this checkbox, discount groups defined in SAP Business One will not be applied to this customer. Among other things, this can be useful if you want to use an individual price list with fixed prices for a particular 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 relevant items.
Master data / Business partner / Payment run
The Payment Run tab specifies data required for the payment wizard in the Banking module.
For a newly created business partner, a house bank is first 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 button (Select from structure) 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.
In the right-hand area of the tab, select a payment method for this business partner if it is to participate in electronic payment transactions. If several payment methods are 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 field "Reference details" is used to specify a reference if required. This reference is relevant for the bank file that can be created by means of the payment assistant for electronic payment transactions.
By activating the checkbox "Payment block" the business partner will not be proposed in the payment wizard during a payment run.
By activating the "Individual payments" checkbox, the payment wizard generates an individual 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. When this option is enabled, the customer gives their consent for the amount to be automatically debited from their account instead of them 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 f. Bank Charge Assignment" allows you to select the bank charge for this business partner.
Master data / Business partner / Accounting
The "Accounting" tab is divided into two further tabs: "General", which contains all data on the subject of consolidation, reconciliation accounts, down payment and dunning, and "Tax", which assigns the corresponding tax status and tax group to the business partner.
Delivery consolidation means that you can specify another business partner to whom the outgoing invoice is issued.
Payment consolidation means that you can specify another business partner who pays the outgoing invoice.
To select a different business partner, open the selection list in the "Consolidation BP" field and select the desired business partner. At the same time, you must select the option "Delivery consolidation" from the option buttons in the upper area of the tab "Accounting - General".
You can store up to four types of reconciliation accounts: Fields "debtors" (customers) or "creditors" (suppliers), field "down payment clearing account" and field "interim account down payment". A reconciliation account is an account in the general ledger that is automatically posted to when a posting is made to a subledger account (customer or supplier).
Click on the button "Define reconciliation accounts" to the right of the entry Reconciliation accounts in order to define further reconciliation accounts in the now opened window Reconciliation accounts ? Accounts Receivable/Value Payable to define the other reconciliation accounts.
The account is automatically assigned when the business partner is created and can then still be changed directly at the business partner. The reconciliation account can only be changed up to the first accounting transaction (e.g. outgoing invoice, incoming payment, etc.).
Advance payments receivable are receivables from customers for advance payments already made. Advance payment liabilities are liabilities to suppliers for advance payments already made.
With the checkbox "Block reminders" on the tab "Accounting - General" you can generally disable the dunning mechanism for this client.
The field "Dunning level" shows the highest dunning level according to the dunning plan in which the customer is with a dunning notice.
On the "Accounting - Tax" tab, 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 it is domiciled in Germany, within the EU or outside the EU (in a third country). Depending on the assigned tax status, a tax group can then be assigned.
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 need to fill in the "Payment terms code" field and select the "Due date based on" dropdown list.
You can choose between document date, posting date and system date in SAP Business One.
The document date is the date on the document or the date of document creation 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 dropdown list "From" you specify from which point in time the payment period starts 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 specified period of time. To define the instalment payment scheme in SAP Business One, click the orange arrow next to the Number of Instalments field.
SAP Business One creates one row per instalment in the table, in total the number of rows you have defined in the field "Number of instalments". In addition, a proportional percentage is automatically calculated in column %.
In SAP Business One, in the Credit Memo Type dropdown list, you specify the way in which a credit memo is to be applied to each instalment. In SAP Business One you have the options 'First instalment', 'Last instalment' and 'Equal' to choose from.
Two options are available in SAP Business One for the treatment of tax on instalment payments: "Apply tax to first instalment" or "Update tax pro rata".
The Open Incoming Payment option in SAP Business One allows you to define whether an incoming payment including receipt should be created automatically after adding an outgoing invoice.
In SAP Business One you can define cash discounts by selecting the option "Define cash discount" from the value list.
In SAP Business One you can specify one cash discount period per row in the table. The discount periods can run until the 5th of the following month.
In SAP Business One you can activate the checkbox "Freight" so that the freight costs or additional expenses in the document are also included in the cash discount calculation.
In SAP Business One you have the possibility to use the cash discount periods several times without having to create them each time anew.
In SAP Business One, you can set the "Default payment term for customer/supplier" fields under Administration ? System Initialisation ? General Settings ? BP Tab, you can set a default value for each new customer/vendor to be created.
In SAP Business One, the payment terms assigned to the business partner are automatically copied to the document when a new document is created. Before the document is added, the payment terms or individual components of the payment term, such as the maximum payment term, can be changed. When changing the terms of payment in the voucher, note that this can optionally also entail a change in the price list, credit limit and commitment limit, which are, after all, linked to the terms of payment. The programme will bring up a notice when the payment terms are changed and allow you to change this information or keep the original settings.
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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 complete tasks to ensure that important tasks are completed within the specified timeframe.
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 items, 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 upper left area of the window, they specify the classification of the activity in the field of the same name. The type of activity is predefined by SAP Business One; it 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, which allows 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, it is necessary to archive all electronic business correspondence with a customer or interested party. This means that users are able to store all memos, e-mails, telephone memos, contracts, written agreements, etc. as activities including attachments in SAP Business One and to find them again quickly with an efficient structuring through the fields activity, type and subject.
On the General tab, users can enter any other data they want. For almost all activity types that are created with a future start time, they can be reminded by SAP Business One. To do this, activate the "Reminder" checkbox in the lower left area of the "General" tab.
The "Linked Document" tab is used to link the activity to any document or even an item. Users can select the document type and receive a selection list of all documents of the selected document type of all business partners in the "Document number" field. If users want to limit the selection list of documents to the business partner selected in the activity, they activate the checkbox "Show documents related to BP".
