Questions and answers about SAP Business One fields and functions.
STRAIN DATA
Master data / User
A user is a person who works in SAP Business One and accesses the programme via a user code and password.
To create a new user in SAP Business One, open the "User - Definition" 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, tick 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 on the "Enter password" button and enter the new password in the window that opens.
If you activate the "Password never expires" checkbox, 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 group to a user, click on the "Assign authorisation groups to the user" button and select the corresponding group.
A mobile user licence enables a user to access SAP Business One via a smartphone app.
The Mobile Device ID in SAP Business One
Password management is a function that contains certain specifications for the password selected by the user. It consists of various fields such as the security level, expiry date, minimum length and the number of authentications.
The security level is a predefined category that determines the content of the following fields. The security levels Low, Medium, High and User-defined are available for selection. The contents are fixed and cannot be changed.
The expiry date describes the number of days after which the password must be renewed by the user. After this period has expired, the user receives a prompt to change the password when logging in.
The following fields can only be entered or changed if you select the Custom security level. The fields are already predefined for all other security levels.
The specifications that affect the composition of the password are the minimum length, the minimum number of upper case letters, lower case letters, numbers and non-alphanumeric characters.
For example, the new password must not 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 the number of attempts available to a user to enter the user name and password correctly when accessing SAP Business One. If you enter "-1" here, the user has an infinite number of attempts.
If the specified number of attempts to log in to SAP Business One is exceeded, the user is locked and can only be unlocked by a superuser.
Enter an example here of how the user's password should be composed. This example password helps the user to choose their own password. When a new password is created, SAP Business One checks whether this requirement has been met.
The user must change the initial sample password and enter a new password of their own choice when logging in for the first time.
The "Low" security level is set by default in SAP Business One. The password must be at least six characters long and not fulfil any other requirements. The expiry date is set to 90 days.
The "Medium" security level requires a password that must be at least eight characters long. It must contain at least one number or special character and one upper or lower case letter. The expiry date is set to 60 days.
The "High" security level 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 partners
Master data / business partners / contact persons
You can create and manage any number of contact persons on the Contact persons tab in SAP Business One.
You can create any number of contact persons on the Contact persons tab.
If you click on the desired contact person in the left-hand bar, the corresponding data will be displayed on the right-hand side.
Click on the "Define new" bar on the left-hand side 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-hand bar and then on the "Set as default" button below the area to define the contact person as the main contact person.
Since SAP Business One Release 9.1, the e-mail function has been enhanced and there is now an "E-mail group" drop-down list for the contact person.
Click on the "Define new" entry next to the "Email group" drop-down list to create a new email group.
Select the desired e-mail group from the "E-mail group" drop-down list next to the contact person.
You can use the e-mail group to classify the contact persons at your business partners with regard to e-mail dispatch.
A customer has authorisation for all sales documents, opportunities and service calls.
Compared to a customer, a prospective customer only has limited authorisations for the sales documents quotation and order as well as for opportunities. They have no authorisations for service calls, deliveries or outgoing invoices. A supplier has authorisation for all purchasing documents.
The e-mail group is used to classify contact persons in relation to e-mail dispatch and to enable targeted communication with specific groups of contact persons.
The "Password" field is reserved for the 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-hand bar and then clicking on the "Set as default" button below the area.
Master data / Business partners / Addresses
The Addresses tab is an area in SAP Business One where you can create addresses for each business partner.
You can create any number of addresses for each business partner - with certain restrictions.
There are billing addresses (only for customers/prospects) or payment addresses (only for suppliers) and delivery addresses. You can create different delivery addresses for delivery notes, production addresses for production orders, locations for service calls, addresses for quotations, etc.
You can create any number of billing and delivery addresses for a customer.
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 using the button of the same name below the address overview.
The billing or payment address of the business partner has an impact on financial accounting, as a reconciliation account must be defined for each business partner. This reconciliation account differs depending on whether the business partner is domestic or foreign.
Master data / Business partners / Terms of payment
On the "Terms of payment" tab, you can enter all data relating to the business partner's payment information.
Click on the orange arrow. The "Terms of payment - Definition" window appears.
Select the price list for this business partner. The assigned price list is the basis for pricing in the purchasing and sales documents.
Enter an interest rate for late payments from customers here.
This field shows the value linked to the selected payment terms. You can overwrite this value if necessary. It refers to the total discount percentage applied to the business partner's payment term. This discount is taken into account when calculating payments that need to be made to the business partner.
The credit limit is the maximum value up to which your customer may have outstanding receivables with your company. If the credit limit is exceeded, a warning message is displayed. You can also specify whether the credit limit should be calculated on the basis of the open item amount or on the basis of the order total. This setting affects how the credit limit is calculated and which data is displayed in the corresponding reports.
The exposure limit works in the same way as the credit limit, except that the total amount of unpresented cheques is also included here. This indicates the amount up to which the business partner may purchase goods or services on credit before having to make payments. If the credit amount exceeds the commitment limit, the business partner is asked to make a payment before they can purchase further goods or services. By setting an exposure limit, you can better control and manage the credit risk for your company.
Select a predefined dunning condition from the value list. To create a new dunning term, select the "Define new" entry. Here you can enter the number of days that must pass 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 generated automatically 10 days after the payment term has expired if the invoice has not yet been paid at this time. You can also specify which reminder level should be used and whether an email or a printout of the reminder should be sent to the customer.
