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SAP Business One 2007 A - SAP Documentation
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Component
SAP Business One 2007 A
SAP Business One is a business management solution designed for small and midsize businesses. SAP Business One gives you on-demand access to real-time information through one single system. The application is divided into a number of modules, each covering a different business function. SAP Business One has a user-friendly interface that serves as your central ERP access point, with standard interfaces to internal and external data sources, handheld computers, and other analysis tools. More Information Getting Started Administration Financials Sales Opportunities Sales A/R Purchasing A/P Business Partners Banking Inventory Production MRP Service Human Resources Reports
Component
Getting Started
SAP Business One gives you access to real-time information through a single system containing financial, customer relationship management, manufacturing, and management control capabilities. The application consists of modules that cover these corresponding areas, and more. SAP Business One is based on the Microsoft Windows standard. The application includes a demonstration company whose data you use to familiarize yourself with all the elements of SAP Business One. In the beginning, swap between your own company information and the demo data to practice
file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4.htm
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certain functions and to experiment with the application. Nothing you may do in the demo company influences your real accounts. Getting Started contains general information about SAP Business One main window, modes, windows, tables, icons, and so on. Use the online help navigation to get details about the complete functionality. More Information SAP Business One Main Window Modes in SAP Business One Search Functions in SAP Business One Common Command Buttons in SAP Business One Common Icons in SAP Business One About Shortcut Keys in SAP Business One Document Drafts Filters in SAP Business One Sorting Data in SAP Business One
Function
SAP Business One Main Window
You can access all SAP Business One functions from the SAP Business One Main window, which is divided into the following areas: Menu Bar Toolbar Main Menu Status Bar Context Menu
Function
SAP Business One Main Menu
The SAP Business One Main Menu controls all the system functions. The name of the company and the current user are displayed in the upper left corner. Its three tabs are: Modules Contains all SAP Business One modules. These are the essential menus through which you access all the windows and sub-menus. For more information, see Main Menu: Modules Tab.
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Drag & Relate Enables you to find and display important information quickly and efficiently. For more information, see Main Menu: Drag & Relate Tab. My Menu Customizable menu on which you can save the most frequently used functions. For more information, see Main Menu: My Menu Tab. To open the Main Menu, choose
Recommendation
Window
Main Menu
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Getting Started . Navigation Getting Started - Add and Navigate Documents
Navigate the Main Menu
Function
Main Menu: Modules Tab
The Modules tab contains all SAP Business One modules:

Administration
Contains the basic system settings for currency exchange rates, system setup, and authorizations, as well as settings for online alerts, and data import/export functions.
Financials
Manages all your accounting data and chart of accounts, general ledger, current accounting posting, and reporting. In addition, you can define budgets and profit centers for better management of company revenues and expenses.
Sales Opportunities
Helps the sales employees to manage their sales opportunities and enables you to analyze your sales information. It also includes opportunity forecast reports, won opportunities, an opportunities pipeline, and a dynamic display of sales stages.
Sales A/R
Handles all aspects of the sales process, from entering sales quotations, sales orders and deliveries, to issuing customer invoices and returns. In addition, you can draw base documents to target documents, or send letters to customers with open debts.
Purchasing A/P
Lets you manage all your vendor transactions. You can map the entire buying process, from purchase orders to vendor invoicing. Companies that import goods can use the landed costs functionality to calculate the purchase prices
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of their imported items, including customs, transport and insurance, fees, taxes, and other landed costs.
Business Partners
Stores the master data for all your business partners, including relevant information about customers, dealers, vendors, and leads. In addition, you can store information about business partner activities, as well as data for sales volume forecasts.
Banking
Handles the full range of monetary transactions. In addition, you can use the payment engine to process automatic payments.
Inventory
Manages your inventory, including warehouse stocks, price lists, special pricing agreements, alternative items, and warehouse transactions, as well as the pricing and packaging process, and batches and serial number management.
Production
Enables you to handle bills of materials and production orders.

