Sales Order Processing

Process:
Author:
Updated:
Status:
Sales Order Processing

Gary Feldman
10/13/2009
In Progress

Contents
Sales Order Processing ..........................................................................................1

Process Flow ..........................................................................................................1
Sales Order Header & Footer Definitions ...............................................................3
Create Sales Order .................................................................................................6
Create Sales Order from Quote ............................................................................13
Sales Order Processing Functions .......................................................................19
Process Flow
The sales process involves the quotation,
order, delivery note, and A/R invoice
documents. Quotes, sales orders and delivery
notes are all optional processes in Business
One; however each function plays an
important part in the cycle.
From
Business
Dev
To Procure to
Pay
Yes
Sales Order
Approved?
Quotations allow you to forecast
Processing
future sales based upon the
historical success of your sales
cycle.
No
Sales Orders create demand on your
inventory for procurement planning
purposes and are used to schedule your
delivery process.
Approval
Procedures
Delivery notes allow you to segregate
business processes and record the
delivery of the goods prior to invoicing.
They allow you to consolidate orders into
single deliveries or multiple deliveries into single invoices.
No
Yes
The sales order is a commitment from a customer or lead to buy a product or

service. The document serves as a foundation for planning production or
purchase orders.
As shown in the following graphic, when you create an order the Available
quantity is reduced and the Committed quantity is increased by the sales order
quantity.
Inventory
Avail?
Yes
Pick & Pack
Delivery
Invoice
To
Banking
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Process:
Document Flow in Sales
Quotation
Warehouse
(Quantity)
Delivery
Order
1.)
A/R Invoice
3.)
2.)
General Ledger
(Value)
When you create a document, you can always refer to one or more documents that you created
earlier (except for quotations). A sales order will remain open until you have transferred all the
items to a follow-on document (Delivery or Invoice), or until you manually close or reverse them.
The following graphic shows the various sales documents and their properties.
Quotation
Order
Delivery
A/R Invoice
1.) Sales Document

must be Created
in the System
2.) Change/Reverse
X
X
3.) Sales Document

for Correction
4.) Reference When
Added
5.) Quantities Posted
in Inventory
Management
6.) Values Posted
in General
Ledger
Quotation
(X)
Returns
A/R Credit
Memo
Order
Quotation
Delivery
Order
Quotation
(Goods Issue)
(If No Reference to
Delivery)
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Process:
Sales Order Header & Footer Definitions