The drop-down list allows you to select whether no interest and charges (entry No), only interest, only charges or both (entry Interest and charges) should be posted with the dunning run. If you select a payment term from the drop-down list, it is automatically applied to all documents that you create with this business partner. For example, if you create an invoice to this business partner, the payment term you have selected is automatically applied.
The "standard framework agreement" is a predefined contract type that can be assigned to a business partner in order to be able to access standard conditions more quickly when creating a framework agreement. The conditions for the payment of goods or services are defined. These include the payment period, the currency and the payment method (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 prepayment or payment within 10 days. The discounts can be defined as a percentage or as 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 that 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 that is assigned to the respective payment term. A lower number means a higher priority, i.e. the open items with this payment term are settled first before payments are made for items with a higher priority.
In "Maintain bank business partner", enter the business partner's bank details at the bottom left by clicking on the (Select from list) button next to the Bank country field.
If the business partner's bank has not been created, it must be created via Administration - Definitions - Bank processing - Banks.
"Credit card type" refers to the type of credit card a customer has. This can be a Visa, Mastercard or American Express card, for example. If the corresponding credit card type is entered in SAP Business One, it can be used, for example, to create invoices or for reporting.
"Public holidays" refers to the public holiday calendar that is used for the due date calculation. You can select a predefined public holiday calendar from the value list or create a new one.
In the "Payment dates" window in SAP Business One, you can define fixed calendar days within a month on which invoices are due. Depending on the due date of the invoice, there are three options: on the 15th of the month, on the 25th of the month or on the 15th of the following month.
If you activate this checkbox, you allow a sales order from this customer/prospective customer to be copied only partially - i.e. not with all lines - to a subsequent document (delivery note or invoice). It is important to note that a partial delivery does not cancel or affect the rest of the order. The undelivered part of the order remains active and can be delivered at a later date when all items are available. If this checkbox is not activated, the sales order can only be copied in full to a subsequent document.
If you tick this checkbox, discount groups defined in SAP Business One will not be applied to this customer. This can be useful, for example, if you want to use an individual price list with fixed prices for a specific customer without applying discounts. If you do not activate the option, the discounts defined in the discount groups will be applied to the customer, provided they are configured for the corresponding items.
Master data / Business partner / Payment run
On the Payment run tab, data is entered that is required for the payment wizard in the Bank processing module.
For a newly created business partner, a house bank is automatically suggested on the Payment run tab.
As usual, you can select a different house bank account on the Payment run tab in the Business partner master data window. To do this, click on the (Select from structure) button to the right of the country. In the window that now opens, click on the black triangle next to the corresponding country and select the desired house bank account.
Select a payment method for this business partner on the right-hand side of the tab if they are to participate in electronic payment transactions. If you have several payment methods available, you can set the most frequently used payment method as the default. To do this, select the desired payment method and click on the Set as default button.
The "Reference details" field is used to enter a reference if required. This reference is relevant for the bank file that can be created using the payment wizard for electronic payment transactions.
By activating the checkbox "payment block", the business partner is not proposed in the payment wizard during a payment run.
By activating the "Single payments" checkbox, the payment wizard generates a single payment for each individual invoice.
The Direct Debit Authorisation checkbox on the Payment Run tab in SAP Business One is used to authorise the customer's consent to debit payments from their bank account. If this option is activated, the customer gives their consent for the amount to be automatically debited from their account instead of making the payment manually. This simplifies the payment process for the customer and reduces the administrative burden for the company. However, it is important to ensure that the customer has explicitly given their consent to use this option in order to avoid any legal problems.
The drop-down list "Code for bank fee allocation" allows you to select the bank fee for this business partner.
Master data / Business partners / Accounting
The "Accounting" tab is divided into two further tabs: "General", which contains all data relating to consolidation, reconciliation accounts, down payments and Dunning and "Tax", where the corresponding tax status and tax group are assigned to the business partner.
Delivery consolidation means that you can specify an additional business partner to whom the outgoing invoice is issued.
Payment consolidation means that you can specify another business partner to pay the outgoing invoice.
To select a 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 "Delivery consolidation" option in the option buttons in the upper area of the "Accounting - General" tab.
You can store up to four types of reconciliation accounts in total: "Accounts receivable" (customers) or "Accounts payable" (suppliers) fields, "Down payment clearing account" field and "Interim account down payment" field. A reconciliation account is an account in the general ledger that is automatically posted to when a posting is made to a subsidiary account (customer or supplier).
Click on the "Define reconciliation accounts" button to the right of the Reconciliation accounts entry to define the other reconciliation accounts in the Reconciliation accounts - debtors/creditors window that is now open.
The account is automatically assigned when the business partner is created and can then be changed directly with the business partner. The reconciliation account can only be changed up to the first accounting transaction (e.g. outgoing invoice, incoming payment, etc.).
Prepayment receivables are receivables from customers for prepayments already made. Prepayment liabilities are liabilities to suppliers for prepayments already made.
You can generally disable the dunning mechanism for this customer using the "Block reminders" checkbox on the "Accounting - General" tab.
The "Dunning level" field shows the highest dunning level according to the dunning plan in which the customer with a dunning notice is located.
On the "Accounting - Tax" tab, set the tax status and the 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 based 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 must fill in the "Payment terms code" field and select the "Due date based on" drop-down list.
In SAP Business One, you can choose between document date, posting date and system date.
The document date is the date that appears on the document or the date on which the document was created in SAP Business One. As the date of the current day is automatically proposed when the document is created, this date makes perfect sense and should be used as the basis for calculating the due date in SAP Business One.