MRP (Material Requirements Planning)
Effectively manages your material requirements in the manufacturing process. A planning wizard helps you define planning scenarios that consider existing stock, sales orders, purchase orders, production orders, and forecasts, to create material ordering recommendations that enable you to fulfill your commitments to your customers.
Service
Manages interaction between service representatives and customers. It enables you to enter and maintain information about service contracts, items and serial numbers, customer complaints and inquiries, as well as perform numerous related functions. Each time a customer reports a problem, you log it in by opening a service call.
Human Resources
Maintains information on company employees and enables you to perform numerous related functions. It provides staff management capabilities, including employee details, contact information, and absence reports.
Reports
Enables you to compile reports with corporate data and information in exactly the way you want to see it. This includes company internal evaluations, inventory reports, financial reports, and accounting data. In addition to the predefined reports, you can also define individual queries. More Information SAP Business One Main Window
Function
Main Menu: Drag & Relate Tab
Drag & Relate is an interactive tool based on predefined system queries. You use it to create reports and to display information about business processes. The user-friendly interface helps you find important information quickly, and locate different objects or documents in SAP Business One. For example, you can generate a report on all items or
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item groups, or all purchase orders that you created for a particular vendor. The Drag & Relate queries allow you to search for data both in reports and in the master data, such as G/L accounts and business partners. The Drag & Relate menu is a tab in the SAP Business One Main Menu. More Information Using Drag & Relate
Procedure
Using Drag & Relate
Use Drag & Relate to quickly produce reports and access information in SAP Business One. You drag master data or system setup data, for example, business partner master data, item groups, accounts or payment terms, and relate it to business process information, for example A/R invoices, deliveries, purchase orders, or service calls. Procedure 1. From the SAP Business One Main Menu, choose the Drag & Relate tab. All the menus available for Drag & Relate queries appear. 2. Click the folder icons to open the relevant menu. For example, to generate a report on all A/R invoices that were created for one particular customer, choose Business Partners and Sales A/R. 3. Double-click the item Business Partners in the Business Partners folder. The Drag & Relate - Business Partners window appears and shows a list of all business partners in your company. 4. Place the mouse cursor on the BP Code field for the required business partner, hold the left mouse button until a black rectangle appears, drag this to Result If the result of a query is a single record, SAP Business One opens this record in a separate window. If more than one document matches the query criteria, the Drag & Relate window displays a report. If you have dragged an object incorrectly, or there are no matching query records, the error message No matching is displayed in the status bar.
Note
Sales A/R
A/R Invoice
, and release the mouse button.
records found
Note
The current procedure is an example for using the Drag & Relate tool. Depending on the scenario and your objective, the steps of the procedure may vary. End of the note. Example
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This example explains how to find invoices for a specific payment term. 1. From the SAP Business One Main Menu, choose Business Partners Payment Terms . Modules Administration Setup
The Payment Terms - Setup window appears. 2. Choose a payment term type according to which you perform the search, for example, Cash Basic. 3. Choose the Drag & Relate tab in the Main Menu. 4. Press the left-mouse button to select Cash Basic in the Payment Terms Code field. Drag Cash Basic to Sales A/R A/R Invoice in the Drag & Relate menu.
5. The Drag & Relate window appears with the list of A/R invoices, including details of document totals, status, and posting dates, in which Cash Basic payment terms were used. More Information Main Menu: Drag & Relate Tab
Function
Main Menu: My Menu Tab
Use the My Menu tab in the Main Menu to customize a personal menu to include windows, menu options, and queries you use most frequently. Your personalized menu does not affect the menus of other SAP Business One users. More Information Creating a Personalized Menu Organizing a Personalized Menu
Procedure
Creating a Personalized Menu
You can create a personalized menu of the windows and menu options you use the most, and organize it into folders. Procedure
Adding a Window to the Personalized Menu
1. Open the window you want to add to your menu. 2. To open the Add to My Menu window, choose Tools My Menu Add to My Menu .
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3. Select the folder to which you want to add this window and choose Add. The window is added to the personalized menu.
Adding a Query to the Personalized Menu
1. To open the Query Manager window, choose
Tools
Queries
Query Manager
2. Choose the query you want to add to your user menu. 3. Choose Tools My Menu Add to My Menu . The Add to My Menu window appears.
4. Select the folder to which you want to add this query and choose Add. The query is added to the personalized menu.
Creating New Folders
1. In the Add to My Menu window or in the Organize My Menu window, choose New Folder. The Data Entry window appears. 2. In the Enter a new folder name field, specify a name, and choose OK. The new folder is added to the list of folders.
Note
Note
To create a new folder under an existing one, select a folder and then choose New Folder. End of the note. More Information Main Menu: My Menu Tab Organizing the Personalized Menu
Procedure
Organizing the Personalized Menu
After creating a personalized menu, you can organize it according to your preferences. This includes renaming or deleting folders, and changing the order of the objects in the menu. Procedure To modify the objects in the personalized menu: 1. Choose Tools My Menu Organize.
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The Organize My Menu window displays the current structure of your menu. 2. Choose one of the following activities: Activity Procedure Select the required object and use: Level: to change the menu option hierarchy level To change an object: Folder: to move the menu option to a different parent folder Loc. in Folder: to change the menu option location within a folder To rename an item: Choose Rename and enter the new name in the Data Entry window. To delete an item: Choose Delete. More Information Main Menu: My Menu Tab Creating a Personalized Menu
Function
Menu Bar
The SAP Business One menu bar is located at the top of the main window and contains the following menu commands: File Edit View Data Goto Modules Tools Window The menus in the menu bar change according to the application window that is open at the time.
Keyboard Shortcuts
You can use your mouse, as well as keyboard shortcuts, to access and navigate through menus. Underlined letters in the menu text indicate these shortcuts. To use a keyboard shortcut, hold the Alt key and press the appropriate keyboard letter. The relevant menu appears. For more information about shortcuts, see About Shortcut Keys in SAP Business One.
Application-Specific Menu Functions
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When you launch certain functions of SAP Business One, specific menu entries are added to the Goto menu. These menu entries are available for as long as you are using the function. For example, the Gross Profit... menu option is available when you work with the A/R Invoice. More Information SAP Business One Main Menu
Function
File Menu
Use the File menu to choose and complete the functions described below. File Menu Fields Menu Command Close Save as Draft Page Setup Print Preview Print (Ctrl + P) Send Export Launch Application Lock Screen Exit (Ctrl + Q) More Information Menu Bar
Object
Description/Activity Closes the current window. Saves the document as a draft. Lets you change the orientation of text, select paper source and size, and adjust page margins. Lets you see a document as it would be printed. Prints the active document on a specific printer. Sends messages, E-mails, SMS messages, and faxes directly from SAP Business One. Exports data to the defined applications or XML, and converts layouts to PDF, text, unformatted text, or image. Starts an application from SAP Business One. For more information, see Launch Application. Prevents access to your active screen when you are not at your workstation. To unlock your session, enter your user name and password. Closes the SAP Business One application.
Launch Application
Use this window to launch different applications directly from SAP Business One. To access the window, choose
Note
File
Launch Application.
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note.
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Launch Application Window
Application Path Displays the path under which the application is saved and enables you to open the Application Details window. File Name Displays the file name of the application you want to launch. Run Starts the application. New Opens the Application Details window where you specify details of the applications you want to add to the list. More Information File Menu Toolbar
Object
Application Details
Use this window to enter details of an application that you can later launch from SAP Business One. To access the window, choose choose New.
Note
File
Launch Application
, and in the Launch Application window,
Note
Application Details Window
Number Sequential number automatically assigned by SAP Business One. Application Name Specify the name under which you want to save the path to the application in SAP Business One. Path Specify a path, or choose File Name File name of the application. Parameters Enter any additional required parameters. User Select which users will be able to access the application. to find a path for the application file.
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Command Select a command from the list. Window Format Select a format for the window from the list. Test Run Starts a test run to see if you can launch the application according to the path and file name specified. More Information Launch Application
Object
Print Preview
Use the Print Preview option to display a document on the screen as it will appear when printed. For objects other than documents, SAP Business One displays the Print Preferences window. Choose
Note
File Note
Print Preview
or click
Print Preview...
(Print Preview...) in the toolbar.
For each print template you can define different fonts for printing and previewing. For more information, see the How to Customize Printing Templates with the Print Layout Designer document, which you can download from the documentation area of the SAP Business One Customer Portal (http://channel.sap.com/). End of the note.
Print Preferences Window
Printing Options Select whether you want to print a window or a table. Highlighting certain areas of a window or table, and selecting Selection Only, prints only the highlighted areas. Title By default, displays the (editable) title of the active window. Add user name Includes the name of the user in the preview and in a printed document or table. Add date Includes a date in the preview and in a printed document or table. More Information Toolbar
Function
Edit Menu
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Use the Edit menu to perform standard Microsoft Windows functions. Edit Menu Fields Menu Command Undo (Ctrl + Z) Redo (Ctrl + Shift + Z) Cut (Ctrl + X) Copy (Ctrl + C) Paste (Ctrl + V) Delete (Del) Select All More Information Menu Bar
Function
Shortcut Reverse your most recent action. Repeat an action that you just undid. Remove data from one place in the document, in order to insert it elsewhere in the document. Duplicate data to leave it where it is and also insert it elsewhere in the document. Insert data, which you have cut or copied, at the required place in the document. Remove selected data from the document. Select the entire field.
View Menu
The View menu contains options that relate to the display functions of SAP Business One. The open window determines which functions are active. View Menu Options Description/Activity Displays user-defined fields that you have previously created in existing tables, according to your business requirements. For more information, see User-Defined Fields. Displays information in the status bar, such as form number, or item number in a database table. Lets you activate or deactivate certain picking functions, for example, a list selection, a date Pickers Display picker, or user-defined values. For more information, see Pickers Display. Activated indicators show you which fields can be translated or have user-defined values, Indicators Display and whether you can choose values from a list. Restore Column Width Cancels manual changes to column widths in tables and restores default table settings. Displays the colors used for highlighting the dynamic information in the Dynamic Legend (Ctrl + L) Opportunity Analysis report. Displays the translated values of fields that have been translated to the language selected in the current document. Translated Values This option appears only if the option Multi-Language Support is selected in Administration Initialization More Information . System Initialization Company Details Basic Menu Option User-Defined Fields (Ctrl + Shift + U) System Information (Ctrl + Shift + D)
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Menu Bar
Object
Pickers Display
In the pickers display, you can activate or deactivate the following picking functions: Picker Type
List Selection
Description Opens a window in which you can select values from a list, for example, a list of business partners or tax codes. Opens a calendar, in which you can select a date. Opens a calculator, for example in total amount fields. Displays fields for which you have previously defined a formatted search functionality. The formatted search enables you to define values, originated by a predefined search process, for any field in the application. For more information, see User-Defined Values. Displays the translated values of fields that have been translated to the language selected in the current document.
(List
Selection)
Date
(Date) (Calculator)
Calculator
User-Defined Values
(User-Defined Values) Translated Values More Information View Menu

Object
Data Menu
Use the enabled relevant Data menu options while you perform various actions in SAP Business One. For example, you can add and delete rows, or scroll between the records, when filling in a table. Data Menu Options Menu Option
Find
Description/Activity Switches to the Find mode. Switches to the Add mode.
(Find) Ctrl + F (Add) Ctrl + A
Add
First Data Record
(First Navigate between objects of the same type. For example, if you have created several A/R invoices, you can display the last invoice or go to the previous one.
Data Record)
Next Record
(Next Record)
-> Ctrl
Previous Record
(Previous
Record) <- + Ctrl
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Last Data Record
(Last Data Deletes accounts, business partner master data, or documents, such as sales and purchase orders or sales quotations, from SAP Business One.
Record)
Remove
You can delete an object only if you have not used it in any transaction. You cannot use a deleted object in the application. Cancels item master records or certain unofficial sales documents, such as sales quotations and orders. The remark Cancelled is displayed with the object.
Cancel
You cannot use a cancelled object in SAP Business One. You can restore item master records if you have cancelled them. You can still call up cancelled objects, but you cannot change them. Reactivates all available functions of an object that you previously set to Cancelled. Closes sales quotations, sales and purchase orders, and deliveries without creating a posting in accounting. Produces copies of objects such as documents and item master records. Duplication lets you perform further customizing, without affecting a base record or document. This function can be useful for processing similar items or recurring sales orders and quotations, for example. Inserts rows anywhere in a table, including between existing rows. Removes a row from a table, for example, a list item in a sales order. Closes a row in a table. For example, after delivering one of the items in a sales order, you can close the row for that item. Reproduces rows, including data, anywhere in a table. Copies the contents of a cell to the row below or above it. Contains options that are enabled only when specific windows are active.
Example
Restore Close
Duplicate Ctrl + D
Add Row Ctrl + I Delete Row Ctrl + K Close Row Duplicate Row Ctrl + M Copy from Cell Above, Copy from Cell Below
Example
Advanced
The Change Document Status to Open option is enabled only when you want to credit an A/R or A/P no charge invoice, based on the down payment invoice that was fully paid. End of the example.
Filter Table Sort Table
(Filter Table) (Sort Table)
Enables you to filter data in tables. Enables you to sort data in tables.
More Information Menu Bar