1. Sales A/R -> Sales Order
The following information defines the fields in the main sales order screen.
Header Information
On the header area of the sales orders the customer and delivery date are required input fields.
Other values will either default (BP Currency, Contact, Posting Date and Document Date etc.) or
are not required (Customer Reference Number).
Field
Definition
Notes
Customer
TheBusinessPartnerCodeisthe
uniquekeyfieldthatrepresentsa
Customer.
Name
Thecustomername
CustomerRef.No. Acustomerreferencenumberis
Optional
oftenusedforthecustomerPO
numberorotheridentifiersupplied
bythecustomer.
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Process:
Field
No.
2. S
t
e
p
Status
2
PostingDate
Definition
Thedocumentnumberisdefaulted
baseduponthenumberingseries.
Thesalesorderstatuscanbeas
follows:
OpenYoucandrawthe
documentcompletelyor
partiallytoadocumentofa
higherlevel.
OpenPrintedYou
printedthedocumentand
leftitopen.
CancelledYoucancelled
thedocumentmanually.
ClosedYouclosedthe
documentmanuallyorSAP
BusinessOneclosedit
automaticallywhenyou
drewittoanother
document.
DraftThedocumentisa
draft.
UnapprovedYoucannot
drawthesalesordertoa
higherleveldocument
Thedateinwhichthedocument
showsaspostedtotheGL.
DeliveryDate
Specifythedateonwhichyou
deliverthegoodsandcreatethe
deliverydocument.
DocumentDate
Thedocumentdateofthesales
order,whichisusedfortax
purposes.
Specifiesthecurrencyforthe
amountsinthesalesorder.
Currency
Notes
Numberingseriesareusedto
segregateordersbydivisionlocationor
otherbusinesspurpose.Manual
numberscanalsobeused.
Thedefaultvalueisthedateonwhich
thesalesorderiscreated.Ifyou
changethisdate,thecontinuityofthe
numbersanddatesonadocumentis
interrupted.
WhenyouenterormodifytheDelivery
DateintheGeneralareaofthe
window,thedateiscopiedtothe
DeliveryDateforalltherowsonthe
Contentstab,includingnewand
existingitems.Confirmthesystem
messagetocopytheDeliveryDateto
therowlevel
Ifthecustomercurrencyequalsthe
localcurrency,theoptionsareLocal
CurrencyandSystemCurrency.Ifthe
customercurrencyisaforeign
currency,theoptionsincludeBP
Currency
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Process:
Footer Area
Field
SalesEmployee
Owner
Definition
Thesalesemployeewhoinitiated
thesalesorder
Thecodeoftheemployeewhoowns
thesalesorder
Remarks
Afreetextfieldwhereyoucanenter
additionalinformationregardingthe
salesorder.
TotalBefore
Discount
Totalamountofthesalesorder
beforetheorderdiscountis
calculated.
Discount%
Inthefieldontheleft,enterthe
percentageofdiscount.Thefieldon
therightdisplaystheamountofthe
discount.
Displaysthetotalfreightforthe
salesorder
Taxamountforthesalesorder
calculatedaccordingtoyourtax
definitions.
Totalamountofthesalesorder
includingtaxanddiscounts.
Freight
Tax
Total
Notes
DefaultsfromtheSalesEmployee
specifiedontheBusinessPartner
Usedindataownership
authorizationsfordocumentbased
security.
Ifcopiedfromaquotation,the
quotationnumberwillbereferencedin
thisfield.Youalsocaneditthefield
contentafterthedocumentisadded.
Ifthediscounthasbeendefinedinthe
itemorservicerow,theamount
displayedinthisfieldtakesthat
discountintoaccount
Whenyouupdateonefield,theother
fieldisupdatedrespectively,soyou
canentereitheranamountora
percentage.
Seedetailsbelow.
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Proce
ess:
Sales Order Processsing
Crea
ate Sa
ales Order
You can crreate a Sales Order docum
ment in two diffferent ways
Entering da
ata directly intto the sales order
o
screen
Copy the Sales

S
Order fro
om a Quote using
u
the
button
This proce
edure is for dirrect entry of the Sales Order without a quote.
q
der Section off the Sales Orrder