In SAP Business One, in the "From" drop-down list, you specify the date from which the payment period begins to run.
The number of tolerance days you enter in this field in SAP Business One reduces the due date in the invoice.
An instalment payment in SAP Business One is the payment of a debt in several instalments within a defined period of time. To define the rule for instalment payments in SAP Business One, click on the orange arrow next to the Number of instalments field.
SAP Business One creates one row per instalment in the table, totalling the number of rows you have specified in the "Number of instalments" field. In addition, a pro rata percentage is automatically calculated in the % column.
In the Credit memo type drop-down list in SAP Business One, you specify how a credit memo is to be applied to the individual instalments. In SAP Business One, you have the options "First instalment", "Last instalment" and "Equal" to choose from.
There are two options available in SAP Business One for handling tax on instalment payments: "Apply tax to first instalment" or "Update tax pro rata".
With the "Open incoming payment" option in SAP Business One, you can specify 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 "Define cash discount" option from the value list.
In SAP Business One, you can specify one cash discount period per line in the table. The discount periods can run until the 5th of the following month.
In SAP Business One, you can activate the "Freight" checkbox 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 option of using the discount periods multiple times without having to create them again and again.
In SAP Business One, you can define a default value for each new customer/supplier to be created in the "Default payment term for customer/supplier" fields under Administration - System initialisation - General settings - BP tab.
In SAP Business One, the terms of payment assigned to the business partner are automatically copied to the document when a new document is created. Before the document is added, the terms of payment or individual components of the terms of payment, such as the maximum payment period, can be changed. When changing the terms of payment in the document, please note that this can optionally also result in a change to the price list, the credit limit and the commitment limit, which are linked to the terms of payment. The programme will display a corresponding message when the terms of payment are changed and allow you to change this information or retain the original settings.
Master data / activities
Activities in SAP Business One are tasks that help users manage business processes effectively. They allow users to plan, delegate, track and finalise tasks to ensure that important tasks are completed within the specified time frame.
Activities can be created for various purposes, such as tracking sales opportunities, customer service requests, service contracts, projects or other tasks. Users can link activities in SAP Business One to relevant business objects, such as customers, suppliers or articles, to have a better overview of all related tasks.
To create a new activity, users open the "Activity" window via "Business partner" > "Activity". In the top left-hand area of the window, they specify the categorisation of the activity in the field of the same name. The type of activity is predefined by SAP Business One; this can be a telephone call, a meeting, a task, a note, a campaign or other. The fields on the "General" tab change depending on the type of activity selected.
Users can monitor activities in SAP Business One in real time, allowing them to track task progress, monitor deadlines and timelines, and ensure that important tasks are completed before delays occur.
The attachments in activities offer a wide range of possible applications. In practice, for example, there is a need to archive all electronic business correspondence relating to a customer or prospective customer. This means that users are able to store all file notes, memos, emails, telephone notes, contracts, written agreements, etc. as an activity including attachments in SAP Business One and quickly find them again with efficient structuring using the activity, type and subject fields.
Users can enter all other required data on the "General" tab. For almost all activity types that are created with a future start time, they can be reminded by SAP Business One. To do this, tick the "Reminder" checkbox in the bottom left-hand area of the "General" tab
The "Linked document" tab is used to link the activity to any document or even an article. Users can select the document type and receive a selection list of all documents of the selected document type from all business partners in the "Document number" field. If users want to restrict the selection list of receipts to the business partner selected in the activity, they activate the "Show receipts linked to BP" checkbox.
On the "Content" tab, users can also enter any long texts with line breaks.
From release 8.8, users can specify in the "Recurrence" field whether the activity is recurring. To do this, they select the recurrence interval from the drop-down list, i.e. Daily, Weekly, Monthly or Yearly. Then determine the dates of the recurrence interval so that this corresponds to your 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. The "Follow-up activity" button allows users to create another activity that is directly linked to the first activity.
In the "Business partner master data" window in SAP Business One, you can call up existing activities for a business partner by clicking on the "Show associated activities" button in the bottom right-hand 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 "Activity overview for business partners" 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 initiated by a trigger in SAP B1if. SAP B1if can then extract the required data from the online shop and import it into SAP Business One to create an activity.
Master data / Articles
Answer: All goods and services that you buy and sell in the course of your business operations in SAP Business One are created in the item master data. In addition to physical goods, services and fixed assets are also created as articles. However, the latter have no effect on the warehouse. The centrally created articles are used in various modules in SAP Business One, such as purchasing and sales documents, service area, material requirements planning, etc.
The window for the item master data in SAP Business One can be found under Warehouse Management - Item Master Data. The same rules apply to this window as for the programme operation - this means that you can search for existing items, update them and, of course, create new items. The item master data window consists of thematically different tabs, which are presented in the next section.
The header data in the item master data window in SAP Business One is the most important information about the individual item. At the top of the window you will find fields such as the item number, item number series, item type, item group, ME group, barcode and item type checkboxes.
The "Item no." field in SAP Business One is the field in which 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 article number can no longer be changed and the article can no longer be deleted once this article has been used in any transaction such as a document or a service call.
The article number series in SAP Business One is an automatic numbering system. You select the number series for the respective article from the drop-down list to the left of the "Article no." field. By selecting the number series, the article numbering is continued without gaps. You can select the "Manual" option to freely assign an article number.