On the "Content" tab, users can enter any long texts, also with line breaks.
From Release 8.8, users can specify in the "Recurrence" field whether it is a recurring activity. To do this, they select the recurring interval from the drop-down list, i.e. Daily, Weekly, Monthly or Yearly. Then they determine the dates of the recurring interval so that it corresponds to their recurring activity.
For each activity, users can specify whether it should be inactive or completed after completion. A completed activity cannot be reactivated, while an inactive activity is no longer displayed in the individual activity overviews, but can be set to active again. With the "Follow-up activity" button, users have the option of creating another activity that is directly linked to the first activity.
In the Business Partner Master Data window in SAP Business One, you can access existing activities for a business partner by clicking on the "View Related Activities" button in the lower right area of the window.
You can either click the Create Activity button from the drop-down list in the Business Partner Master Data window in SAP Business One or the Activity button in the Business Partner Activity Summary window to create a new activity from the business partner.
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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 triggered by a trigger in SAP B1if. SAP B1if can then extract the necessary 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 are bought and sold in the course of business in SAP Business One are created in the item master data. In addition to physical goods, services and fixed assets are also created as items. The latter, however, have no effect on the warehouse. The centrally created items are used in a wide variety of modules in SAP Business One, such as purchasing and sales documents, service area, material requirements planning, etc.
The item master data window in SAP Business One can be found under Warehouse Management ? Item Master Data. The same rules apply to this window as to the programme operation ? that is, 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 the field where you enter a unique number for the item. This number may consist of a maximum of 50 digits and/or letters and may only occur once. The item number cannot be changed and the item cannot be deleted once this item has been used in any transaction such as a document or service call.
The item number series in SAP Business One is an automatic numbering available. One selects the number series for the respective item from the drop-down list to the left of the "Item No." field. By selecting the number series, the item numbering is continued without gaps. One can select the option "Manual" to freely assign an item number.
In SAP Business One, you have to assign a predefined item type to each item. This item type is primarily relevant for the service module and differentiates here between the options "Item", "Work" and "Trip". The option "Article" represents the classic article and is always the default value. The option "Work" is used to define an article "Working time", which can be used, for example, to charge for the technician's hours. The option "Travel" is used to define an article "Travel costs", which can also be used, for example, for charging the travel costs of a service technician. The article types "labour" and "travel" naturally have no effect on stock-keeping.
The item group drop-down list in SAP Business One is selected from the value list. Item groups are rough categorisations used to classify or evaluate item data. The item group can be defined based on various characteristics. New item groups should be created in consultation with a key user, as they affect item statistics and also financial accounting. The article group should not be too fine a division, as evaluations would otherwise become too confusing.
The ME Group drop-down list in SAP Business One is used to select a unit of measure group from the value list (from release 9.0 of SAP Business One). The option 'Manual' is selected by default. 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, e.g. a purchase or sales document, the unit of measure group cannot be changed.
The Barcode field in SAP Business One is the field where you select a barcode (European Article Number, EAN) for the item. Click on the button (selection list) to select an existing barcode from the list. If there are no barcodes for this item, click on the button (Define barcodes) to create a new barcode for this item in the following Barcodes window. Several barcodes can be defined per unit of measure group. If there are several barcodes, one of these barcodes can be set as the default.
The item type checkboxes in SAP Business One determine the use of an item in the company. The checkbox 'Stock item' is activated if the item is a physical good for which you want or need to keep stock valuation. Once this checkbox is activated, SAP Business One tracks every stock movement (purchase, sale, stock transfer, inventory, etc.) and valuates this item according to the assigned warehouse procedure. Check the 'Sales Item' box if the item is one that is only used in this form in sales documents. The checkbox "Purchase item" is activated if the item is used in this form only in purchase documents. These checkboxes are important because they influence the use of items in the company.
You can select a price list from the value list available under Warehouse Management ? Price lists ? Price lists is created and maintained.
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 ? also entered again.
Yes, you have the option of entering the item price for a total of three currencies in parallel. In this case, select the entry Main Currency, "Additional Currency 1" or "Additional Currency 2" from the drop-down list to the left of the price and enter the desired price with the corresponding currency abbreviation.
The unit price field is located to the right of the price list and shows 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 item 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 activated under Administration ? System initialisation ? Company Details ? Basic Initialisation tab. To do this, select the checkbox "Multi-language support". For the actual translation, right-click on the field to be translated and select the option "Translate" 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 the fields that are available for translation. In the "View" menu, click on the "Display Indicator" item and select "Translatable Fields". In all fields that can be translated, a small globe is displayed on the right-hand side. In fields for which a translation already exists, a globe filled in with colour is displayed.
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 item data such as price, weight or suppliers cannot be translated.
In SAP Business One you can use as many languages as you like to translate item data. 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 item. Here you can, among other things, select a manufacturer, add an additional identifier or define a shipping method.
To activate the option "Do not apply discount groups", simply tick the corresponding checkbox on the "General" tab in the Item Master Data window. This will not apply any discount groups in a document and will not suggest a discount that would also apply to that item. However, you still have the option to change the discount manually in the document row.
With the drop-down list "Manufacturer" you can select a manufacturer that is relevant for the item. You can also select the entry "Define new" to create a new manufacturer. This field is relevant if you have branded products in your item master.
The "Additional identifier" is another field at your disposal with a total of 16 characters that you can use to add additional information to an item. This field is optional and can be filled individually.
The drop-down list "Manage items by" contains various settings for item management. Select a management method from the list of values to define whether the item is managed by serial numbers or batch numbers or none of these methods are applied.
