0.

2Purchasing - Exercises
Unit: Topic: Purchasing-A/P Document Functions

At the conclusion of this exercise, you will be able to: Use the basic document functions in Business One

You are using SAP Business One to handle your procurement, sales, and in entory processes! "he documents according to the different processes are basically similar, so you can learn the basic functions on the basis of a purchase order!

#$#

You want to purchase se eral items from a endor! You only %now the approximate name of the endor: Ballgames! #$#$# &all up the purchase order document and begin by entering the endor! 'ow can you find the correct one( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) )))))))))))))))))))))))))))))))))))))))))))))))))))))))))) Assign the re*uired endor to the purchase order! #$#$+ You want to enter your items as comfortably as possible! Press the Ta !e" in the Item No! field and use the #trl- and $hi%t-!e"s to choose more than one item from the Choose from List! ,nter any *uantities for the items! -s it also possible to order a ser ice .as a ser ice, not as an item/, in the same document( )))))))))))))))))))))))))))))))))))))))))))))) 0inally, Add the new purchase order! #$#$1 -n order to maintain changes in the new purchase order you ha e to find it at first! Specify three methods of how to *uic%ly find the correct purchase order! ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) )))))))))))))))))))))))))))))))))))))))))))))))))))))))) #$#$2 Use the Drag & Relate functionality to select the correct purchase order! "he first possibility is to wor% with the %ilter, and the second is to drag the business partner to the purchase orders!

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#$#$6 After you ha e found your purchase order, maintain the following changes: Add a row! )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) Delete one or se eral rows! )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) Duplicate a row, enter a new *uantity for the new row! 7hich definition is necessary to combine rows with the same item in one common row( )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) After testing the impact of this definition, set &o $ummar" again8 &hange the Item Description in a row! 'ow can you lea e this field( )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) 9a igate into the Price field of a row and press #trl ' Ta ! 7hat information is displayed( )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) :ouble$clic% on a row number! 7hich window opens( )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) :o not close this Line Details window, but na igate to the Warehouse field .WH/ and press #trl ' Ta ! 7hat information is displayed(! )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) Update the changes in the purchase order! "hen let the system show you the history of your changes! )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) #$+ &reate another purchase order: #$+$# ;endor: $(000 -tems: A2000, (0 units and A200(, (0 units! Do not a)) the purchase or)er "et. #$+$+ 0or the disposal of the transportation the system has to calculate and to display the *olume and +eight of the entire purchase order! 'ow do you get this information( )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) Do not a)) the purchase or)er "et, #$+$1 You are not sure yet whether the purchase order is correct or not! 'ow can you sa e your purchase order pro isionally( #$+$2 After posting some changes, you want to create a real purchase order out of the draft! #$+$6 'as the draft disappeared automatically or can it be used again for further purchase orders( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) Please delete the draft manually8 )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) #$1
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&reate another purchase order:

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#$1$# ;endor: $(000 -tems: A2000, ( unit and A200(, ( unit! Please remember that you maintained the Regular Vendor and the Originator Catalogue No. in the Purchasing :ata tab page of the two item master records in the exercise +$+ in the <aser :ata Unit, from the purchase order go to Settings on the General tab page and chec% the Display Customer / endor Catalogue !o. ox. #hoose OK! 7hy don=t the vendor catalogue numbers appear in the document( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) #$1$+ 0or both items A2000 and A200( and the endor $(000- maintain the endor catalogue numbers in order to ma%e them effecti e for purchasing documents: for A2000 it is .00/01 and for A200( it is ///.00! ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) #$1$1 &hec% your data by entering a further purchase order with the two items for the endor S#555!

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Exercises
Unit: Topic: Purchasing-A/P Procurement Process

At the conclusion of this exercise, you will be able to: Use further document functions &onfigure document settings <odel the entire purchasing process using SAP Business One

You are using SAP Business One to handle your procurement needs!You want to map both the extended and the accelerated procurement process in the system! You also want to learn to use the options for re ersing *uantities and alues!

+$#

You want to place an order with your endor, $(000! "o do so, you call up the purchase order document and enter the endor number! +$#$# You order two units of items A(000- A(00(, and A(002! >ust before you enter a bas%etball as a fourth item, you reali?e that this item does not ha e a master record! You therefore create the item in the system and assign it the number TA200! ,nter the following information: description, item grouping, no manufacturer! ,nter a price for the new item in the purchase order! Do not sa*e the purchase or)er "et, +$#$+ Since the goods are often deli ered on different dates, you want to acti ate the deli ery date for your item table! "he same applies for the warehouse! @emember that the warehouse is to be arranged by the *uantity field and the deli ery date by the price! Do not sa*e the purchase or)er "et, +$#$1 7hat payment terms does the system suggest( 'ow did it determine these( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) )))))))))))))))))))))))))))))))))))))))))))))))))))))))))) +$#$2 You decide to increase the *uantity of item A(002! :uplicate this row and enter six more units, but this time case for warehouse 00 .'amburg/! Do not sa*e the purchase or)er "et,