Object
Goto Menu
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The Goto menu is active depending on the window that is currently displayed. The choices in the Goto menu are links, which enable quick access to the window, reports, and specific fields in the window. For example, when you display an A/R invoice, options such as Base and Target Document, Gross Profit, Payment Means, and Transaction Journal ... are available. You can access many of the Goto menu options from the Context menu. More Information Menu Bar
Object
Modules Menu
The Modules menu contains a list of all modules with their related options. The menu options: Are arranged in the same order as the menus in the Main Menu Cannot be modified May be inactive for unauthorized users For more information about each of the SAP Business One modules, see Main Menu: Modules Tab. More Information Menu Bar
Function
Tools Menu
The Tools menu in SAP Business One contains a variety of commands that are either active or inactive, depending on the currently open window. Tools Menu Options Menu Options Print Layout Designer XL Reporter Form Settings (Ctrl + Shift + S) Description/Activity Used to design documents for printing. The option is available when sales and purchasing documents, or reports, are active. For more information, see Print Layout Designer. Enables you to generate diversified reports. Displays the Form Settings window containing a list of all the fields, rows, and tables that you can arrange in any particular window. The options available to each window depend on the window itself. For example, row and table options are available in sales and purchasing documents. Displays the System Message Log window where you can see the last error messages, according to the definition in General Settings. You can select whether to display all types of messages, error messages, warnings, or information messages only.
System Message Log
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Tracks changes to the authorization system and to different documents and master data in SAP Business One. For more information, see the Change Log window. Used to display and organize system and user-defined queries, run the Query Manager, and Queries select a print layout for a query. Organize or add new options to the user menu. For more information, see Main Menu: My My Menu Menu Tab. Select Customize to define your own shortcuts to frequently used windows in SAP Business My Shortcuts One, or select one of the previously defined shortcuts. For more information, see Customize User Shortcuts. Enter values, originating from a predefined search process, to any field in the system User-Defined Values (including user-defined fields). For more information, see User-Defined Values. Displays and manages user-defined windows, which contain additional fields that your User-Defined business might require for day-to-day activities. For more information, see User-Defined Windows Fields. Displays a list of user-defined tables you have previously created in SAP Business One. Your Customization Tools business might require these additional tables for its day-to-day activities. For more information, see http://help.sap.com Displays new business logic or new objects in SAP Business One, based on existing Default Forms functionality. For more information, see User-Defined Objects. Change Log More Information Menu Bar
Function
Print Layout Designer
The Print Layout Designer tool allows you to modify and customize the SAP Business One default printing templates according to your requirements. You can set one of the print templates as default for all or some of SAP Business One users, and link specific print templates to selected business partners. You can open the printing template for any document or report in SAP Business One. To access the Layout Designer, open a document or a report. Choose . For more information, see the How to Customize Printing Templates with the Print Layout Designer document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://channel.sap.com/sbocustomer).
Object
Tools
Print Layout Designer
System Messages Log
The System Messages Log window displays the last 100 error and warning messages. Use the window to view the messages and identify the problems. The window also displays information on the success of operations.
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To access the window, choose

System Messages Log Fields
Tools
System Messages Log
Errors Displays error messages in the log. Warnings Displays warning messages in the log. Information Displays information messages in the log. Message Displays the date, time, text, and message number of a message. More Information Tools Menu
Object
Change Log Window
Use the change log to track changes in most windows of SAP Business One. Each time you update, for example, authorizations or sales, or purchasing documents, the system tracks down the change and saves it in the Change Log window. To access the window, make the necessary update in a window and choose
Change Log Fields
Tools
Change Log..
Instance Shows the number of the logged changed Object Code Displays the element number within its type Updated Displays the date on which the authorization was updated User Name Displays the name of the user who updated the authorization Show Differences Opens the Differences Window for the selected instance. The window provides detailed information of the changes that were made. More Information Tools Menu
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Object
Query Manager
In this window, you can: Display all the queries that exist for specific categories Create a print preview or print a report Delete reports
Query Manager
Query Name Name of the report. Query Category Category for which the reports are displayed. Manage Categories Opens the Create/Edit Categories window, in which you create and edit query categories, and assign them to authorization groups. Print Prints the selected report. This option is available only if a print layout was created for the selected query. Print Preview Calls up a print preview for the selected report. This option is available only if a print layout was created for the selected query. Create Report Opens the Create User Report window. Use this option to define a print layout for queries, which enables you to print these queries. Remove Rremoves the selected query and all associated layouts. More Information Tools Menu
Procedure
Changing a Saved Query
Procedure 1. From the Tools menu, choose appears. Queries Query Manager . The Query Manager window
2. Locate the query you want to change and choose OK. The query results are displayed.
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3. Click 4. Click
Display
(Display) located next to Display Query Structure. The query script appears.
Edit
(Edit) and change as necessary.
5. Choose Save. The Save Query window appears. To overwrite an existing query, expand the corresponding group and select the query. Confirm the prompt that appears. To save the changed query under another name, specify that name here. You would do so, for example, for changed system queries. The group to which the query currently belongs is proposed automatically. To change this assignment, specify the group or groups to which the changed query should be assigned. To save a system query as an individual query, specify a number. 6. Choose Save.
Procedure
Executing Saved Queries
Procedure 1. Choose Tools Queries Queries Manager . The Queries Manager window displays the system and user-defined queries. Categories that do not contain any queries are not displayed. 2. Click (Display) next to the category that contains the required query. A list of all queries related to this category is displayed. 3. Select the required query and choose OK to run it. A window displaying the results of the query appears.
Note Display
Note
If the query requires insertion of values for variables, a Selection Criteria window appears when you choose OK, asking you to specify the relevant values. After you enter the relevant values, choose OK to run the query. End of the note.
Procedure
Deleting a Saved Query
You can delete queries in both the Open Saved Queries and Save Query windows. Procedure 1. Select the query you want to delete.
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2. Choose Remove. 3. Confirm the prompt that appears.

Procedure
Assigning Permission Groups
The check boxes displayed under the Permission Groups title allow a selective definition of permissions to the queries stored in the various groups. You can define permissions for different users for all the groups, some of them, or none. Procedure 1. Select the relevant boxes at the bottom of the window in order to assign your new category to one or more of the permission groups.
Note
Note
If you do not select at least one box, the new category will not be created. To assign your new category to all the permission groups, select Check All. End of the note. 2. Choose Add to add the new category.
Procedure
Creating and Editing Categories in the Query Manager
All the categories defined in SAP Business One are displayed in the center of the Create/Edit Categories window. When you run a saved query from the Tools menu, only categories that contain queries are displayed. To display this window, choose Procedure 1. Type the new category name in the Category Name. 2. Assign an Authorization Group to the new category by clicking one of the boxes at the bottom of the window. 3. Choose OK
Object
Query Manager
Manage Categories.
To edit or add a new category:
Create/Edit Categories Window
Use this window to create a new query category, which you can then use to allocate authorizations for different queries.
Create/Edit Categories
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Category Name Enter a name for the new category. Authorization Group Select one, several, or all check boxes to assign the category to one of the permission groups. Select at least one check box for the system to create a new category. Add Saves the category. Cancel Returns you to the Queries Manager window. Select All Assigns the category to all permission groups. More Information Creating and Editing Categories in the Queries Manager
Procedure
Changing the Name of an Existing Category
Procedure 1. From the Tools menu, choose appears. Queries Query Manager . The Query Manager window
2. Choose Manage Categories, and in the Create / Edit Categories window, select the required category. The name is automatically displayed in the Category Name field. 3. Specify a new category name, and choose Update to save your changes.
Object
Save Query Window
Use this window to save a new query by assigning it to one of the query categories. For more information, see Create/Edit Categories. Query Name Enter a name for the new query. Query Category To use an existing category, choose one from the list below. Manage Categories Choose to create a new category. See Create/Edit Categories. Save Choose to save the query. Cancel Choose to return to the Query Interface Results window. Remove
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Choose to delete the query.