Use the drop-down list "Management Method" to customise the management of serial or batch numbers. Select either "on output only" or "on input and output" to specify when the serial or batch number should be managed.
The drop-down list "Shipping method" in the tab "General" shows the adequate form of transport for this item. You can select a shipping method from the value list or select the "Define New" entry to create a new shipping method.
The drop-down list "Output priority by" in the "General" tab is only active if either serial or batch numbers are managed for the item. You have the option of managing the serial or batch number either on issue only or on receipt and issue.
The Warranty Template drop-down list in the General tab is only active if serial numbers are managed for the item. For a serial number item used in the service module, you can assign a warranty template.
The "Active" radio button in the "General" tab allows you to specify a period during which the item is valid or active. Valid means that this item can be used in all purchase and sales documents.
The radio button "Inactive" in the "General" tab is the opposite of the "Active" indicator. In this case, the specified period including the remark refers to the period in which the item is inactive.
The "Advanced" option in 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 the purchasing-related information for an item, such as preferred supplier, supplier catalogue number, purchasing unit of measure and packaging unit.
The Preferred Supplier drop-down list in 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 foreign catalogue number of the item, which corresponds to the item number of the preferred supplier and can be displayed and printed on the purchasing and sales documents.
The field "Name purchase unit" in the tab "Purchase data" contains the name of the purchase unit of measure of the selected item, such as piece, kilo, litre, box or crate.
The "Items per purchase unit" field in the "Purchase data" tab indicates how many items are in the purchase unit.
The "Name packaging unit" field in the "Purchasing data" tab indicates the packaging unit of the selected item, such as carton, box, pallet or bag.
The "Quantity per packaging" field in the "Purchasing data" tab indicates how many purchase units are in the packaging unit.
The "Customs group" drop-down list in the "Purchasing data" tab allows you to select the customs group from the value list or to 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" in the "Purchasing data" tab of the item master data indicate the dimensions of the purchasing unit of the selected item. The volume is calculated automatically and when entering the weight you additionally select the weight unit.
The factors in the "Purchasing data" tab of the item master data are used to define nested purchase units. You enter the appropriate factor for each level of nesting.
To represent nested units with factors, you must set the factors, e.g. factor 1 for the number of boxes ordered, factor 2 for the number of double packs per box and factor 3 for the number of tubes per double pack. The quantity in base units of the carton can then be calculated by multiplying all factors.
The Tax Code drop-down list in the Purchasing Data tab of the item master data allows you to select tax codes from the value list. You assign the tax code to the item that must be used when purchasing domestically.
The monthly and quarterly purchasing data in SAP Business One is based on the purchase invoices for the selected item. The table in the upper section shows all purchase invoices for the item, while the lower section shows the quarterly and monthly distribution of purchase 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 some way.
On the "Stock data" tab you will find all data concerning the stock management of the selected item. The table in the lower section lists all the stocks (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 activate the "Blocked" checkbox, the selected item can no longer be placed in the blocked warehouse.
With the button "Define standard warehouse" in the lower right area you can define a standard warehouse for the selected item. To do this, mark the desired warehouse by clicking on the line number and then click on the button. The defined warehouse is proposed in each document when the item is selected.
The "ME name" field indicates the form in which the selected item is kept or stored in your warehouse (e.g. crate, carton, barrel, pallet, etc.).
In the "Stock level" block you enter the minimum, maximum and required stock level for the selected item. If you want to set the stock levels for each warehouse individually, you can activate the checkbox "Stock management by warehouse". In this case, these three fields are additionally displayed in the table structure to the right of the "Available" column and can now be filled per warehouse.
Check the "Inventory management by warehouse" checkbox in the "Document settings" window on the "General" tab under "Administration ? System Initialisation".
Under "Administration ? System initialisation ? Document Settings" you can select three different levels in the block "Reaction to input/output from outside the defined range". Select the option "Without warning" to ignore the underrun. Select the option "Warning only" to receive a warning when the value falls below the limit, but you can override it. If you select the option "Block output/input", you cannot add a receipt that caused the shortfall.
You can activate the checkbox "Block negative stock after" in the item master data. This will never allow the stock to become less than zero. This procedure is recommended as it is in line with accounting regulations. Accordingly, you will receive a note message if you deactivate this checkbox.
In the drop-down list to the right of the selected checkbox in the item master data, you can define how a negative stock should be evaluated. With the option "Company", the stock is negative as soon as the stock is zero in the entire company, i.e. across all warehouses. With the option "Warehouse", the stock is already negative when it is at zero in the selected warehouse. With the option "Item setting", SAP Business One blocks a negative stock per warehouse if inventory management by warehouse is switched on, otherwise the blocking of a negative stock is done on company level.
In some business areas, it can happen that a negative inventory arises. SAP Business One provides a procedure for handling this scenario in terms of valuation.
This method values the negative inventory based on the last recorded purchase or production cost. This means that the value of the negative stock is valued at the highest purchase or production cost last recorded in SAP Business One.
Then, when stocks are received, they are used first to balance the negative stock. Only when the negative stock is cleared is the stock valued at the latest purchase or production cost.
It is important to note that this method is only used if the 'Negative Stock' option is enabled in SAP Business One. If this option is not enabled, a negative stock is valued as zero.
You can start the system under "Administration ? System initialisation ? General Settings ? Inventory" you can activate the checkbox "Automatically add all warehouses to new and existing items". Articles". 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 of describing and classifying your items in more detail with properties. Before you assign the properties to the item by activating the checkboxes, you must define them under "Administration ? Definitions ? Stock management ? Item properties". You can create and assign a maximum of 64 properties for an item.