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+$#$6 7hich indicator must be set in the purchase order containing different warehouses to get different purchase orders, one for each warehouse( )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) $et the in)icator manuall", 'ow can this indicator be defaulted into new purchase orders( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) 9ow Add the purchase order, and answer any system *uestions with Continue and Add! 'ow many and what %ind of purchase orders has the system created( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) )))))))))))))))))))))))))))))))))))))))))))))))))))))))))) +$+ "he deli ery for your purchase order for your general warehouse in 7alldorf has arri ed! "he endorAs deli ery document refers to your purchase order number! ,nter the deli ery with reference to the purchase order document! ,nter the endor number and display all the open purchase order documents! +$+$# You want to choose only the purchase order that was deli ered to warehouse 5# located in 7alldorf! -n order to find the right purchase order, you should acti ate the hip to field in the Choose from Bist by using ettings! +$+$+ Of the items you ordered, only the first two items ha e been deli ered! 0or this reason, copy two of the four items to your deli ery document and sa e the deli ery! ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) +$+$1 You recei e a further deli ery in 'amburg! Of the six open items with number A(002 for the warehouse 52 in 'amburg, your endor deli ers four! )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) +$+$2 &hec% the current stoc% situation of items A(00( $ A(002 using the Inventor! tatus report within the Inventor! Reports! A#55# In toc" #uantit! Ordered ales Orders Available #uantit! +$+$6 Your endor has also informed you that no further deli eries are expected! 0ind the open purchase order and ma%e sure that the system reduces the open purchase order *uantity accordingly! ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) A#55+

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$(000 sends you an in oice for the abo e deli eries! +$1$# @ecord all the items, referring to the two deli eries when you enter the in oice! Before you safe the in oice, define a endor Re"erence !um#er for this transaction, for example 00(2//00

+$2

You ha e arranged a deli ery by phone with your endor $(002! +$2$# "he deli ery is for #55 units of item A(001! "he endor deli ers the goods and encloses the in oice! You want to post the entire transaction in the system in Dust one step! 'ow do you do this( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) )))))))))))))))))))))))))))))))))))))))))))))))))))))))) +$2$+ @eturn +5 of the #55 items of A(001! <a%e sure that the system corrects both the alues and *uantities! 7hich document do you use here( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))

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Exercises
Unit: Topic: Purchasing-A/P Units o% 2easure

At the conclusion of this exercise, you will be able to: 7or% with units of measure for purchasing <aintain master records and wor% with different units of measure in documents

You are using SAP Business One to handle your procurement needs! You want to map both the extended and the accelerated procurement process in the system! -n doing so, use the options for re ersing *uantities and alues!

1$#

Your forwarding agent informs you that 65 units of item A(0(/ fit on a ,uropallet .,UP/! You enter this information on the Procurement tab page in the item master record! 1$#$# You enter a goods receipt deli ery of more than /0 units of item A(0(/ and chec% how many pallets were deli ered! 'ow can you display the pac%aging unit for the document( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))) )))))))))))))))))))))))))))))))))))))))))))))))))))))))))))

1$+

Add a new item to your master data! "his item is a bac%pac% with the number T200(! 1$+$# You normally procure these bac%pac%s from endor $(000 and, therefore, want to define this endor as the regular endor in the item master record! "he endor informs you that he can only deli er these bac%pac%s in crates comprising eight units! 0or this reason, he would li%e you to specify crates rather than indi idual bac%pac%s when you place your orders! You specify crates 3#4T5 as the $urchasing %nit of &easure and specify that one purchasing unit contains eight items! 1$+$+ Post a goods receipt for endor $(000 consisting of three crates, each with eight bac%pac%s! &hange the document settings to add the rele ant fields concerning the unit of measure: 'ase %nits( .$urchasing) %nit of &easure( and Items per %nit! 0inally Add the goods receipt! 1$+$1 After posting the goods receipt, display the current warehouse stoc%! 'ow many bac%pac%s are currently in stoc%( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))

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"here is now another endor for this item, $(00(! 0rom this endor you should order the bac%pac%s in)i*i)uall" H that is, in the base unit of measure! 1$1$# Post a goods receipt of (/ bac%pac%s from endor $(00(! <a%e sure that you post the actual goods receipt in the base unit of measure! 1$1$+ 'ow many bac%pac%s are now in stoc%( ))))))))))))))))))))))))))))))))))))))))))))))))))))))))))))

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0.1Purchasing - $olutions
Unit: Topic: Purchasing-A/P Document Functions