In SAP Business One, a predefined article type must be assigned to each article. This article type is primarily relevant for the service module and distinguishes between the options "Article", "Labour" and "Trip". The "Article" option represents the classic article and is always the default value. The "Labour" option is used to define a "Working time" item that can be used, for example, to bill technician hours. The "Travel" option is used to define a "Travel expenses" item, which can also be used, for example, to charge the travelling expenses 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. Article groups are rough categorisations that are used to classify or evaluate article data. The article group can be defined on the basis of various characteristics. New article groups should be created in consultation with a key user, as these have an impact on article statistics and financial accounting. The article group should not be categorised too finely, as this would make evaluations 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 "Manual" option is selected by default. By selecting the unit of measure group, several units of measure can be managed for this item. As soon as this item is used in a transaction, e.g. in a purchase or sales document, the unit of measure group can no longer be changed.
The "Barcode" field in SAP Business One is the field in which 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 no barcodes are available for this item, click on the (Define barcodes) button to create a new barcode for this item in the following Barcodes window. Several barcodes can be defined for each unit of measure group. If there are several barcodes, one of these barcodes can be set as the default.
The checkboxes for the item type in SAP Business One determine the use of an item in the company. The "Stock item" checkbox is activated if it is a physical item for which you want or need to carry out stock valuation. As soon as this indicator 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. The "Sales item" checkbox is activated if it is an item that is only used in this form in sales documents. The "Purchase item" checkbox is activated if it is an item that is only used in this form in purchase documents. These checkboxes are important as they influence the use of articles in the company.
You can select a price list from the value list that is created and maintained under Warehouse management - Price lists - Price lists.
You can fill the price list with prices in this window. The price is displayed in the Unit price field to the right of the price list and can be overwritten there or - if the field is empty - entered again.
Yes, you have the option of specifying 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 field for the unit price is located to the right of the price list and displays the price for the selected item. If the field is empty, you can enter a new price there.
In SAP Business One, certain item data such as description, foreign-language description, barcode and remarks tab can be translated into any number of languages. The translated article data is then printed on the documents in the language selected for the business partner. To use this function, you must activate multi-language support in the company details.
Multi-language support must be activated under Administration - System initialisation - Company details - Basic initialisation tab. To do this, tick the "Multi-language support" checkbox. For the actual translation, right-click on the field to be translated and select the "Translate" option from the context menu. You can enter the foreign-language texts in the "Translations" window that opens.
There is a method in SAP Business One to recognise the fields that are available for translation. In the "View" menu, click on "Display indicators" and select "Translatable fields". A small globe is displayed on the right-hand side of all fields that can be translated. In fields for which a translation already exists, a coloured globe 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 article data such as price, weight or suppliers cannot be translated.
In SAP Business One, you can use any number of languages to translate the article data. Please note, however, that only the languages selected in the business partner data on the General tab are displayed.
The "General" tab contains basic information about an item. Here you can select a manufacturer, add an additional identifier or define a shipping method, among other things.
To activate the "Do not apply discount groups" option, simply tick the corresponding checkbox on the "General" tab in the Item master data window. This means that no discount groups are applied in a voucher and no discount is suggested that would also apply to this item. However, you still have the option of changing the discount manually in the voucher line.
You can use the "Manufacturer" drop-down list to select a manufacturer that is relevant for the item. You can also select the "Define new" entry to create a new manufacturer. This field is relevant if you have branded products in your item master data.
The "Additional identifier" is another freely available field 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 in individually.
The "Manage item by" drop-down list contains various settings for item management. Select a management method from the list of values to define whether the item is managed by serial number or batch number or whether neither of these methods is used.
You can use the "Management method" drop-down list to customise the management of serial or batch numbers. Select either "On issue only" or "On receipt and issue" to specify when the serial or batch number should be managed.
The "Shipping method" drop-down list in the "General" tab shows the appropriate shipping method 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 only on issue 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. You can assign a warranty template to a serial number item that is used in the service module.
The "Active" radio button on the "General" tab allows you to specify a period of time during which the item is valid or active. Valid means that this item can be used in all purchasing and sales documents.
The "Inactive" radio button in the "General" tab is the opposite of the "Active" indicator. In this case, the specified period including the comment 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 information about an item that relates to purchasing, such as preferred supplier, supplier catalogue number, purchasing unit of measure and packaging unit.
The "Favourite 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 external catalogue number of the article, which corresponds to the article number of the preferred supplier and can be displayed and printed on the purchasing and sales documents.
The "Purchasing UU name" field in the "Purchasing data" tab contains the name of the purchasing unit of measure for the selected item, e.g. piece, kilo, litre, crate or box.
The "Item per purchasing unit" field in the "Purchasing data" tab indicates how many items are in the purchasing unit.
The "Packaging unit name" field in the "Purchasing data" tab specifies the packaging unit of the selected item, e.g. 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 create a new customs group. The customs group applies to the import of the item from a third country.
The "Length", "Width", "Height", "Volume" and "Weight" fields in the "Purchasing data" tab of the item master data specify the dimensions of the purchase unit of the selected item. The volume is calculated automatically and you also select the weight unit when entering the weight.
The factors in the "Purchasing data" tab of the item master data are used to define nested purchase units. You enter the corresponding factor for each level of nesting.
To display nested units with factors, you must define the factors, e.g. factor 1 for the number of cartons ordered, factor 2 for the number of twin packs per carton and factor 3 for the number of tubes per twin pack. The quantity in base units of the carton can then be calculated by multiplying all factors.
The "Tax code" 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 for a domestic purchase.
The monthly and quarterly purchasing data in SAP Business One is based on the incoming invoices for the selected item. The table in the upper section shows all incoming invoices for the item, while the lower section shows the quarterly and monthly distribution of purchasing turnover.