On the "Remarks" tab you can enter any long texts and descriptions for a selected item. Furthermore, you have the option here to store an image file for this item.
Yes, as with business partners, you can also enter activities for articles. To do this, right-click on the "Article master data" window and select the entry "New activity". In the activity, the link to the item is documented on the "Linked document" tab. To call up the collected activities for the selected item, also right-click on the "Item master data" window and select the entry "Activity overview".
Alternative items are items that can replace an original item 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 item, find the desired original item in the item master data and right-click on the "Item master data" window. Select the entry "Alternative item". In the "Alternative Items" window, you can define the corresponding alternative items together with the match in the table below the original item. Enter the item code or press the TAB key to open the drop-down list and select the desired item. Enter a percentage match that you estimate. This determines the ranking if you define several alternative items to oneoriginal item. Confirm the line with the button "Update" and another line will open. Click the "OK" button to close the window.
With the button "Reverse link" in the item master data you can make the original item the alternative item, i.e. reverse the relationship between the two items.
To activate automatic stock management by warehouse by default for all items, check 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 that SAP Business One uses to enable you to use the same document number in different financial years.
You define the actual document numbering under Administration ? System initialisation ? Document Numbering. In the Document Numbering ? Definitions you get a list of all available voucher types.
There are generally two scenarios in SAP Business One and you should choose one of them. Only one document type is allowed per document numbering series or more than one document type is allowed per series.
In the Series window ? A/R Credit Memos ? Definition window you have to enter a name for the voucher numbering series, fill in the First "No. field" for the starting point of the voucher numbering series, fill in the Next No. field automatically with the value of the next voucher number to be created, fill in the Last No. field. If you want to define two series with the same period indicator, specify a prefix and a suffix, specify a remark for the series, select a group from the value list, select a period indicator and activate the checkbox Abort/Cancel and Lock.
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 the master data of your company, 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 the VAT identification number (UID) of your company. The UID for Germany starts with "DE" and consists of nine digits. The UID number for Austria starts with "ATU" and consists of eight digits.
Here you must enter your additional tax number. 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 for your country. The public holidays must be created here per year. If the desired year is not available, select the entry "Define new" from the value list.
Here you must enter the number of the tax office that is relevant for your advance return for VAT.
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 databases subject to reporting requirements.
FINANCE
Finance / Chart of accounts
Two windows are available in the Finance module: the Chart of Accounts window and the Edit Chart of Accounts window. The former is good for managing existing accounts or creating new accounts sporadically. The latter is excellent 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 greyed out 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 template. After opening the Edit Chart of Accounts window (Financials ? 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 thematically standardised and correspond approximately to the account classes in the standard chart of accounts or in the standard chart of accounts.
Since release 9.2 of SAP Business One you have the possibility to rename the drawers as well. This is an important new feature, as the names of the drawers are printed as the top level of classification in the balance sheet and income statement.
The field "G/L account" shows the account number of the active account or 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 is available for the account name.
The external code and 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 P&L reporting purposes.
The fields external code and foreign language name can be printed or exported in the standard reports balance sheet and profit and loss account 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 no complex restructuring or outsourcing of intercompany sales is required.
The drop-down list "Currency" shows the account currency and is set to "All currencies" by default. This means that the account can be booked with any currency. However, if the account is to be booked exclusively in a specific currency, another currency can be selected from the list, e.g. EUR, USD, CHF.
If the content of the account (e.g. the balance or bookings) is classified as confidential, the checkbox "Confidential" can be marked. In the permissions, certain users can then be authorised for these accounts marked as confidential
The "Level" field shows the hierarchy level on 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 drop-down list "Account type" the type of account can be specified, e.g. expenses, income or other accounts such as stock accounts. SAP Business One differentiates here between expenses, income and other accounts. This difference is also relevant for budgeting in SAP Business One.
The checkbox "Revalu. (currency)" activates the automatic conversion difference adjustment for the account.
A translation difference (also referred to as a "foreign currency translation adjustment") refers to the difference between the carrying amount of an asset or liability denominated in a foreign currency and the value of that asset or liability in the entity's presentation currency.
When an entity holds assets or liabilities in a foreign currency, the value of those items is expressed in the entity's reporting currency. However, due to exchange rate fluctuations, differences may arise between the carrying amount of the items in the foreign currency and their value in the reporting currency. When the value changes due to exchange rate fluctuations, a translation difference arises.
A translation adjustment arises when an entity records these translation differences in a separate account to ensure that the balance sheet items are correctly presented in the entity's reporting currency. The translation difference adjustment is then used to offset these translation differences and transfer them to the company's income statement.
A reconciliation account is an account on which all postings are made that are also made on person accounts (customer or supplier accounts). It is only available with the account type "Other" and cannot be posted to manually as it is used for automatic postings.
A cash account is an account where payment flows such as bank or cash payments are made. 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, which means that revaluation is not possible for this account. This field is only available for the account type "Other".
In the "Project" field, a project can be assigned to which all expenses and income are allocated. The project acts like a cost unit.
The area "Distribution rule" enables the assignment of a cost accounting distribution rule to each expense or income account. This allocates the posted expense or income to the cost centres in a defined distribution ratio. This option is used, for example, to allocate the energy expenditure in relation to the area to the individual cost centres.
The field "Foreign language name" offers an additional possibility to specify a designation. If you want to translate the account name, you can click on the account name with the right mouse button. The foreign language name can optionally be printed when printing most actual reports (Financial Accounting - Financial Reports - Actual Reports).
If you want to export accounting data from SAP Business One to an external system, use the field "Code Data Export". Enter the external account number here so that the exported data can be assigned.