#$#

&hoose Purchasing$A/P Purchase %rder #$#$# &hoose the Ta !e" in the 6endor &!um#er' field, and the Choose "rom (ist window opens! :ouble$clic% on the )P !ame column and enter B7 into the *ind field. "he system positions on the first entry beginning with B! Or: ,nter B7 into the & endor' !ame field, choose the Ta !e", and the Choose "rom (ist window opens! "he system positions directly on the first entry beginning with B and only displays the entries beginning with B! #$#$+ A ser ice as a ser ice .which doesnIt ha e an item master record/ cannot be ordered in the same document with items .ha ing item master records/! #$#$1 &hange to the *ind mode! -f you %now the document number you can type it in directly! Or: You can use Data !e+t Record, Pre-ious Record, *irst Data Record, (ast Data Record or the corresponding buttons in the tool bar! Or: -f you %now the endor number, type it into the Vendor *Number) field and add J .$(0027/! "he &hoose from Bist with all purchase orders of the endor S#55+ opens! #$#$2 4o to the Drag & Relate menu! :ouble$clic% on $urchase Orders! All purchase orders are displayed! so use the Filter function to select the purchase orders only of the endor S#55+ .&ustomerK;endor ,*ual S#55+/! Or: :ouble$clic% on 'usiness $artners! All Business Partners are displayed! Drag business partner $(002 to $urchase Orders, so you get only purchase orders for the endor S#55+!

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#$#$6 Put the cursor in the respecti e row of the purchase order, then choose: Data Add Ro./ Data Delete Ro./ Data Duplicate Ro./ -n order to group different rows by item, choose Summary 0ype: B" 8tems! After changing the item description, press #trl'Ta in order to lea e the field! "he 9ast Prices 4eport window opens, displaying last prices out of documents and Special Prices! "he 9ine Details window opens! "he physical *uantity in :arehouse, the #ommitte) *uantity and the ;r)ere) *uantity for the item per warehouse are displayed! &hoose Update/ 0rom the menu bar, choose: 0ools Sho. History/

#$+

&hoose Purchasing$A/P Purchase %rder/ #$+$# #$+$+ 0rom the purchase order choose Purchase Order Volume and +eight Calculation or the respecti e button in the tool bar: #$+$1 You can sa e the purchase order as a )ra%t! 0rom the purchase order, choose: Purchase %rder Sa-e as Dra"t/ #$+$2 &hoose Purchasing$A/P Document Dra"ts/ &onfirm the election Criteria with %1, highlight the respecti e draft and choose Document Dra"ts %pen or simply )ou le-clic! the respecti e draft! "he $urchase Order , Draft window opens! Post any changes and choose Add to create the real purchase order out of the draft! #$+$6 Although the draft is not open any more, it can be used for further purchase orders .consider the selection criteria8/ -n order to delete the draft, choose Document Dra"ts Delete/

#$1

&hoose Purchasing$A/P Purchase %rder #$1$# "o ma%e the customer K endor catalogue numbers effecti e for documents they ha e to be maintained in LL! #$1$+ 2// In-entory Item 3aster Data De"ine )usiness Partner Catalog !um#ers/

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$olutions
Unit: Topic: Purchasing-A/P Procurement Process

+$#

&hoose Purchasing$A/P Purchase %rder +$#$# Fiel) &ame or Data T"pe Vendor Item #uantit! 6alues $(000 Use the Ta !e" to choose items A(000- A(00(- A(002 2 for each item

&hoose the Ta !e" in the Item No field in order to create a new item directly from the purchase order! &hoose Ne- and create a new item for the bas%etball with item code TA200. ,nter all of the rele ant information and go bac% to your purchase order! ,nter a price in the $rice field in the purchase order. Do not sa*e the purchase or)er "et, +$#$+ You can acti ate the deli ery date and warehouse fields in your table by choosing Purchase %rder Settings , 40a#le *ormat5! <ar% Visible and Active for the fields Del. Date and +. You can change the order in the settings by mo ing the indi idual fields in the list with :ragM:rop! Do not sa*e the purchase or)er "et, +$#$1 "he system too% the payment terms from the business partner master record and defaulted them into the document! +$#$2 You duplicate the item A(002 by positioning your cursor on the row and choosing Data Duplicate Ro. from the menu! ,nter the *uantity . and the warehouse 00 into the new row .if the table does not contain the warehouse field, you can double$clic% the row number to display the details and change the warehouse/! Do not sa*e the purchase or)er "et,