Procedure
Saving a Query
Procedure After you have created the query and selected Execute, the Query window appears. 1. In the Query window, choose Save. The Save Query window appears. 2. Specify a name for the query in the Query Name field. 3. In the Query Category field, specify one of the categories that appear below the field. 4. To create a new category, choose Manage Categories and create the new category in the window that appears. 5. Choose Save to save the query in the category you specified.
Function
Query Generator
Query Generator is an SAP Business One tool that enables you to create queries using the SQL query engine. This tool is designed for data retrieval/selection only, and not for updates. The Query Generator enables you to: Create nearly any query yourself that can quickly answer questions arising in your company. Access all the data in the database and evaluate it according to your needs. Create individual report forms using the simple query syntax. After defining a query, save it for fast access in the User Queries library. You can change or restructure your saved queries at any time.
Recommendation
Recommendation
We recommend that you first define a few simple queries to familiarize yourself with this tool. Then write more complex reports as you learn. Accordingly, the descriptions in this module start with simple queries and proceed to more complex definitions.
Example
Example
An initial example illustrates the principles of defining a query. End of the example.
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You will then find general information on the structure of the database in SAP Business One, which should help you proceed to more complex queries. More Information Query Generator Window
Procedure
Structure of the Database
The SAP Business One database saves all the data that is defined in the system. For example, for customers, items, or invoices in different database tables. Each table stores the relevant data for the respective object. The table for an invoice stores invoice number, customer number and name, creation date, number of sold articles, invoice amount, etc. In this process, we differentiate whether the data involves the header of an invoice or the rows with the sold articles. These two data types are stored separately in the corresponding table in the database.
Object
Syntax for Defining a Query
The rules of syntax for defining queries are the same for both simple and complex queries, and must be followed. A query condition appears only once in the query definition and always begins with IF. Every other condition is performed on the corresponding field, even if the field already appears previously in the definition. If you define a condition with the item number, and you want to add another condition for the item number, it would follow this example: The definition would start with IF ItemCode INCLUDES computer, and would continue with AND ItemCode INCLUDES package. When you enter a value range for a condition, you must enclose it in square brackets. Two periods separate the lower limit from the upper limit. To define multiple value ranges, separate them with a comma. For example: IF ItemDescription IN_RANGE [a .. bank, c .. jar] When you define several consecutive conditions, they are handled just like mathematical operations. Use parentheses if you want to define a specific sequence for the query. Enclose the conditions that you want to process first in parentheses, just like you would for mathematical operations. The system processes the conditions in parentheses first, followed by the other conditions. AND conditions always have priority over OR conditions.
Note
Note
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The fields that will be displayed in the query always appear before the query conditions and are, therefore, written to the left of the conditions. If you want to add another field to the display after you have defined the conditions, you have to insert the field to the left of the conditions. To do so, either drag the field to the appropriate position, or position the cursor in the appropriate place and double-click the field in the data column. End of the note.
Procedure
Principles of Defining a Query
To define a query, you must first define the formatting for the report data. You then specify the conditions for selecting an object for the query. Procedure 1. Define which data you want the report to contain by choosing the corresponding database table in the database the table that contains the invoices in this case. 2. Identify the data fields that you want to include in the report. In this example, they are the customer name and number, the invoice number, its creation date, the due date, and the amount due. 3. Define the conditions an invoice has to meet to be included in the report. In this case, the condition is that the invoice has not been paid as of the report date. 4. To create the query, either use the provided automatic selection options for inserting tables, fields, conditions, variables, and so on, or manually specify the required information in the relevant query zones.
Procedure
Creating Simple Queries
Query Generator is an SAP Business One tool that enables you to create queries using the SQL query engine.
Note
Note
This tool is designed for data retrieval only. Do not use it for any kind of updates. End of the note. Procedure 1. From the Tools menu, choose appears. Queries Query Generator . The Query Generator window
2. To enable inserting conditions and variables into the query, choose the Conditions button. An additional section of the window opens. 3. The cursor is automatically located where table selection takes place. Choose Tab to open the Choose From List window, which displays all tables in SAP Business One.
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4. Double-click a table to insert it into the Tables zone. 5. Repeat the previous step to select additional tables, if needed. 6. To select fields: 1. Highlight the relevant table. The fields in this table are now listed in the table area. 2. Double-click the required fields to display them in the Select area. 7. To apply conditions or use any variables in the query: 1. Place the cursor in the Where area. 2. Double-click the field on which you want to apply a condition. The selected field is displayed in the Where area. 3. Choose the required condition from the Conditions list, and complete it by specifying the conditioned value. This can be a constant value (number, text), another field, or a variable. 8. To generate the report, choose Execute. Once the results are displayed, you can save the query. 9. Choose Close to close the Query Generator window.
Procedure
Selecting Tables for the Query
Procedure 1. In the Title field of the Table area, press the Tab key. The Choose from List window opens displaying a list of all tables in SAP Business One. 2. Double-click a table to select it. The selected table is entered to the Tables area. 3. In order to select additional tables, choose the Title field in the Tables area and press the Tab key. 4. After you have selected a table, you can select tables which are related to it. Do so by dragging the related table name from the Fields area to the Tables area. When you select a table, its fields are instantly displayed in the Fields area. If the selected table includes a field that relates it to another table, this field is displayed in bold. Dragging this field to the Tables area adds the related table to the list of selected tables.
Procedure
Selecting Related Tables
Procedure 1. Select the required table in the Table field. 2. Highlight the selected table to display all its related tables in the lower part of the window, under the title Tables related to. You can use the related tables when creating the query.
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3. Double-click the relevant tables in the lower part of the window to place them in the top part. The tables displayed at the top part of the window are the tables from which you can retrieve data for the query. 4. To delete tables from the list, place the cursor in the row you want to delete and from the Data menu, choose Delete Line. 5. Choose Next to proceed to the Result & Sort Fields Selection window.
Procedure
Removing Tables from the Tables Area
Procedure 1. Select the table you want to remove. 2. Choose the X button.
Procedure
Selecting Fields for the Query
Procedure 1. Choose the required table in the Tables area. 2. Double-click the required fields in the Fields area to select them. The selected fields are entered into the Select box.
Procedure
Printing Query Results
Procedure 1. Print the query directly by choosing Print. 2. Enter preferences for the print version by choosing Print Preview. The Print Preferences window opens. If a document template for printing is specified as the default for a query, the application automatically selects it and prints the query results of this template, or displays it on the screen. 3. Choose the Window option button to print the window as it is displayed on the screen. 4. Choose the Table option button to print the entire table, including the rows and columns not visible on the screen.
Note
Note
You can also use this function to select particular rows and columns for printing. To do so, click the row number or the column header. End of the note. 5. Enter a header to be printed in the Title field. The system automatically proposes the name of the query.
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6. Select the Add User Name check box to ensure that the name of the user is printed in the header and activate the Selection Only box. 7. Select the Add Date check box to ensure that the current date is printed in the header. 8. Choose OK to save your settings. The print preview appears on your screen.
Object
Queries Window
This window displays the results of a query executed from either the query wizard or the Query Generator tool. The upper section displays the script of the executed query; the lower section displays the query results in a table.
Queries Window
Hide / Display Query Structure Choose to hide the query script. Edit Query Script
Edit
(Edit) Enables editing the query script. Block Query Script
Prevents changing the query script. Table Displays the query results. The columns are a result of the selection criteria you defined in the Query Interface window. Execute Choose to run the query again. Cancel Returns you to the window from which you executed the query. Reverse Table Choose to display the table either from right-to-left or from left-to-right. Graph Choose to display the query results as a graph. Save Opens the Save Query window where you can save a new or changed query for future use. Open Opens the Open Saved Query window. More Information Query Wizard Query Generator
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Object
Query Generator Window
Use the Query Generator window to define and create your own queries. Select tables and fields on the left, conditions and variables on the right of the window.
The Tables Area
Use this area to select as many tables as you need for your query. When you select a table, its fields immediately appear in the Fields area. Fields that are related to other tables are displayed in bold typeface. You can add the related table to the list of selected tables by dragging the related field to the Tables area.
The Fields Area
The Fields area includes two columns: Name and Description. In the resulting report, field descriptions are used as the field titles.
The Query Area
Select Displays selected fields separated by commas. The fields in this area appear with a T0, T1, ... Tn prefix, which represents the table number from which a field is taken. If you specify a field manually: Add a comma to separate it from adjoining fields Add a prefix with the relevant table number From Displays selected tables for the query. The application assigns the prefix number according to the order in which the tables were selected. Where The area where the query conditions are defined and formulated. Sort by Define how to sort the query results.
Example
Example
You create a query that lists the numbers of all sales quotations created by specific users for specific customers. To sort the query results by user, specify the User field in the Sort by area. End of the example. Group by Group the query results according to specific criteria.
Example
Example
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You want to create a query that lists the customers to whom sales quotations were issued during a defined period. In this case, you group by customer code, so that each customer appears once, regardless of the number of sales quotations issued to each one. End of the example. Conditions Opens the Conditions area in which you choose variables and conditions. More Information Search Functions in SAP Business One Query Generator Creating Simple Queries Principles of Defining a Query
Function
Query Wizard
Use the Query Wizard to build a report that does not exist in the application. The Query Wizard is an interface through which you can view the database tables and fields. It enables you to create queries based on the database logic.
Note
Note
You can create queries that only retrieve data, not manipulate or change it. End of the note. More Information Query Wizard: Select Tables for The Report Query Wizard: Select Fields and Sort Orders Query Wizard: Conditions and Relations Query Wizard: Query Wizard Completed
Object
Query Wizard: Select Tables for the Report
Use this step to select the database tables from which you want to retrieve data for the report.
Query Wizard: Select Tables for the Report
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Table Displays the table code that is defined using four characters, for example, OITM. Press TAB to open the List of Tables window. From the window, select the table(s) from which you want to retrieve data. Each table you select is placed in a separate row in the table. Description Displays the full name of the tables you select, such as Items. Lower Table Displays the codes and descriptions of tables related to the table in the highlighted row of the upper table. This information can help you determine whether you need additional tables that are logically linked to the tables you have already selected for your query. To add a table from the lower table to the upper table, double-click the relevant row in the lower table. More Information Query Wizard
Object
Query Wizard: Select Fields and Sort Orders
Use this step to select the required fields from the tables you chose in the previous step and define a sort order for them.
Query Wizard: Select Fields and Sort Orders
Table From the drop-down list, choose the table in which the required field is found. Only the tables you selected in the previous step and the Comp. option are available here. Field Press TAB and choose the required field from the Choose from List window. This window displays fields from the selected table only. Heading Displays by default the field description. Change this text to display a different heading in the report results. Sort Order Use an integer (1, 2, 3) to set the sort priority for the selected field. Sort Type Select an ascending or descending order for sorting the query results of a field that has a sort order assigned. Group (Y/N) Choose Yes to group the report results according to the results in this field, or leave empty if you do not want to group.
Caution
Caution
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In grouped rows the computation options are disabled. End of the caution. Comp. This column offers six computation options: Total Records Displays the number of records retrieved but not the records themselves. Total Distinct Records Displays the number of distinct records retrieved, but not the records themselves. Amount Displays the sum of the values of that field in the retrieved records. This option and Average are relevant for fields that contain numeric values, such as quantities and amounts. Average Calculates and displays the average of the values of that field in the retrieved records. Minimum Displays the smallest value of this field from within the retrieved records. Maximum Displays the largest value of this field from within the retrieved records.
Note
Note
To cancel a previous selection, click the column and select the blank row from the drop-down box. End of the note.
Note
Note
A row in which one of the computation options is selected cannot be grouped. End of the note. More Information Query Wizard
Object
Calculation Field Window
Use this window to define a field for displaying the result of a specific calculation when the query is executed.
Calculation Field Window
Field Name Specify a title for the calculation field. This title will be the header of the calculation column in the query results window. Table Select the table that contains the field you need for the calculation. Only tables selected in the Select Tables for the Report step are available. Field
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Choose the field you need for the calculation. Oper. Choose the required operator: + for addition for subtraction X for multiplication / for division Table Choose the table that contains the field to which you want to apply the calculation. Only tables selected in the Select Tables for the Report step are available. Field Choose the field to which you want to apply the calculation. More Information Query Wizard
Object
Query Wizard: Conditions and Relations
Use the Display Conditions and Display Relations tabs in the Conditions and Relations step to define the conditions and relations for retrieving data. Both conditions and relations are based on the database structure and logic.
Display Conditions Tab
Brackets Columns ( ) Define the priority sequence of the conditions. Click these columns to select the appropriate bracket type. Table Click this column to select the table for which you want to set conditions. Field Click this column to select the required field from the selected table, for which you want to set conditions. Condition Click this column to choose the required condition: Equal, Greater than, Smaller than, Not equal, Contains, and so on. The following terms also appear on the list: IS NULL the field on which you apply the condition is blank IS NOT NULL the field on which you apply the condition contains a certain value
Example
Example
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If no value was entered in the Customer/Supplier Ref. No. field in a marketing document, the value of that field is NULL. End of the example. Table Click this column to select an additional table. This enables you to: Create a condition that combines two different tables (optional) Compare one field to another in the same table Field/Value The following alternatives can be defined in this column: Field from a table enabled only if a table was entered in the Table column Fixed value any fixed data, such as string or number Variable enter the string [%0] to create a query that first displays a field for entering a value, and then runs
Note
Note
Each variable is unique. Therefore, if you have to define more than one variable, you should name them as follows: [%0], [%1], [%2]... End of the note. And/Or This column enables you to define complex conditions, by defining the relationship between two or more conditions that you define. AND retrieves records that comply with all the conditions linked by the AND operator OR retrieves records that comply with at least one of the conditions linked by the OR operator
Display Relations Tab
Execute Applies the defined relation between the tables that appear in the row. When this check box is selected, SAP Business One adds another condition. This means that the records you want to retrieve must comply with the conditions defined on the Define Conditions tab and with the added condition. From Table Select the check box All to display data from the table that appears in the To Table section of the query results. To Table Select the check box All to display data from the table that appears in the From Table section of the query results. More Information Query Wizard
Object
Query Wizard: Query Wizard Completed
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This window displays the script of the query you defined using the Query Wizard. To execute the query, choose Finish; to move to the previous step, choose Back. More Information Query Wizard
Procedure
System Queries
SAP Business One provides system queries, which enable you to generate additional reports and retrieve data that is not available by running the other reports. You access system queries either from the different modules in each module the relevant system queries appear as entries in the menu, identified with the icon them from
Object
or by choosing
Tools
Queries
System Queries
Customize User Shortcuts
Use the Customize window to define your own shortcut keys for opening frequently used windows. To access the window, choose Tools My Shortcuts Customize .
The List tab lists all the shortcut keys and the windows to which those keys are allocated. On the Allocation tab you choose the shortcut keys for selected windows. The Allocation tab is divided into two panes. The left pane displays modules in SAP Business One. The right pane displays windows in the selected module.
Customize Window Fields Allocation Tab
Shortcut Select a shortcut key to allocate to a window. Current Window Name of the window to which you have allocated a shortcut key. Module List of all modules in SAP Business One. Window List of windows from the selected module to which you can allocate a shortcut key. Allocate Assigns the selected shortcut key to a selected window. Remove Cancels the shortcut key allocation.
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More Information Tools Menu