Use the Default VAT Code dropdown list to assign a VAT code 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 to a separate row in the journal entry, together with the selected VAT group.
In the drop-down list "Category" 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 appropriate sub-category from the drop-down list to the right or click on the entry "Define new" to create a new sub-category.
In the field "Disposition Level" you can specify the disposition level that will be used for the liquidity preview via the SAP Business One integration framework. Via the integration framework, the SAP Business One installation of your branch can be integrated with the SAP installation of another branch of your group in terms of processes and data. The fields "Remarks" and "Template for remarks" are used to enter further explanations or to select from predefined templates for remarks.
The options for the "Active" radio button are "Active", "Inactive" and "Extended". 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 only in the journal entry for cost accounting adjustment if the account category is not "Other" and the account currency is the same as the local currency.
The purpose of the drop-down list "Initial data collection" is to specify an initial data collection and to select "Yes" or "No".
The Budget Relevant checkbox is used to use the account in the budget when budgeting is required in SAP Business One.
If you activate the checkbox "Allow other VAT code", you can select a different VAT code for postings to this account. If the checkbox is not activated, only the assigned VAT code in the field Standard VAT code is used for the calculation.
The checkboxes "Exchange rate differences" and "Currency conversion" are only displayed if the account has the account type "Other" and should be marked if the account is to be included in the automatic calculation of exchange rate differences or currency conversion.
Finance / Bookings in general
Recurring entries in SAP Business One are entries that are made during the financial year. These entries are either posted automatically through the creation of a specific transaction, such as purchase invoices or deliveries, or created manually in the journal entry.
The majority of current postings are made automatically through the creation of a specific transaction in SAP Business One. Only the remainder of the non-automatically settled postings from the individual document types are created manually in the journal entry.
For efficient work with the journal entry, tools such as the journal vouchers and the recurring entry are available.
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 reconciles account statements with the corresponding entries in SAP Business One and creates entries to reconcile discrepancies.
Automatic payment processing: This feature automates the payment process by automatically matching open invoices and making payments according to the defined terms.
Automatic order suggestions: When the stock level of an item falls below a certain threshold, the system automatically generates order suggestions to replenish the stock.
Automatic postings for VAT: The system can automatically generate VAT postings to ensure tax compliance.
In asset accounting, entries are recorded for the capitalisation and write-up of fixed assets as well as for 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 stock postings can be fine-tuned through account determination by warehouse, item group or item, 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 an even finer regulation than the G/L account determination. It can be activated to switch off account determination by warehouse, article group or article. In the extended account determination, field values can be queried and the corresponding accounts selected depending on the result.
In SAP Business One, automatic postings are made for different document levels, such as goods receipt, A/P invoice, A/P credit memo, A/R payment, delivery, return, A/R invoice, A/R credit memo and A/P payment. The postings are made according to the account assignments defined in the G/L account determination.
Finance / goods postings
The two approaches to goods posting in purchasing in SAP Business One are perpetual inventory and not activating 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 (perpetual inventory) always initially posts the purchases of goods to the stock account (current assets), and only with the delivery or the outgoing invoice is the actual use of goods (expense account) posted. Variant 2 (no perpetual inventory) immediately books all purchases of goods as cost of sales, although they are actually still in stock, at least in part, and belong in the current assets.
No perpetual inventory is not advisable for companies with high stock levels and low stock rotation, as the company tends to present itself worse in terms of profit than it actually is due to the immediately booked expense from the use of goods.
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 in SAP Business One.
The We/Re account is used in SAP Business One to account for a possible time difference between the goods receipt and the liability incurred towards the supplier due to the A/P invoice.
A goods receipt is posted in two steps in SAP Business One. First, when the inward delivery note is posted, the physical goods receipt is posted to the stock account. The We/Re account acts as the contra account. As soon as the A/P 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 A/P invoice is posted. The payable to the supplier and the input tax are posted and the We/Re account is cleared again.
Finance / G/L accounts
In order to post financial data correctly, it is important that SAP Business One knows to which account the item should be posted for each item row in Purchasing and Sales. G/L accounts are determined based on the method selected in the Set G/L Accounts field in the Inventory tab of the General Settings window.
SAP Business One offers three methods for defining G/L accounts. These are:
By warehouse, By item group and By item.
The method for setting G/L accounts can be selected in the General Settings window, Inventory tab, Items tab, in the Set G/L Accounts field. Here you can choose between the options warehouse, item group or item level.
Yes, the method for setting G/L accounts can be changed at any time in the Item Master Data window, Inventory Data tab, in the Set G/L Accounts After field. The change will take effect from the next transaction.
Changing the method of defining G/L accounts in SAP Business One has an impact on the postings of the 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
The journal entry number is automatically assigned by SAP Business One.
Yes, you can use a voucher number series for journal entry. Select it from the list of values.
Enter the posting date of the document in the "Posting date" field in the header of the journal entry.
The Due Date field shows the due date of the document. When posting incoming or outgoing invoices, the due date is automatically calculated based on the payment terms stored with the invoice.
A booking text is entered in the Remarks field. When a transaction code is selected, its description is displayed and can be added in the field. The Journal Entry field on the Accounting tab of the Receipt window is displayed in the Remarks field when the receipt is posted.
The Origin field shows the origin of the journal entry with a two-digit abbreviation. This abbreviation is an internal abbreviation for the respective document type that caused this journal entry (e.g. "BE" for incoming invoice).
If the journal entry does not originate from an opening entry or was created directly in the Journal Entry window, the orange arrow next to the Origin field can be used to call up the document behind it.
The "Origin No." field shows the document number of the document type from the Origin field.
The Transaction Number field shows the sequential journal number automatically assigned by SAP Business One.