Units of measurement such as volume and weight only change between purchase and sale if the item has been further processed or disassembled in any way.
On the "Stock data" tab, you will find all the data relating to stock management for the selected item. The table in the lower section lists all warehouses (rows) and the availability of the selected item (columns).
The available stock is calculated by reducing the quantity in stock by the confirmed quantity and the ordered quantity.
If you tick the "Blocked" checkbox, the selected item can no longer be placed in the blocked warehouse.
You can define a standard warehouse for the selected item using the "Set standard warehouse" button in the bottom right-hand area. To do this, select the desired warehouse by clicking on the line number and then click on the button. The defined warehouse is suggested in every 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, drum, pallet, etc.).
In the "Stock level" block, enter the minimum, maximum and required stock level for the selected item. If you want to specify the stock levels for each warehouse individually, you can tick the "Stock management by warehouse" checkbox. In this case, these three fields are also displayed in the table structure to the right of the "Available" column and can now be filled in for each warehouse.
Select the "Inventory management by warehouse" checkbox in the "Voucher settings" window on the "General" tab under "Administration - System initialisation".
Under "Administration - System initialisation - Document settings", you can select three different levels in the "Reaction to input/output from outside the defined range" block. Select the "No warning" option to ignore the underflow. Select the "Warning only" option to receive a warning when the value falls below the limit, which you can ignore. If you select the "Block output/input" option, you cannot add a receipt that caused the shortfall.
You can activate the "Block negative stock after" checkbox in the item master data. This means that the stock can never be less than zero. This procedure is recommended as it is in line with accounting regulations. Accordingly, you will receive a 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 specify how a negative stock should be categorised. With the "Company" option, the stock is negative as soon as the stock level in the entire company, i.e. across all warehouses, is zero. With the "Warehouse" option, the stock is already negative when it is zero in the selected warehouse. With the "Item setting" option, SAP Business One blocks negative stock per warehouse if stock management by warehouse is switched on, otherwise negative stock is blocked at company level.
In some business areas, negative stock may arise. SAP Business One offers a procedure for handling this scenario in terms of valuation.
This method values the negative stock on the basis of the last recorded purchase or production costs. This means that the value of the negative stock is valued at the highest purchase or production cost that was last recorded in SAP Business One.
If stock is then received, it is used first to balance the negative stock. Only when the negative stock has been cleared is the stock valued at the latest purchase or production cost.
It is important to note that this method is only used if the "Negative stock" option is activated in SAP Business One. If this option is not activated, negative stock is valued as zero.
Under "Administration - System initialisation - General settings - Stock", you can activate the checkbox "Automatically add all stock to new and existing items". Articles" checkbox. This automatically adds 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 using properties. Before you assign the properties to the item by activating the checkboxes, you must create them under "Administration - Definitions - Warehouse 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. You also have the option of storing an image file for this item here.
Yes, as with business partners, you can also enter activities for items. To do this, right-click on the "Item master data" window and select the "New activity" entry. 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 "Activity overview" entry.
Alternative articles are articles that can replace an original article if it is no longer in stock. Both the original item and the alternative item must be created in the item master data.
To define an alternative article, search for the desired original article in the article master data and right-click on the "Article master data" window. Select the "Alternative article" entry. In the "Alternative article" window, you can define the corresponding alternative articles and their matches in the table below the original article. Enter the article code or press the TAB key to open the selection list and select the desired article. Enter your estimated percentage match. This determines the ranking order if you define several alternative items for an original item. Confirm the line with the "Update" button and another line will open. Click on the "OK" button to close the window.
You can use the "Reverse link" button in the article master data to turn the original article into an alternative article, i.e. reverse the relationship between the two articles.
To activate automatic stock management by warehouse as standard for all items, select the "Stock management by warehouse" checkbox in the "Voucher settings" window on the "General" tab under "Administration - System initialisation".
Master data / document numbering
A period indicator is a tool with which SAP Business One enables you to use the same document number in different financial years.
You define the actual voucher numbering under Administration - System initialisation - Voucher numbering. The Document numbering - Definitions window contains a list of all available document types.
There are generally two scenarios in SAP Business One, whereby you should decide in favour of one of these scenarios. Only one document type per document numbering series is permitted or more than one document type per series is permitted.
In the Series - Outgoing Credits - Setup window, you must enter a name for the document numbering series, fill in the first "No. field" for the starting point of the document numbering series, automatically fill in the "Next No." field with the value of the next document number to be created, fill in the "Last No." field. If you want to define two series with the same period indicator, enter a prefix and a suffix, enter a comment for the series, select a group from the value list, select a period indicator and activate the Cancel/cancel and lock checkbox.
Master data / Company master data
You can enter your company's contact details under Administration - System initialisation - Company details on the "General" tab. These fields can be printed on all receipt printouts.
To change your company's master data, go to Administration - System initialisation - Company details and change the required information on the "General" tab.
Yes, you can enter your company's contact details in your national language as well as in a foreign language on the "General" tab.
On all receipt printouts: The fields on the "General" tab can be printed on all receipt printouts.
You must enter your company's VAT identification number (UID) in these fields. The UID for Germany begins with "DE" and consists of nine digits. The UID number for Austria begins with "ATU" and consists of eight digits.
You must enter your additional tax number here. The tax office can use this number to recognise your company as part of a group of companies.
Here you must select the public holiday calendar relevant to your country. The public holidays must be created here for each year. If the desired year does not exist, select the "Define new" entry from the value list.