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+$#$6 Set the indicator $plit P; 3Purchase ;r)er5 on the Logistics tab page of the purchase order! $et the in)icator manuall", "he indicator can be set to default in: Administration System Initiali6ation Document Settings Per Document Purchase %rder Split P% indicator 9ow Add the purchase order/ Since you ordered items for two different warehouses, the system creates two sub$ordinate purchase orders .children/ with a secondary numbering segment, and a blan%et purchase order with a cancelled status .a blan%et with no functionality/! +$+ &hoose Purchasing$A/P Goods Receipt P%/ Fiel) &ame or Data T"pe Vendor &hoose $ur. Order. +$+$# &hoose Choose "rom (ist Settings Add hip to for /ield Name in the last row! <ar% Displa! and choose OK. Press Cancel in the Choose from Bist! &hoose $ur. Order again. "he field hip to field now appears in the rows! &hoose the correct document from the list! +$+$+ &hoose the first two items .you can use hift and Ctrl to select indi idual rows or bloc%s/! &hoose Add. +$+$1 &reate a further goods receipt by referring to your purchase order! Purchasing$A/P Goods Receipt P% Fiel) &ame or Data T"pe Vendor 6alues $(000 6alues $(000

&hoose the correct document from the list! Select item A(002! &hange the *uantity to 0 and post the document! +$+$2 &hoose In-entory In-entory Reports In-entory Status/ +$+$6 &hoose Purchasing$A/P Purchasing Reports %pen Items (ist/ &hoose Open $urchase Orders in the dropdown list! Select the correct PO and close it by choosing Data Close from the menu bar! -n order to chec% the result go again to the In-entory Status report or you can display the stoc% situation in the item master record on the +arehouse Data tab!

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&hoose Purchasing$A/P A/P In-oice Fiel) &ame or Data T"pe Vendor 6alues $(000

+$1$# &hoose 0.Receipt $O. Select the two goods receipt POs with all items, enter a posting date and a endor reference number, and choose Add. +$2 You ha e arranged a deli ery by phone with your endor $(002! +$2$# &hoose Purchasing$A/P A/P In-oice/ You post the in oice in the system directly .without referring to a purchase order or to a goods receipt PO/ with the result that a goods receipt is made in the bac%ground! "he stoc% le el increases accordingly! Fiel) &ame or Data T"pe Vendor Item #uantit! &hoose Add. +$2$+ Since an in oice has already been entered, you ha e to create a credit memo with reference to it in the system! "he system clears +5 units from stoc% and corrects the alues in the general ledger! &hoose Purchasing$A/P A/P Credit 3emo/ Fiel) &ame or Data T"pe Vendor Item #uantit! 6alues $(000 A(001 20 Choose Add. 6alues $(0002 A(001 (00

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$olutions
Unit: Topic: Purchasing-A/P Units o% 2easure

1$#

&hoose In-entory Items 3anagement/ <aintain the material master A(0(/ by choosing EUP as the pac%aging unit and /0 as the *uantity per pac%aging unit! 1$#$# &hoose Purchasing$A/P Goods Receipt P% ,nter item A(0(/ with a *uantity </0! :ouble clic% on row number! "he system then displays the !o/ o" Pac7ages field in the line details! Based on the ordered *uantity, you can see how many pallets are deli ered for item A(0(/. Alternati ely you can ma%e the !o/ o" Pac7ages field isible in your table by choosing Purchase %rder Settings , 40a#le *ormat5! Select Visible the field!

1$+

&hoose In-entory Items 3anagement 1$+$# &hoose Data Add/ Fiel) &ame or Data T"pe Item Number Description Regular Vendor $urchasing %nit of &easure Items per $urchase %nit 6alues T200( Bac!pac! $(000 #4T =

1$+$+ &hoose Purchasing$/AP Goods Receipt P%/ Fiel) &ame or Data T"pe Vendor Item #uantit! 6alues $(000 T200( 1

&hoose Settings, 40a#le *ormat5! Select )ase Units ;isible and Acti e! Select &Purchasing' Unit o" 3easure ;isible! Select Items per Unit ;isible! &hoose OK/ Bac% in the document, the )ase Units field has to remain &o8 &hoose Add.
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1$+$1 "o go bac% to the last goods receipt PO, choose Data Pre-ious Record/ &lic% on the orange arrow in front of the item code! "he system displays the item master record! On the +arehouse Data tab page, you can find the current warehouse stoc%: 20 bac%pac%s are in stoc%! 1$1 1$1$# &hoose Purchasing$A/P Goods Receipt P% Fiel) &ame or Data T"pe Vendor Item #uantit! 'ase %nits "he row becomes blue! &hoose Add. 1$1$+ "o go bac% to the last goods receipt PO, choose Data Pre-ious Record/ &lic% on the orange arrow in front of the item code! "he system displays the item master record! On the +arehouse Data tab page, you can find the current warehouse stoc%! "here are now 1? bac%pac%s in stoc%! 6alues $(00( T200( (/ >es

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