Compllete the Head
Yo
ou can enter either
e
the cusstomer code or
o name or use the
de
efault list of Bu
usiness Partn
ners.
p the
buttton to bring up
You ca
an highlight a customer by scrolling or byy typing in the
e find field. Note
N
that
the find
d field is going
g to look base
ed upon the column
c
that is currently being used
for the sorting. Thiss is designated by the up arrow
he blue circle above.
in th
You ca
an double click on any colu
umn header to
o change the sort to that fie
eld.
he system willl default the primary
p
contacct into the Co
ontact field. You
Y can choosse any
Th
Cu
ustomer conta
act in the Bussiness Partner master file.
En
nter a customer reference if one exists
Th
he Posting Da
ate and Docum
ment Date will default from
m the system date.
d
En
nter the customer requeste
ed Delivery Da
ate
1
6 of 19
Proce
ess:
i
in
nto the Conten
nt Section of the
t Sales Ord
der:
Enter information
Use th
his tab to speccify items or services
s
to be
e sold.
Sales Orde
ers can be on
ne of the follow
wing options:
Ite
em to create a purchasing
g document fo
or items defined in the Inve
entory module
e.
Se
ervice to create a purchassing documen
nt for a service, such as a one-time
o
conssultation,
tha
at has not bee
en defined ass an Item in SAP Business One.
Including
g both items and
a services in
i the same sales
s
document is not posssible.
Howeverr, you can deffine the respe
ective services as items in SAP Businesss One.
You then
n can enter the related item
ms and services in one doccument along with their
respectivve prices and quantities. It is possible to
o run the usua
al sales analyysis and
reports on
o these serviices.
The conttents tab conttains a larger number of fie
elds than thosse depicted in
n the
screen above.
a
The co
ontents will allso change ba
ased upon wh
hether the invvoice is
Item or Service
S
Type.
1
7 of 19
Process:
Item Contents
Field
ItemNo.
Quantity
UnitPrice
Discount
Tax
Total
Warehouse
Definition
Quantitythatthecustomerwantsto
orderbasedontheitemssalesunit
ofmeasure,asdefinedontheSales
DatatabintheItemMasterData
window
Notes
Thesystemwilldefault1whenthe
itemisentered.
ThefunctionofUnitofMeasureis
differentinthecoredistributionand
advancedwarehousingversionsof
Business1Online.SeeUnitof
Measureinthetrainingmanual.
Itempricefromthedefaultpricelist,
beforeadiscount.
Lineitemdiscountscanbeincluded
hereas%
Defaulttaxcodelinkedtotheitem;
editable,ifrequired.
Displaysthetotalamountoftherow
intherelevantcurrency.Theamount
iscalculatedasfollows:Total=Unit
PricexQuantityxDiscount
Thewarehousewherethegoodsare
tobeshippedfrom.
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Process:
Service Contents
Field
Description
G/LAccount
TaxCode
Total(LC)
Definition
Freeformtextdescriptionofthe
service/charge.
Specifytherevenueorcredit
accounttobechargedwhenthis
orderisinvoiced.
Notes
PressTABtodisplaytheListofG/L
Accountsandchooseone.Thelist
displaysgeneralledgeraccountsofthe
sales,expenditures,andotheraccount
types
Specifythetaxcodefortheservice.
Theamounttobechargedforthe
service.
9 of 19
Process:
Enter appropriate information in the Logistics Tab
Field
ShipTo
Definition
Thecustomersshiptoaddressas
definedinthebusinesspartner
masterdata.Ifrequired,changethe
address.
BillTo
Thecustomerbilltoaddressdefined
inthebusinesspartnermasterdata;
change,ifrequired
ShippingType
AllowPartial
Delivery
Default shippingtypefromtheBP
Masterwillbedisplayed;change,if
required.
Whenselected,thischeckboxwill
activatethefollowingoptionswhen
youprinttheSalesOrder
OrderOnly
PickListOnly
OrderandPickList
Selectthisoptiontocreatepurchase
ordersfortheitemsthatappearin
thesalesorderautomatically.This
opensthePurchaseOrder
Confirmationwindowonceyouadd
thesalesorder.
Enablescopyingthesalesordertoa
higherlevelsalesdocument
Allowspartialdeliveryofthesales
order.
Pick&Pack
Remarks
Thecontentsofthisfieldwillappear
inthepickandpackdocuments.
PrintPickingSheet
PurchaseOrders
Approved
Notes
Tochangeanaddresscomponent,click
theaddressfield.Thesystemupdates
theaddressonlyforthismarketing
document;itdoesnotaffectthe
businesspartnermasterdata
Tochangeanaddresscomponent,click
theaddressfield.Thesystemupdates
theaddressonlyforthismarketing
document;itdoesnotaffectthe
businesspartnermasterdata
Ifyoudonotselectthebox,onlythe
salesorderwillprintwhenprintingthe
document.
SeePurchaseOrderConfirmation
Windowinthetrainingmanual
Ifyouselectthecheckbox,youcan
partiallycopythesalesordertoa
higherlevelsalesdocument.
10 of 19
Process:
Field
BPChannelName
BPChannel
Contact
Definition
Notes
Ifyouarecreatingthisdocumentfor
anindirectsaleachievedthrough
anotherbusinesspartner,specifythe
codeofthatbusinesspartner
Thesystemwilldisplaythedefault
contactpersonoftheBPChannel,as
definedinthebusinesspartner
masterdata;change,ifrequired
Review and edit information in Accounting Tab as required.
Field
JournalRemark
PaymentTerms
PaymentMethod
BPProject
CancellationDate
RequiredDate
Definition
Bydefault,displaysSales Order
XXX,whereXXX isthecustomer
code.
Bydefaultdisplaysthepayment
termsforthecustomerasdefinedin
thebusinesspartnermasterdata.If
required,specifydifferentpayment
terms
Specifythepaymentmethodforthe
customerasdefinedinthebusiness
partnermasterdata.
AprojectmaybelinkedtoaBusiness
Partnerorassignedtotheparticular
salesorder.
Notes
Thiswillonlybegeneratedafter
saving.Asnojournalentryiscreated
Paymenttermsarealsotiedtodefault
pricelistsinBusinessOne.See
separatetrainingonPriceLists
InB1Onlinethisdefaultshouldbe
IncomingCheck.
Bydefaultdisplaystheprojectname
linkedtothecustomerinthebusiness
partnermasterdata.Ifrequired,
specifyadifferentprojectname
Specifythelastdateonwhichthe
customeracceptsthegoods.The
defaultvalueis30daysafterthe
DeliveryDate
Specifytheexpecteddateonwhich
thegoodswillbedeliveredtothe
customer.Thedefaultvalueisthe
DeliveryDate
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Process:
When the contents, logistics and accounting tabs are complete you can review the footer
information on the order.
Review the sales totals for accuracy. At this point you can add additional remarks if desired
in the Remarks box and press
to record the order in the system
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Process:
Create Sales Order from Quote