The fields Template type and Template are used for the functions Posting template and Recurring entry. The fields Template type and Template are used for the functions Account assignment model and Recurring entry.
The field "Ref. 1" is an option for free entry and is displayed in many evaluations. It can also be used as a search field within journal entries. You should enter information to help you find journal entries, such as the external voucher number of the posted voucher.
The field "Ref. 2" is available as an additional document number. If you enter an external document number in the supplier reference number field for an incoming invoice, this is displayed in the Ref. 2 field.
In the field "Ref. 3" additional voucher numbers can be entered even if there is already a consecutive voucher number in the entry line. The field is more informative than Ref. 1 and Ref. 2. However, only the last voucher numbers entered can be displayed.
This checkbox is used to re-evaluate the exchange rate when there is a foreign currency entry. The exchange rate is taken from the Exchange Rates and Indices window. The checkbox is for reporting purposes only and does not affect the booking values themselves.
The checkbox "Reversal" is activated if you plan a reversal in the reverse form for the entered entry on a certain date. This can be used, for example, for accrual postings or the allocation and release of provisions between the old and new business year.
After the "Cancellation" checkbox has been selected, another field appears to the right of it in which you can enter the date for the cancelled transactions. SAP Business One reminds you of this date when you first enter it and opens the 'Reversed Transactions' window. This window proposes all journal entries to be cancelled on the current date. Click on the "Execute" button to add the reversed journal entries.
The checkbox "Adjustment entry (period 13)" is used to mark the journal entry as a closing entry for the 13th period. Journal entries marked in this way can be excluded from the financial reports.
By activating the checkbox "EU report" the journal entry appears in the summary message.
If you deactivate the "Automatic VAT" checkbox, no automatic VAT calculation is carried out. The checkbox is enabled by default as long as a default VAT code is stored for an account. The checkbox is no longer active after the journal entry has been added. If you want to select the field by default, you must uncheck the "Automatic VAT" checkbox under Administration ? System Initialisation ? Voucher Settings ? Per Voucher ? Journal Entry.
By activating the checkbox "Manage deferred taxes", the deferred tax function belonging to the selected tax code is applied. If you activate this checkbox, you only have to enter one business partner row in the journal entry. It is important that a deferred tax account is specified for the tax codes. The checkbox can only be selected if the checkbox "Automatic VAT" is activated.
Checking the "Manage VAT" checkbox activates the withholding tax function for this journal entry. The checkbox can only be selected if the "Automatic VAT" checkbox is activated.
If you close a journal entry without the tax code activated, the VAT will not be calculated and the entry cannot be posted properly.
Yes, you can also subsequently edit a journal entry if the checkbox "Automatic VAT" is deactivated. However, you must then calculate the VAT manually and enter it in the entry.
No, you must always enter at least one business partner row in the journal entry to complete the entry.
The journal entry line area is an area where entries can be completed in an accounting software.
To navigate the journal entry row area, you can use the TAB key.
To select an account in the journal entry rows, you can enter the account number or press the TAB key to open the selection list. Select the desired account from the list and click the "Select" button.
To maintain the "Debit" and "Credit" columns in the journal entry rows, enter the corresponding amount. When you enter the offsetting entry, simply use the TAB key to jump to the offsetting account (debit or credit) and the remaining amount is automatically inserted.
To maintain the tax code in the journal entry lines, you can change the proposed tax code. The tax codes are automatically created when the company is created and the correct tax accounts are assigned. If you require additional tax codes or wish to assign different tax accounts, you can do so in the Tax Codes - Setup window under Administration ? Definitions ? Financials ? Tax ? Tax Codes.
The tax amount is calculated automatically on the basis of the tax code stored.
The gross value is the calculated amount from the amount entered in the Debit or Credit field plus the tax amount calculated based on the tax codes.
You can achieve the same practice by clicking the Form Settings button to customise the column arrangement for the Journal Entry window. Drag the Gross Value column between the G/L Account/GP Name and Debit columns. Use the TAB key to move through the document row and enter the gross amount of the document in the Gross Value field.
SAP Business One automatically calculates the net amount based on the tax codes. The calculated net amount (= gross amount ? tax amount) is entered in the Debit or Credit field. If an input tax code has been entered or selected as the tax code, the net amount is automatically inserted in the Debit field. If a VAT code has been entered or selected as the tax code, the net amount is inserted in the "Credit" field.
When you click the "Add" button, the journal entry is created. The Journal Entry window remains in Add mode so that you can immediately create another journal entry.
To see all the fields of the document row in the journal entry, select the entry row and click on the small black triangle (expand edit mode) in the left-hand area of the header data window to expand the area below.
You cannot delete a journal entry in SAP Business One, but you can cancel it using the Cancel/Cancel function. Right-click the entry you want to cancel and select Cancel/Cancel from the context menu.
A journal entry created on the basis of an A/P invoice can only be cancelled with an A/P credit memo and not with a reverse entry in the Journal Entry window.
You can use the Cancel/Cancel function to cancel only those journal entries that are not from vouchers.
Financial accounting / account assignment model
An account assignment template is a tool to assist with current postings that are similarly structured. It is a template that maps the structure of postings that occur repeatedly throughout the financial year and, when the actual posting is made, only the amounts for that posting need to be entered.
An account assignment template is defined in the "Account Assignment Template" window under the menu item "Financial Accounting". The code, a meaningful template description and the columns "G/L account/GP code", "G/L account/GP name" and "Tax code" must be maintained. In addition, the columns "Debit %" and "Credit %" must be maintained in the form of a percentage ratio.
The account assignment template is selected in the "Journal Entry" window. Here the template type "Percentage" must be selected and the code of the account assignment model entered or selected from the selection list.