Here you must enter the number of the tax office that is relevant for your advance VAT return.
Here you must enter the Creditor ID assigned to you by your central bank. You will need this
The data protection authority assigns a seven-digit register number, the so-called data processing register number (DVR number), to companies that operate reportable databases.
FINANCE
Finance / Chart of accounts
Two windows are available in the Financial Accounting module: the Chart of Accounts window and the Edit Chart of Accounts window. The former is ideal for managing existing accounts or creating new accounts. The latter is ideal for reorganising an existing chart of accounts and creating new accounts by copying existing accounts.
The Chart of accounts window can be used both in search mode with all fields not highlighted in grey as search criteria and in add mode to add new accounts. The Chart of Accounts window is handled in the same way as other master data windows, such as item master data and business partners.
In the Edit chart of accounts window, you can quickly add new accounts if you are using existing accounts as a copy template. After opening the Edit chart of accounts window (Financial accounting - Edit chart of accounts), you can make a preselection.
The chart of accounts in SAP Business One is organised like a filing cabinet. The individual drawers of the filing cabinet are standardised thematically and correspond approximately to the account classes in the standard chart of accounts or the standard chart of accounts.
Since Release 9.2 of SAP Business One, you also have the option of renaming the drawers. This is an important new feature, as the names of the drawers are printed as the top level in the balance sheet and income statement.
The "G/L account" field 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 are available for the account name.
The external code and the foreign language name are fields that can be used in the intercompany reporting solution to map account numbers and create an alternative structure for balance sheet and income statement reporting purposes.
The fields external code and foreign language name can be printed or exported in the standard balance sheet and profit and loss account reports as well as in the totals and balances list simply by selecting checkboxes.
The use of "external code" and "foreign language 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 "Currency" drop-down list shows the account currency and is set to "All currencies" by default. This means that the account can be booked in any currency. However, if the account is only to be booked in a specific currency, a different currency can be selected from the list, e.g. EUR, USD, CHF.
If the content of the account (e.g. the balance or bookings) is classified as confidential, the "Confidential" checkbox can be ticked. In the authorisations, certain users can then be authorised for these accounts marked as confidential
The "Level" field shows the hierarchy level at which the account is located. The level can be edited and changed in the Chart of accounts window. Levels 2 to 10 can be used for active accounts, while level 1 is only available for titles.
The "Balance" field shows the current balance of the account. To view the balance in detail, you can click on the orange arrow to open the account balance window.
In the "Account type" drop-down list, you can specify the type of account, e.g. expenses, income or other accounts such as balance sheet accounts. At this point, SAP Business One differentiates between expenses, income and other accounts. This difference is also relevant for budgeting in SAP Business One.
The "Revalu. (currency)" checkbox activates the automatic currency translation adjustment for the account.
A translation difference (also known 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.
If a company holds assets or liabilities in a foreign currency, the value of these items is expressed in the company's reporting currency. However, due to exchange rate fluctuations, there may be differences between the carrying amount of the items in the foreign currency and their value in the reporting currency. If the value changes due to exchange rate fluctuations, a translation difference arises.
An exchange differences adjustment arises when an entity recognises these exchange differences in a separate account to ensure that the balance sheet items are presented correctly in the entity's presentation currency. The translation adjustment is then used to offset these translation differences and transfer them to the company's income statement.
A reconciliation account is an account to which all postings are made that are also made to personal accounts (customer or supplier accounts). It is only available for the "Other" account type and cannot be posted to manually as it is used for automatic postings.
A cash account is an account on which payment flows such as bank or cash payments are made. If the "Indexed" checkbox 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 no revaluation is 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 functions like a cost unit.
The "Allocation rule" area allows you to assign a cost accounting allocation rule to each expense or income account. This allocates the posted expense or income to the cost centres in a defined allocation ratio. This option is used, for example, to allocate the energy expenditure to the individual cost centres in relation to the area.
The "Foreign language name" field offers an additional option for specifying a name. If you want to translate the account name, you can right-click on the account name. 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 "Code data export" field. Enter the external account number here so that the exported data can be assigned.
Use the Default VAT group drop-down list to assign a VAT group to the account. SAP Business One automatically calculates the VAT when the gross or net amount is entered in the journal entry and posts it together with the selected VAT code in a separate line of the journal entry.
You can select a category for the account in the "Category" drop-down list. You can choose between the categories Balance sheet, Profit, Loss, Totals and balances list or Other. Then select the appropriate sub-category from the drop-down list to the right or click on the "Define new" entry to create a new sub-category.
In the "Planning level" field, you can specify the planning level that is used for the liquidity forecast via the SAP Business One integration framework. The integration framework can be used to integrate the SAP Business One installation of your branch office with the SAP installation of another branch office in your group in terms of processes and data. The "Remarks" and "Template for remarks" fields 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 only use the account in the journal entry for cost accounting adjustment if the account category is not "Other" and the account currency is the local currency.
The purpose of the "Initial data collection" drop-down list is to specify initial data collection and select "Yes" or "No".
The "Budget relevant" checkbox is used to use the account in the budget if budgeting is required in SAP Business One.
If you activate the "Allow other VAT code" checkbox, 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 Standard VAT code field 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 ticked if the account is to be included in the automatic calculation of exchange rate differences or currency conversion.
Finance / Bookings in general
Current postings in SAP Business One are postings that are made during the financial year. These postings are either posted automatically by creating a specific transaction, such as incoming invoices or deliveries, or created manually in the journal entry.