Function
User-Defined Values
The User-Defined Values function enables SAP Business One users to enter values, originated by a predefined search process, for any field in the system (including user-defined fields). Examples of using this function include: Automatic entering of values into fields using various objects in the system Entering values into fields using a predefined list Automatic entering of values into fields via user-defined queries Creating dependence between fields in the system, for example, the value in field X influences the value in field Y. Displaying fields that can only be displayed using queries, for example, User Signature, Creation Date, Open Checks Balance (for business partner), and so on Choose Tools User-Defined Values to access the entered values.
For more information, see http://help.sap.com. More Information Tools Menu

Function
Search by Saved Query
Selecting the Search in Existing User-Defined Values according to Saved Query radio button adds additional fields to the User-Defined Values - Setup window. The field directly beneath the radio button is used to select the saved query.
Procedure
1. Double-click the field below the radio button. The Queries Manager window displays. 2. Locate the required query and double-click it. The query name will be entered in the field. 3. Choose Update.
Auto Refresh When Fields Change
The Auto Refresh When Fields Change check box toggles the execution of linked queries and the display of its results in the field to which the query is linked.
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To conduct an auto refresh, choose the field type for the refresh operation (Title or Table) and the field name. You can select the field from the dropdown menu. Select the option 'When exiting altered column' to refresh when a Table type field changes. Select the desired field from the list of Table fields found in the drop down menu (located under Auto Refresh When Fields Change). Any change in the selected field will cause the search field to be refreshed. If you deselect the Auto Refresh When Fields Change checkbox, values can only be entered in the text field by selecting the field and choosing Shift+F2 (or selecting menu bar). Tools User-Defined Values from the
When this checkbox is selected, the refresh is performed when one of the two field types changes: Title field: Any field in the window located outside the windows table. Table field: Any field located in the windows table. If the Auto Refresh When Fields Change checkbox is selected, the dropdown menu below it becomes active. The following two radio buttons are displayed: Refresh Regularly: Selecting Refresh Regularly causes the search field to be refreshed each time you open or browse to the document containing the formatted search. If the field is linked to a query, this opens a multi-row Choose From Listwindow, the first value appearing on the list will be chosen during an Auto refresh. Avoid using the Refresh Regularly option for this type of query because it might affect documents you did not intend to affect. Auto refresh is not be implemented in fields that cannot be updated, for example Account Code in an existing journal entry and Item Code in an existing Delivery note. As a result of the Auto refresh (of editable fields) the document's status changes from Okto Update. Press the Update button or the Enter key to update the document (if the value in the field has changed). Therefore, ensure that the autorefreshed query is required before selecting this option. Display Saved Values: Select Display Saved Values to display the value saved in the field during the addition/update of the document i.e. the value saved in the database. The field will be refreshed only if you replace the field linked to the query.
Function
User-Defined Fields
SAP Business One supports adding user-defined fields that might be essential for the day-to-day activities of your business. You can display user-defined fields in the print layout designer or in the Query Generator window. To display the Manage User Fields window, choose Fields - Management . Tools Customization Tools User-Defined
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For more information on user-defined fields, see http://help.sap.com. More Information Tools Menu
Procedure
Updating User-Defined Fields
Procedure You can update the following values: Description Length Valid values Default values You cannot update the following values: Field type Status of the Mandatory field To update a user-defined field, click it and press Update.
Function
User-Defined Objects
Use the User-Defined Objects function to add new business logic or new objects to SAP Business One. These objects are created with the help of existing SAP Business One functionality. You can create the following types of objects: Master data, for example Business Partner Master data lines, for example, the Address in Business Partner Master Data Documents, for example, the A/R Invoice Document lines, for example, the Contents tab in the A/R Invoice In addition, services for the new object can include history and log information. To add a user-defined object, you must have a registration - the User-Defined Registration Wizard. As an option, we recommend Object Implementation - currently we support C++ objects only. Create a table before you create an object, and then link it during the registration. While creating the table, define an additional field to set the table type. Additional fields, including all the default properties, are added by SAP Business One automatically.
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To access the Registration Wizard, choose Wizard .
Tools
Customization Tools
Objects Registration
For more information, see http://help.sap.com. More Information Tools Menu