Instead of the suggested percentages, the desired amounts for the entry record must be entered. It is sufficient to replace a percentage with an amount, as the other amounts are calculated according to their share. As soon as a new amount is entered, all amounts of the entry are recalculated again.
To "decouple" the journal entry from the account assignment template, the button "Reset template" must be clicked. If an amount is entered afterwards, it will no longer be recalculated. New entry lines with other accounts can also be added. Once the journal entry has been decoupled from the posting template, this can no longer be reset for this journal entry.
Financials / Postings in foreign currency
The local currency is selected in the Company Details window on the Basic Initialisation tab (via Administration ? System Initialisation ? Company Details) when creating the company. The local currency cannot be changed after the first journal entry.
The system currency is a (different) currency that is kept parallel to the local currency. Each account balance is displayed in the system currency in addition to the local currency and can be used for reporting purposes.
The relationship between local currency and system currency can be set by the user in the Company Details window on the Basic Initialisation tab (via Administration ? System Initialisation ? Company Details) when creating the company.
The account currency or document currency is the currency assigned to a G/L account, business partner or document.
Exchange rates can be found under Administration ? Definitions ? Finance ? Currencies. In the Exchange Rates and Indices window (Administration ? Exchange Rates and Indices) the exchange rates can be set, but the foreign currency method must be set in the General Settings window on the Display tab (via Administration ? System Initialisation ? General Settings). The exchange rates can be maintained daily and an exchange rate can be set for a specific period.
SAP Business One already requires an exchange rate if it is a transaction that does not yet cause an automatic posting. This is necessary to keep the value of the transaction in foreign and local currency. An exchange rate is also required for a purchase order, quotation or sales order if it is in foreign currency.
If a rate is missing, the Exchange Rates and Indices window opens and you can specify the missing rate in the proposed field. SAP Business One positions the cursor in all the fields where an exchange rate is missing that the programme needs to work.
To set an exchange rate for a period of time, click on the button "Set rate for period". In the opened window, select a period in the upper area and set the exchange rate for the desired foreign currency for this period.
The exchange rates are entered horizontally in the window and the individual days of the month vertically. In the upper right area of the window, you can set the month and the year for the exchange rates.
Financial Accounting / Recurring Entries
Recurring entries are a tool in SAP Business One that helps users to manage their accounting more efficiently. Recurring entries allow recurring entries to be posted automatically with the same entry record and amount.
Recurring entries are created in the Recurring Entries window. To define a recurring entry, you must add a code, description, references, transaction code, remarks, G/L accounts, debit/credit information, tax codes, interval, next execution date, validity date and confirmation.
SAP Business One reminds you of recurring entries by displaying a "Recurring Entry Confirmation Window" when you use the system for the first time on the due date. This reminder only works if the checkbox "Show recurring entries for execution" under "Administration" > "System initialisation" > "General settings" is activated.
Recurring entries can be executed in SAP Business One by clicking on the "Execute" button in the "Recurring entries confirmation window". Alternatively, you can manually access the confirmation list in the lower right area of the "Recurring entries" window and change or execute the recurring entries there.
Recurring entries can be accessed in SAP Business One in the "Journal Entry" window by selecting "Recurring Entry" in the "Template Type" field and pressing the TAB key to open the selection list with the individual recurring entries. Then select the desired entry and click on the "Select" button to load the recurring entry.
Finance / Bank Settlement
Bank processing in SAP Business One is an independent area that includes the management 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 the bank's 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 the 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 of your account. It is made up of the abbreviation for the country and bank and your account number. The field "IBAN" must therefore 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 upload in electronic banking, thus reducing the manual execution of payments. The Payment Wizard enables companies to process payments in a variety of formats, including SEPA, wire 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.
Furthermore, 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 reconcile the postings with the actual account transactions. This module can be used to import bank statements into SAP Business One. The postings in SAP Business One are automatically reconciled with the bank data.
The modules Incoming Payments and Outgoing Payments have no meaning in practice, as they are only the result of the payment wizard and the reading or posting of account statements.
The subject area of cheques, which also belongs to bank settlement, will not be dealt with in detail below, as this means of payment is practically no longer used in business in Germany, Austria and Switzerland.
The bank details are assigned to the business partner 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 the bank details via the Bank Account Management menu. This can be helpful if you have several bank details for the same business partner.
To select your own house bank, you have to open the selection list of banks in the field "BLZ", select your house bank and confirm this with the button "Select".
An interim G/L account in SAP Business One Banking is used to record temporary entries and reconciliations when transactions occur between different bank accounts or accounts outside the system.
The interim G/L account is used as a stopover to record transactions that cannot yet be finally allocated. As soon as the final allocation of the transactions has been made, they are transferred from the interim G/L account to the corresponding target account.
This procedure allows transactions 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 appropriate 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 receipt 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 of the order at a glance.
In the "Supplier" field, select the supplier to whom this order is addressed.
The supplier's contact persons are automatically displayed in the "Contact persons" drop-down 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 shows the current status of the receipt. There are a total of five statuses a receipt can have: "Open", "Open - Printed", "Canceled", "Closed" and "Parked".
The status "Open" means that the document can still be partially or completely processed in another document.
In the field "Posting date" you enter the posting date. SAP Business One automatically proposes the current date.
Yes, if you have chosen the scenario "Only one document type per series", the entry "Manual" is also displayed in the selection list to the left of the document number. Select this entry in order not to have the document number assigned automatically, but to enter it manually.