The majority of current postings are made automatically by creating a specific transaction in SAP Business One. Only the remainder of the postings from the individual document types that are not automatically deducted are created manually in the journal entry.
Tools such as parked receipts and recurring entries are available for efficient work with journal entries.
Automatic postings are an important feature in SAP Business One that enables companies to handle business processes automatically. These postings are generated automatically when certain events occur in the system, such as the posting of bank transactions or the creation of purchase orders.
There are different types of automatic bookings, including:
Automatic account reconciliation: This function automatically compares account statements with the corresponding postings in SAP Business One and creates postings to reconcile discrepancies.
Automatic payment processing: This feature automates the payment process by automatically reconciling open invoices and making payments according to the specified terms.
Automatic order suggestions: If the stock level of an item falls below a certain threshold, the system automatically generates order proposals to replenish the stock.
Automatic postings for VAT: The system can automatically generate VAT postings to ensure compliance with tax regulations.
Asset accounting records postings for the capitalisation and write-up of fixed assets and their depreciation.
Financial accounting / G/L account determination
G/L account determination forms the basis for automatic postings in SAP Business One. In G/L account determination, account assignments are defined that control all automatic postings of the individual document types.
Revenue, expense and inventory postings can be fine-tuned using account determination by warehouse, article group or article, which overrides the G/L account determination settings.
If you plan a different account assignment or use an individual chart of accounts, it is advisable to make the adjustments in the G/L account determination with the help of a consultant.
The "Extended account determination" is an even finer control than the G/L account determination. It can be activated to switch off account determination by warehouse, article group or article. In 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 various document levels, such as goods receipt, incoming invoice, incoming credit memo, outgoing payment, delivery, returns, outgoing invoice, outgoing credit memo and incoming payment. The postings are carried out according to the account assignments defined in G/L account determination.
Finance / goods postings
The two approaches to goods posting in purchasing in SAP Business One are continuous inventory management and the non-activation of this function.
The setting for the goods posting in purchasing can no longer be changed after the first stock posting in the client.
Variant 1 (continuous inventory management) always posts the goods purchases to the stock account (current assets) first, and the actual cost of goods sold (expense account) is only posted when the delivery is made or the outgoing invoice is issued. Variant 2 (no continuous inventory management) posts all purchases of goods immediately as cost of goods even though they are actually still in stock, at least in part, and belong in current assets.
Continuous inventory management is not recommended for companies with high stock levels and low stock rotation, as the company's performance tends to be worse than it actually is due to the immediately recognised expense from the cost of goods sold.
The goods receipt clearing account (We/Re account) is an account that acts as a placeholder for the period between goods receipt and delivery when using perpetual inventory management in SAP Business One.
The We/Re account is used in SAP Business One to take into account a possible time difference between the goods receipt and the liability to the supplier due to the incoming invoice.
A goods receipt is posted in SAP Business One in two steps. Firstly, when the incoming delivery note is posted, the physical goods receipt is posted to the stock account. The contra account is the goods/receipt account. As soon as the incoming invoice is posted, the We/Re account is cleared again and the liability to the supplier and the input tax are posted.
The We/Re account is cleared in SAP Business One as soon as the incoming invoice is posted. The liability to the supplier and the input tax are posted and the We/Re account is cleared again.
Finance / G/L accounts
In order to post financial data correctly, it is important that SAP Business One knows which account the item should be posted to for each item line in purchasing and sales. The G/L accounts are defined based on the method selected in the "General settings" window, "Inventory" tab, "Items" tab, in the "Define G/L accounts" field.
SAP Business One offers three methods for defining G/L accounts. These are:
By warehouse, By item group and By item.
The method for defining G/L accounts can be selected in the General settings window, Inventory tab, Items tab, in the Define G/L accounts field. Here you can choose between the options warehouse, item group or item level.
Yes, the method for defining G/L accounts can be changed at any time in the Item master data window, Inventory data tab, in the Define G/L accounts after field. The change takes effect from the next posting.
The change to the method for defining G/L accounts in SAP Business One affects the postings of newly created items. The changes will take effect from the next posting. Items that have already been posted are not affected by the change.
Finance / Journal Entries
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Financial accounting / account assignment model
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Finance / Postings in foreign currency
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Financial Accounting / Recurring Entries
Recurring entries are a tool in SAP Business One that helps users to organise their accounting more efficiently. Recurring entries make it possible to automatically post recurring entries with the same posting record and amount.
Finance / Bank Settlement
Bank processing in SAP Business One is an independent area that includes the administration of bank data, the processing of incoming and outgoing payments and their posting.
Bank processing includes the management of bank data, the processing of incoming and outgoing payments and their posting.
Master data in bank processing includes the administration of the banks themselves, the allocation of your own house banks and the maintenance of the business partner's bank details.
Banks are defined in the Banks window (via Administration - Definitions - Bank processing - Banks). If a bank does not yet exist in the system, create it by entering the country, bank code (sort code), bank name and BIC/SWIFT code.
You define your own bank accounts in the House bank accounts window under Administration - Definitions - Bank processing - House bank accounts. To create a house bank account, you must maintain various fields, such as sort code, account number and template name.
The International Bank Account Number (IBAN) is the international bank account number of your account. It is made up of the abbreviation for the country and the bank and your account number. The "IBAN" field 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 uploading in electronic banking and thus reduces the manual processing of payments. The Payment Wizard enables companies to process payments in a variety of formats, including SEPA, bank transfers and cheques. It also provides a comprehensive overview of all outstanding payments and incoming payments, so that companies can keep track of which payments are still outstanding and which have already been settled.