Object
Window Menu
The Window menu enables you to cascade or close all the open windows, to change the color of a window, to activate a particular open window, and to display or hide the Main Menu. Window Menu Options Window Menu Options Menu Option Cascade Close All Color Main Menu (Ctrl + 0) Messages/Alerts Overview Calendar Description/Activity Arranges all the currently open windows so that they partially overlap each other. Closes all open windows with the exception of Main Menu. Lets you choose a color for the active window. Sets the SAP Business One Main Menu as the active window. This is useful if you have closed Main Menu accidentally, or need to bring it to the top of a number of open windows. Displays the Messages/Alerts Overview window, which shows your E-mail, SMS, and fax messages, and your alerts. Displays the Calendar, so that you can view your meetings, telephone calls, and other activities.
In addition, when you open a new window, its name is added to the Window menu. You can then activate the window from that menu. To switch between two or more open windows, press Ctrl+1, Ctrl+2, and so on depending on the number of open windows. More Information Menu Bar
Function
Help Menu
The Help menu enables you to access all the documents provided with the release of SAP Business One you are currently using; provide feedback about the application and documentation; and submit messages to the support center. Help Menu Options Menu Option Activity/Description
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This menu item encompasses: Online Help: to launch the online help of SAP Business One Context Help: to launch the online help page that corresponds to the currently active window in SAP Business One What's This?: to launch the description of the field at which the mouse is pointing. Documentation The option is active only if the field is enabled (not read-only). Additional Documents: to launch the Additional Documentation screen from which you can access the Administrator's Guide, Release Notes, and other documents provided with SAP Business One Help Settings: to specify the language of the documentation, and whether to launch it from the local machine or directly from the server Enables you to launch the Welcome screen of the application, which includes useful links to documents and training material. Enables you to: Look for SAP Notes and calls submitted to the support center Support Desk Submit a message to the support center Run the Restore utilities, following explicit instructions from a support consultant Enables you to submit your feedback about application functionality and/or the documentation. Your Feedback About
Function
Welcome Screen
This option is not for submitting messages to the support center. Displays the exact version and build of SAP Business One that you are using.
Toolbar
The toolbar is a collection of icons, located below the menu bar, that provide easy access to commonly used functions. Active functions are shown in color, while inactive ones are grayed out. The functions represented by the buttons are also available in the menu bar. To hide or show a toolbar, right-click in the toolbar area and select or deselect, as required. Toolbar Icons Icon
Print Preview... Print...
Description/Activity Enables you to view a document before printing. See also Print Preview. Prints the active document on the specified printer. Displays the Send Message window, in which you add the E-mail address and enter the text of the message. Displays the Send Message window, in which you enter the phone number and the text of your SMS message.
(Print Preview...)
(Print...) (E-mail...) (SMS...)
E-mail...
SMS...
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Fax...
(Fax...)
Displays the Send Message window, in which you add the Fax number and enter the text for the fax. (Export to MS- Enables you to export data to Microsoft Excel. (Export to MS-
Export to MS-EXCEL...
EXCEL...)
Export to MS-WORD
Enables you to export data to Microsoft Word. Enables you to export data as a PDF (portable document format) file.
WORD)
PDF
(PDF) (Launch
Launch Application...
Application...)
Lock Screen... Find... Add...
Enables you to launch different applications directly from SAP Business One. See also Launch Application. Enables you to lock the active screen. See also File Menu. Switches to Find mode. See also Working in the Find Mode. Switches to Add mode. See also Working in the Add Mode.
(Lock Screen...)
(Find...) (Add...) (First Data Record) (Previous Record)
First Data Record
Previous Record
Enables you to navigate between objects of the same type. See also Data Menu.
Next Record
(Next Record) (Last Data Record) Enables you to search and display specific data in SAP Business One. See Filters in SAP Business One. Enables you to sort data in a table. See Sorting Data in Tables. (Base Document...) Displays a document that has been created on the basis of the selected document or as a follow-up to the selected document. For example, you can view the original sales quotation or the subsequent A/R invoice from a (Target delivery. Displays the Gross Profit window for a sales document. See Gross Profit.
Last Data Record
Filter ...
(Filter ...) (Sort...)
Sort...
Base Document...
Target Document...
Document...)
Gross Profit...
(Gross Profit...)
Payment Means...
Enables you to specify payment means for a document. See Payment (Payment Means...) Means. (Volume Calculates the volume and weight of the items in marketing documents. (Transaction Displays the Transaction Journal Report with the summary of all the accounting transactions. Lets you select a print layout template and edit templates for printing documents and reports. See Print Layout Designer. Displays the Form Settings window with the list of options for the active window. You can change these settings to modify the fields, rows, and
Volume and Weight Calculation...
and Weight Calculation...)

Transaction Journal...
Journal...)
Print Layout Designer...
(Print Layout
Designer...)
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Form Settings...
tables displayed in a window. Additionally, see Tools Menu. (Form Settings...) Displays the Query Manager window. For more information about queries, (Query Manager...) see Query Manager. Displays the Messages/Alerts Overview window, which displays user messages and alerts. The SAP Business One Calendar displays your scheduled meetings, phone calls, and other activities. Displays the SAP Business One online help.
Query Manager...
Messages/Alert Overview...
(Messages/Alert Overview...)
Calendar...
(Calendar...) (Context Help...)
Context Help...
More Information SAP Business One Main Window

Function
Status Bar
The status bar is an area at the bottom of the Main Menu window that displays error messages, system information, and the progress of lengthy work processes, for example, a report being executed, or a running search. The left corner of the status bar displays field names, the number of characters for each field, and error messages. If you have selected System Information from the View menu, the database information for each field on a form also appears, for example, the name of the database table, the number of the form for a particular field, and the position of that field in a table. The central area of the status bar displays the date and time. The right corner of the status bar displays input fields that you drag to that area, for example, the name and telephone number of your vendors contact person. More Information Field Information and System Messages in the Status Bar Displaying User-Specific Information in the Status Bar
Function
Field Information and System Messages in the Status Bar
The left-hand corner of the status bar displays field information and system messages. To display field information, position the cursor over a specific field and the field name and length appear. To display system information for each field in a window, choose position the cursor over a field and its relevant information appears. The following message types appear in the status bar: View System Information ; then
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Confirmation Message Provides information about the successful execution of system functions and does not affect your work; displayed against a green background. Information Message Informs about an action occurring in SAP Business One but does not disturb the workflow; displayed against a blue background. Error Message Appears when you cannot continue a specific action until the error is corrected; displayed against a red background. The error message describes the problem and may offer suggestions for correcting the error. More Information Status Bar
Procedure
Displaying User-Specific Information in the Status Bar
You can display user-specific information in the status bar. For example, while processing transactions for a certain vendor, place the name and the telephone number of the contact person in the status bar. The next time you open that window, the relevant fields appear in the status bar. Procedure
Dragging Information to the Status Bar
1. Open a window that contains fields you want to display in the status bar, for example, Business Partner Master Data. 2. Position the cursor on the required field, and drag it to the right-hand corner of the status bar.
Note
Note
You can display up to four fields. End of the note. Use this procedure to replace old information in the status bar by dragging and dropping new fields.
Note
Note
To delete the user-specific information from the status bar, press Alt and choose the field you want to delete. End of the note. More Information
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Status Bar
Function
Context Menu
The Context menu includes commands relevant to a window or one of its areas. These commands are shortcuts to the most frequently used functions, which may not be available from buttons, icons, or tabs, but are available from other areas in SAP Business One. The options in a Context menu depend on the window. For example, Gross Profit calculation is available from the A/R Invoice window, but not from the Business Partner Master Data window. To access a Context menu, either right-click the window/area, or press the Ctrl+Shift+F10 shortcut key. In certain cases, a submenu may also be available. More Information Menu Bar
Function
Modes in SAP Business One
SAP Business One includes four active work modes: Add, Find, Update, and Confirm. Use the Add mode to enter new data in the application. Use the Find mode to retrieve existing data. You can then view and update the displayed records. Use the Update mode to modify existing information. For example, when you change the business partner or item details, choose Update to approve the change and save it to the database. Use the Confirm mode (the OK command button) to confirm any data change in SAP Business One. More Information Working in the Add Mode Working in the Find Mode Working in the Update and Confirm Modes
Procedure
Working in Add Mode
Use the Add mode to enter new data, such as business partners, items, or sales and purchasing documents, in SAP Business One. The following example adds a new customer. Procedure
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1. Choose
Business Partners
Business Partner Master Data
The Business Partner Master Data window opens in Find mode. 2. Switch to Add mode in one of the following ways: In the menu bar, choose Press Ctrl + A. In the toolbar, choose
Add
Data
Add
(Add).
3. Specify the necessary data, and choose Add. Result You have created a new business partner record. More Information Modes in SAP Business One
Procedure
Working in Find Mode
Use the Find mode to display data you have already entered in SAP Business One. The following example finds an existing A/R invoice. Procedure 1. Choose Sales - A/R A/R Invoice .
The A/R Invoice window opens in the Add mode. 2. Switch to Find mode in one of the following ways: Choose Data Find in the menu bar.
Press Ctrl + F. Choose