There are two ways to create a sales order from a quote:
Push the order from the quote to the sales order
Draw or Pull the order to the sales order from a quote
PUSH
THE ORDER FROM THE QUOTE TO THE SALES ORDER
1. To Push the sales order from a quotation, open the quotation you want to convert from Sales
A/R -> Sales Quotation
2. Select Order form the

button.
3. The Sales Order will automatically appear with all the information from the quotation.
13 of 19
Process:
14 of 19
Process:
DRAW
OR
PULL
THE ORDER TO THE SALES ORDER FROM A
1. Open a Sales Order Form from Sales A/R -> Sales Order
QUOTE
2. Select the Customer for who the order is being placed.

3. Select the Copy From Button and choose Sales Quotations
4. A listing of Sales
Quotations will
appear for that
Customer
Highlight one or
more of the
quotations you
would like to copy to
the sales order
15 of 19
Proce
ess:
5. The Draw Documen

nt Wizard will lead you thro
ough the proccess of creatin
ng the order from
f
the
quotattion(s). It provvides differen
nt options for customization
c
n and for alterring data base
ed on the
target document yo
ou are creating
g and the sou
urce documen
nt you are using. For exam
mple, you
can ch
hoose which exchange
e
rate
e to apply or whether
w
to alsso draw freigh
ht charges an
nd
withho
olding tax valu
ues from a base documentt to the target document
The firrst option is only applicable

e if you use multiple
m
curren
ncies.
You allso have the option
o
to Draw
w All Data (inccluding freigh
ht and tax) or Customize th
he copy.
Make your
y
selection
ns and select the
button
Custo
omize is most frequently ussed when you
u want to select some of the
e lines on
the qu
uotation but not all of the lin
nes and/or he
en you have multiple
m
quota
ations
being copied. See example belo
ow
If you customize
c
an
n interim scree
en will come up
u as shown below:
16 of 19
Process:
You may select the lines individually or in bulk with normal SAP selection methods. Note that
multiple copies of Item A00003 were selected.
When you select the
button the sales order will be created in Add Mode,
6. When you have multiple lines with the same item you have the choice of summarization.
Sales orders can be summarized as follows:

No Summary the default value for this field.
By Documents summarizes rows with the same base documents (Quote) into one row
that displays the base document number and reference. If an item appears in the table
more than once and has the same price and description each time, it will be summarized
to one row. This option is available only for documents of the type Item and when you
copy rows from base documents.
By Items summarizes several item rows with the same item into one row. However, this
is possible only when these item rows have the same parameters (for example, price,
description, and warehouse). This option is available only for documents of the type Item
If you choose to summarize the display of the screen and the print options will change:
17 of 19
Process:
With no summary the order

displays in the default view
and each line of the order
will print on the order.
When Summarized the

appearance of the screen
changes to denote the
summarization and
individual lines cannot be
edited as each line
maintains its original
attributes.
The sales order will also
print in a summarized
fashion.
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Process:
Sales Order Processing Functions
Your SAP Business One system has several functions to enhance the sales process as shown
below.
Quotation
1.) Credit Limit Check
2.) Gross Profit and
Last Prices Report
Order
Delivery
(X)
(X)
3.) Link to Transaction

Journal
4.) Serial Number and
Batch Management
A/R Invoice
5.) Activities
6.) Create Document

Drafts
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