The status "Parked" means that the document has been put aside until it is retrieved later to finish it. Parked documents are used, for example, when not all the information is yet available to add to the document
SAP Business One offers several ways to make entering a date field more efficient. For example, you can enter the current date by entering 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 want to enter any date, enter the day and month in figures (e.g. "121016") and press the TAB key.
To cancel a document, right-click anywhere in the document header and select the "Cancel/Cancel" 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 document cannot be reset to the status "Open", but it can be duplicated and used as a template for another document. You can also cancel individual lines of the document (see section 5.2.2, "Document centre").
The field "Supplier ref. no." in the SAP Business One purchasing document is used to create a reference to the supplier's document. For example, the order number of the supplier can be entered. The supplier reference number is copied to the subsequent documents in the document chain during further processing, but can be changed in each case.
Answer: In the dropdown list "Local currency", "System currency" and "BP currency" in the document of "SAP Business One" it is possible to select in which currency the document should be displayed. "Local currency" refers to the currency of the company, "System currency" to the currency of the system and "BP currency" to the currency of the business partner. For a detailed description of foreign currency in vouchers, see section 12.7, "Postings in Foreign Currency".
On the "Contents" tab, the items you want to order are entered line by line in a table structure.
No, only those items that have also been defined as purchasing items can be used as purchasing items. For this, the checkbox "Purchase" must be activated in the window "Item master data" (Warehouse management ? Item master data).
To create an item line in the order, enter the item number (item no. field) or open the selection list with the TAB key. Then you can enter the desired quantity and the discount granted by your supplier.
Enter the unit price, i.e. the price per basic 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 proposed automatically from the item master or on the basis of the tax assignment of the business partner.
The total price ("Total (HW)" field) is automatically calculated based on quantity, discount and price after discount. It can also be changed and is consequently calculated back to the unit price taking into account the quantity.
In an empty item line you have the option of searching for the item description. Enter either the complete item description or only a part of it and add an asterisk "*". The selection list opens in the window "List: Article". The search term entered from the "Item description" field appears in the "Search" field of the selection list, thus already limiting the search.
The button (Form Settings) 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. 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 by drag-and-drop. To do this, click on the desired field name with the left mouse button and keep the mouse button pressed. A black rectangle becomes visible 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 you have the possibility to set up each window the way 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 button "Restore default" restores the initial state of the window.
sale
Sale / Voucher
The sales document chain is a sequence of document levels that map the sales process in SAP Business One. It includes the stages quotation, sales order, delivery, return request, return, outgoing invoice, outgoing credit note and incoming payment.
The document chain in sales and in purchasing differ in the document levels and the associated functions. The document chain in sales includes the steps quotation, sales order, delivery, return request, return, outgoing invoice, outgoing credit note and incoming payment. The document chain in purchasing, on the other hand, includes the steps quotation, purchase order, goods receipt and incoming invoice.
With the exception of the incoming payment, all document windows in the Sales module of SAP Business One have a similar structure. The programme operation is the same as in the section "Working with records". When opened, the window is in add mode. As soon as all entries have been made, the document is created by clicking on the "Add" button. Existing records can be called up with the button "Search record" or the key combination "Ctrl "+"F".
To make changes to an existing document, the document must be opened in search mode. As soon as changes have been made, the button in the lower left area changes from "OK" to "Update". Clicking on this button confirms the changes made.
The document header in the Sales module of SAP Business One corresponds to the document header in Purchasing. In the document level Quotation, the field Delivery date has been replaced by the field "Valid until", which defines the validity period of a quotation.
The automatic availability check in SAP Business One is a function that allows you to quickly check the availability of an item in the document row. This feature can be turned on and off by selecting / deselecting the checkbox "Activate automatic availability check" (via the path Administration ? System initialisation ? Document Settings ? Tab Per Document ? Document Sales Order). If you use an item in the document line whose available stock threatens to go negative with the sales order, the availability check is activated.
The Last Prices report in SAP Business One provides an overview of the last prices you assigned to a selected item. This report can be very helpful in the Sales module, especially for pricing in the quotation. You access the Last Prices window by pressing (Ctrl)+TAB in the Unit Price field. In this window you can select which document levels are to be displayed in Sales, how many prices are to be displayed and whether special prices or prices from an outline agreement are to be taken into account.
You can access the Last Prices report in SAP Business One from the menu path Warehouse Management ? Inventory Reports ? Last Prices. Alternatively, you can access the report directly from the quotation by pressing (Ctrl)+TAB in the Unit Price field.
In the "Last Prices" window, the document levels in the sale, the number of prices to go back in time, the last special prices used, the prices agreed in a framework contract as well as the document date, the quantity and the historical price of the selected item can be displayed.
The Available-to-Promise report in the SAP Business One Sales module shows the quantity of the item that is available in the warehouse in question on the due date.
The document windows in the Sales module of SAP Business One have different tabs that display information about a sales document. The tabs can vary depending on the document level. The most common tabs include 'Contents', 'Summary', 'Addresses', 'Finance' and 'Additional Costs'.
The summary type is a function in SAP Business One that allows document rows to be summarised according to similar aspects.
The Summary Type drop-down list is located on the Content tab in the upper right area.
The summary of the document lines is only available for documents of the document type Article.
The summary of the voucher lines can be done either by articles or by vouchers.
When summarising by items, all document rows with the same items are summarised into one document row if the properties of the item rows are the same.
When summarising by vouchers, all voucher lines with the same basic vouchers are summarised into one line.
The Procurement Wizard for Sales Orders is a wizard in SAP Business One that can be used to create a purchasing document directly from the sales order.
If you select the option "Apply tax to first instalment", the total tax amount of the voucher plus 15 % of the net amount will already be due on the first instalment. The remaining net amount is divided among the remaining instalments according to the percentages entered.