Find
(Find) in the toolbar.
3. Enter the search criteria, for example, the customer code, and choose Find. Result A single invoice or a list of invoices appears.
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More Information Modes in SAP Business One

Procedure
Working in Update and Confirm Modes
Use the Update and Confirm (the OK command button) modes to make necessary changes in SAP Business One and to save those changes to the database. You can change business partner or employee information, sales or purchasing documents, and item or payment details. SAP Business One shifts to Update mode when you make a change to a current window. The OK command button becomes Update. Information that you cannot update is disabled. Use the following example to change the customer record you added in Working in the Add Mode. Procedure 1. Choose Business Partners Business Partner Master Data .
The Business Partner Master Data window opens in Find mode. 2. Find a customer you created earlier, as described in Working in the Find Mode. 3. Change the customers currency and update the contact persons details. 4. Choose Update to update the record and save it to the database. SAP Business One shifts to Confirm mode. 5. Choose OK to confirm the action and close the window. More Information Modes in SAP Business One
Function
Search Functions in SAP Business One
SAP Business One enables you to search for different data stored in the application, for example, business partners, items, documents, and so on. You can use the following search functions: Enter one or more words or numbers as search criteria. Use wildcard characters to extend your search results. Run queries to find specific information in SAP Business One. For more details, see Query Wizard and Query Generator. Using wildcard characters extends your search results.
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More Information Searching in Add Mode Searching in Find Mode

Procedure
Searching in Add Mode
You search in the Add mode when creating a business transaction. For example, to create an A/R invoice, you need a customer and an item, which you find by running a search. SAP Business One may contain customers with similar names. In such cases, entering additional search criteria runs a more efficient search. Procedure 1. Choose Sales - A/R A/R Invoice .
The A/R Invoice window appears in Add mode. 2. Use one of the following to enter customer details, and then choose the relevant customer: If you do not know the customer code and name, pressing Tab or choosing From List) produces the List of Business Partners displaying your customer codes.
Choose From List
(Choose
If you know the first character of the customer code or name, specify it, followed by an asterisk (*). For example, entering C* and pressing Tab produces a list of all customer codes starting with C. If you know a partial customer code or name, placing it between asterisks (*) and pressing Tab displays a list of all records that fall within this range. If you know the full customer code or name, entering it in the field and pressing Tab displays the appropriate details in the window. 3. Once you have filled in the relevant details for the customer and the item, proceed with the A/R invoice as described in Creating Sales Documents. More Information Search Functions in SAP Business One
Procedure
Searching in Find Mode
Use the Find mode to search for existing data, such as business partner or employee records, item details, and sales or purchasing documents, in SAP Business One. Searching in Find mode is similar to searching in Add mode, see Searching in Add Mode. Procedure
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Use the example below to search in Find mode. 1. Choose Business Partners Business Partner Master Data .
The Business Partner Master Data window appears in Find mode. 2. Enter search criteria as follows: Enter the first character of the business partner code or name, followed by an asterisk (*), for example, A*. Choose Find, and select the relevant business partner code from the list that appears. If you know a partial business partner code or name, place it between asterisks (*) and press Enter to display a list of all the records that fall within this range. If you know the full business partner code or name, enter it and choose Find to display the appropriate details in the window. Fill in multiple fields to filter the search. 3. Once you have found a relevant business partner, you can view or update the business partner details. More Information Search Functions in SAP Business One
Object
Form Settings Window
The Form Settings window lets you display or hide frequently used fields, rows, and other options for an active window. You can also arrange the table or row format in each window, add more details, and restore default settings. The Form Settings option is available for the Main Menu, Setup, and List of... windows, sales and purchasing documents, incoming and outgoing payments, and reports. To access the window, choose More Information Main Menu: Modules Tab Form Settings for Sales Documents
Object Form Settings...
(Form Settings...) in the toolbar.
Graph Settings
Use the setting parameters in this window to define the appearance of graphs. To access the window, create a report whose data you want to display in a graph, and click .
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To display the Graph Settings window, choose Settings.

Preferences for Graph Fields
Graph Type Select a suitable graph type. No. of Rows To change the number of rows displayed, click Default Displays the default number of rows. Display Legend Details of the graph elements. Element Description of the field included in the graph. Including Displays the element data in the graph.
Function
Common Command Buttons in SAP Business One
A command button is a control that executes an action or causes another action in SAP Business One. The following table explains the most common SAP Business One command buttons: Common Command Buttons Command Button Add OK Cancel Update Select All Clear Selection Expand Collapse Next Back Finish
Procedure
Description Adds a new record to the database, for example, business partner master data, or sales and purchasing documents. Approves a setting or a change, and closes the window. Cancels an action or a change, and closes the window. Saves changed data. For example, you can update business partner or employee records, or item details. Selects all check boxes in a window. The button usually appears in the Selection Criteria window of a report. Deselects all selected check boxes in a window. Shows more details of certain data in a window. Hides certain data in a window. In a wizard, enables you to proceed to the next window. In a wizard, enables you to return to the previous window. In a wizard, enables you to finish entering data and to complete or exit the wizard.
Changing Field Descriptions
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You can modify field names to match the terminology used in your company, enter new field descriptions, or change field formats. Procedure 1. Open the required window, for example, A/R Invoice. 2. Press Ctrl and double-click the name of the field you want to change. The Changing Description window opens. The current field name appears in the Original Description field. 3. Enter the new field name in the New Description field. 4. Select Bold or Italics if required, for example, you can make all the mandatory fields bold. 5. Choose Update and OK.
Note
Note
To revert to the default name, choose Restore Defaults. End of the note.
Function
Common Icons in SAP Business One
An icon is an image representation of a command for a particular operation or action. The following table describes the most commonly used icons in SAP Business One. Common Icons Icon
Choose From List
Description (Choose Use to search for values and criteria, for example, a business partner or an item. Use to select one condition, option, or value from a list. Use to access information from different sources. For example, while creating an A/R invoice, click to display detailed customer information stored in Business Partner Master Data. Enables you to expand information in a window and see more details. Enables you to display and look through different windows to make a selection.
From List)
Function
About Shortcut Keys in SAP Business One
In SAP Business One you can use numerous keys or key combinations to access frequently performed commands or
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operations. These shortcut keys are equivalents of menu commands. SAP Business One provides general shortcut keys with which you might be familiar from other applications, and others you find only in SAP Business One. Many of the shortcut keys are in the menus themselves. See Menu Bar for more information. More Information General Shortcut Keys in SAP Business One Shortcut Keys in Sales and Purchasing Documents Shortcut Keys in Payment Documents Shortcut Keys in Inventory and Production Documents
Function
General Shortcut Keys in SAP Business One
SAP Business One enables you to perform numerous tasks using general shortcut keys. General Shortcut Keys Function Change a field name in a window Move to the next active field Move to the previous active field Enter today's date Enter a date in the current month Enter a date in the current year Shortcut Keys Press and hold Ctrl + double-click the field name to open the Changing Description window. Press Tab. Press and hold Shift + Tab.
Enter any non-numeric character + Tab, for example, W + Tab. Enter a digit for a date + Tab, for example, 12+Tab for March 12, where March is the current month. Enter digits for a date and month + Tab, for example, 1212+Tab for December 12, 2006, where 2006 is the current year. Enter digits for a day, month, and year + Tab, for example, 121205+Tab for December Enter any date 12, 2005. Select the first row, press Shift and select the last row. Select successive rows Select any displayed rows Select the first row, press Ctrl and select the next relevant row. Press Ctrl + select the relevant row. Deselect a row
More Information About Shortcut Keys in SAP Business One