The payment wizard also supports the management of payment terms and targets. Companies can define and manage payment terms such as discounts, rebates and reminder fees to ensure that payments are made on time and correctly.
The Bank Statements and External Reconciliations module is used to post bank statements and to reconcile the postings with the actual account transactions. Bank statements can be imported into SAP Business One with this module. The postings in SAP Business One are automatically reconciled with the bank data.
The incoming payments and outgoing payments modules have no practical significance, as they only represent the result of the payment wizard and the reading or posting of account statements.
The subject of cheques, which is also part of bank processing, is not dealt with in detail below, as this means of payment is practically no longer used in business in Germany, Austria and Switzerland.
The bank details are assigned to the business partner in the Business partner master data window on the Payment terms tab. You can select and assign the required bank details there. 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 must open the selection list of banks in the "Sort code" field, select your house bank and confirm this with the "Select" button.
An interim G/L account in SAP Business One bank processing is used to record temporary postings and reconciliations when transactions take place between different bank accounts or accounts outside the system.
The interim G/L account serves as an interim station for recording transactions that cannot yet be definitively allocated. As soon as the transactions have been finally allocated, they are transferred from the interim G/L account to the corresponding target account.
This procedure enables transactions that are carried out between different bank accounts or accounts outside the system to be tracked and reconciled in SAP Business One before they are finally posted to the corresponding target account.
PURCHASE
Purchase / Receipt
A document in SAP Business One is a document created at a specific level of the purchasing process to store and track data from a variety of business areas.
The purchasing process in SAP Business One comprises a total of eight document levels: Purchase Requisition, Vendor Inquiry, Purchase Order, Goods Receipt, Goods Return Inquiry, Returns, A/P Invoice and A/P Credit Memo, Outgoing Payment.
Goods receipt in SAP Business One is only required for stock items.
An A/P credit memo in SAP Business One is required when a reversal of A/P invoice and goods receipt must take place.
Yes, in principle you can start the purchasing process at any document level and skip any document level in the purchasing process.
When you open the voucher window, the window is in Add mode. As soon as you have made all the entries, the voucher is created by clicking on the Add button.
The document header contains the most important information about the order at a glance.
In the "Supplier" field, select the supplier to whom this order is addressed.
The supplier's contact persons are 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 that a receipt can have: "Open", "Open - Printed", "Cancelled", "Completed" and "Parked".
The status "Open" means that the document can still be partially or fully processed in another document.
Enter the posting date in the "Posting date" field. SAP Business One automatically proposes the current date.
Yes, if you have opted for the "Only one voucher type per series" scenario, the "Manual" entry is also displayed in the selection list to the left of the voucher number. Select this entry to enter the voucher number manually instead of having it assigned automatically.
The status "Parked" means that the document has been put to one side until it is retrieved again later to finalise it. Parked receipts are used, for example, if not all the information is available to add the receipt
SAP Business One offers various options to make the entry in a date field more efficient. For example, you can enter the current day's 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 digits (e.g. "121016") and press the TAB key.
To cancel a document, right-click anywhere in the document header and select "Cancel/Cancel" from the context menu. This is necessary if an order has been created incorrectly or has been cancelled 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, "Middle of document").
The "Vendor ref. no." field in the "SAP Business One" purchasing document is used to create a reference to the vendor's document. For example, the order number of the supplier can be entered. The vendor 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 "Local currency", "System currency" and "BP currency" drop-down list in the "SAP Business One" document, you can select the currency in which the document is to 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. A detailed description of the foreign currency in vouchers can be found in section 12.7, "Postings in foreign currency".
On the "Contents" tab, the items you wish to order are entered line by line in a table structure.
No, only those items that have also been defined as purchase items can be used as purchase items. To do this, the "Purchasing" checkbox must be activated in the "Item master data" window (Warehouse management - Item master data).
To create an article line in the order, enter the article number (Article no. field) or open the selection list using the TAB key. You can then enter the desired quantity and the discount granted by your supplier.
Enter the unit price, i.e. the price per base unit (e.g. piece), in the "Price after discount" field. This price is already suggested from the price list assigned to the selected business partner and can be changed if necessary.
The tax code is automatically proposed from the article master or based on the tax assignment of the business partner.
The total price ("Total (HW)" field) is calculated automatically based on the quantity, discount and price after discount. It can also be changed and is then calculated back to the unit price, taking the quantity into account.
You have the option of searching for the item description in an empty item line. Enter either the complete item description or just a part of it and add an asterisk "*". The selection list opens in the "List: Item" window opens. The search term entered in the "Item description" field appears in the "Search" field of the selection list, which already limits the search.
The (Form settings) button in the toolbar opens the Form settings window. On the Table format tab, you will find a table with all available fields in the Form settings - Order window. The order from top to bottom in the table corresponds to the order displayed in the Form Settings - Order window from left to right.
You can change the display order of the fields using drag-and-drop. To do this, click with the left mouse button on the desired field name and hold the mouse button down. A black rectangle will appear after a short time. Then drag the field to the desired position and drop it there.
These form settings for the selected window are saved for each user. This means that you have the option of setting up each window in the way that you feel is best for working with SAP Business One.
Yes, for each field you can specify whether it should be visible (tick the checkbox in the Visible column) and whether you are allowed to make an entry or not (tick the checkbox in the Active column).
The "Restore default" button restores the window to its original state.