Function
Shortcut Keys in Sales and Purchasing Documents
Use the following shortcut keys to process sales and purchasing documents quickly.
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Shortcut Keys in Sales and Purchasing Function Display a base document Menu Command Goto Base Document
Ctrl
Shortcut Key +N
Display a target document Display detailed row information Display the Payment Means window Display the Gross Profit window Display the Volume & Weight Calculation window of delivered items
Goto
Target Document
Ctrl
+T +L +Y +G +W
Goto Goto
Row Details Payment Means
Ctrl
Ctrl
Goto Goto Calculation
Gross Profit Volume and Weight
Ctrl
Ctrl
Generate the Transaction Journal report
Goto Journal...
Transaction
Ctrl
+J
Position the cursor in the Business Partner Code field Code Move to the first row in the table Move to the last row in the table Proceed to the Remarks field Display the serial/batch number-related information
Goto
Business Partner
Ctrl
+U +H +E +R
Goto Goto Goto Goto Numbers
First Row Last Row Remarks Batch/Serial
Ctrl Ctrl Ctrl Ctrl
+ Tab in the Quantity field
Display a list of alternative items
Goto
Alternative Items
Ctrl + Tab in the Item Number field
Display the item allocation in a warehouse
Goto Report
Warehouse Balance
Ctrl
+ Tab in the Whse
field

Function
Shortcut Keys in Payment Documents
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Use the following shortcut keys in incoming and outgoing payments. Shortcut Keys in Payment Documents Function Display the Payment Means window Menu Command Goto Means... Generate the Transaction Journal report Goto Transaction Journal... Position the cursor in the Business Partner Code field Goto Partner Code Move to the first row in the table Goto First Row Ctrl + H Business
Ctrl Ctrl
Shortcut Key
Ctrl
Payment
+Y
+J
+U
Move to the last row in the table
Goto
Last Row Ctrl + E
Proceed to the Remarks field
Goto
Remarks Ctrl + R
Copy the amount due to the Total or Amount fields in the Payment Meanswindow Move to the next active field after you have changed the business partner name or a G/L account name in Checks for Payment More Information About Shortcut Keys in SAP Business One
Function
Right Click Copy Balance Due
Ctrl
+ B in the Total or Amount field + Shift + Tab
Ctrl
Shortcut Keys in Inventory and Production Documents
Use the following shortcut keys when processing inventory (goods receipt, goods issue) and production documents (receipt from production and issue for production) Shortcut Keys in Inventory and Production Documents Function Display the details of the selected row Move to the first row in the table Move to the last row in the table Menu Command Goto Goto Goto Row Details... First Row Last Row
Ctrl Ctrl Ctrl
Shortcut key +L +H +E
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Proceed to the Remarks field Display the batch or serial numbers for the item, if exist
Goto Goto Numbers
Remarks Batch/Serial
Ctrl Ctrl
+R + Tab in the Quantity
field

Function
Document Drafts
This function allows you to display and process document drafts created in SAP Business One. By generating and displaying a list of drafts according to the users specifications, you can choose whether to remove, update, or add certain drafts. More Information Creating Regular Documents from Drafts Saving Documents as Drafts Deleting Drafts Document Drafts - Selection Criteria Document Drafts Window
Procedure
Creating Regular Documents from Drafts
Procedure 1. Depending on the type of document you want to create, proceed as follows: Sales documents Choose Sales A/R Sales Reports Document Drafts Report . In the Document Drafts Selection Criteria window, specify the required parameters and choose OK. Purchasing documents Choose Purchasing A/P Purchasing Reports Document Drafts Report Document Drafts Selection Criteria window, specify the required parameters and choose OK. Incoming payment documents Choose Banking Incoming Payments Payment Drafts Report . . In the
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Outgoing payment documents Choose Banking Payment Drafts. 2. Double-click the required draft. The document window appears in Add mode. 3. Make any necessary changes and choose Add.
Note
Outgoing Payments
Payment Drafts Report
or Checks for
Note
Since the number assigned to the regular document created from a draft is the one that currently appears in a new document, it might be different than the one originally assigned to the draft. End of the note. Result The status of the draft is Closed. More Information Document Drafts
Object
Document Drafts - Selection Criteria
You use the selection criteria described in the table below to display document drafts. To access the window, choose one of the following: Sales A/R Purchasing A/P Reports Structure Document Drafts Selection Criteria Fields Field User Open Only When deselected, also displays drafts that have been created or are pending. Displays sales document drafts: Sales Quotations, Sales Orders, Deliveries, Returns, A/R Down Activity / Description Choose a user name for which you want to display drafts. Displays only the drafts that have not been added yet as original documents in SAP Business One. Sales Reports Document Drafts Reports Document Drafts Reports .
Purchasing Reports
Sales and Purchasing
Document Drafts Reports
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Payments, A/R Invoices, and A/R Credit Memos. Sales - A/R Select one or more options to include the drafts created for these documents. Displays purchasing document drafts: Purchase Orders, Goods Receipt POs, Goods Returns, A/P Down Payments, A/P Invoices, and A/P Credit Memos. Select one or more options to include the drafts created for these documents. Displays inventory document drafts: Goods Receipts, Goods Issue, Inventory Transfers, and Landed Costs. Select to include drafts for the inventory transfer documents. More Information Document Drafts
Object
Purchasing A/P
Inventory
Document Drafts Window
This window displays document drafts based on the selections made in the Document Drafts - Selection Criteria window. Double-click a row to display and process a specific document draft. To remove or change the document draft status, choose the relevant option in the Data menu in SAP Business One. The following are the default fields. To see more details about the drafts displayed, choose Settings) and select additional columns. Structure Document Drafts Window Field Description/Activity Document, Document No., Posting Date, BP Code, These fields provide general information regarding the Total, Remarks displayed document drafts. More Information Document Drafts
Procedure Form Settings
(Form
Saving Documents as Drafts
In SAP Business One, you can save most documents as drafts. This allows you to change and process them before adding them to the database as regular documents. The following types of documents can be saved as drafts: Sales and purchasing documents
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Incoming and outgoing payments Checks for payment Inventory transfer documents Procedure 1. Select the document you want to save as a draft. 2. Specify all required data. 3. On the menu bar, choose
Procedure
File
Save as Draft
Deleting Document Drafts
The following procedure explains how to delete documents that were saved as drafts. Procedure 1. From the SAP Business One Main Menu, choose Reports , or Purchasing A/P Sales A/R Sales Reports Document Drafts .
Purchasing Reports
Document Drafts Reports
The Document Drafts - Selection Criteria window appears. 2. Set the required parameters to display the drafts you want to delete. 3. Select one draft, and in the menu bar, choose The selected document is removed from the list. 4. In the Document Drafts - Selection Criteria window, choose Update. 5. Repeat the procedure for each relevant draft. More Information Document Drafts Document Drafts - Selection Criteria
Function
Data
Remove
Filters in SAP Business One
Filters refine your search in SAP Business One. For example, when a report yields too many records, you can narrow the search to records pertaining to a specific customer code or due date range. The following table explains the various available filter rules.
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By default, SAP Business One saves the last filter for the Filter Table window and the form itself. The next time you open the form, it appears filtered. However, you can cancel this feature. Filter Rules Filter Value Equal Not Equal In Range Out of Range Description Displays all rows with records that equal the value in the Value field. Displays all rows with records that do not equal the value in the Value field. Displays all rows with records that are within the range of values between the Value and To Value fields. Displays all rows with records that are outside the range of values between the Value and To Value fields. Displays all rows with records that are larger than the value in the Value field.
Greater than Greater or Displays all rows with records that are larger than or the same as the value in the Value field. Equal Smaller than Displays all rows with records that are smaller than the value in the Value field. Smaller or Equal Displays all rows with records that are smaller than or the same as the one in the Value field. Is Empty Displays all rows that do not contain any records. Is Not Empty Displays all rows which contain records. More Information Filtering Data in SAP Business One Filter Window Fields
Procedure
Filtering Data in SAP Business One
Use the procedure below to filter data in SAP Business One. Procedure 1. In SAP Business One, select a document or report containing data you want to filter. 2. In the toolbar, choose
Filter Table...
(Filter Table...).
The Filter Table window appears. 3. Define the filter as required, selecting the appropriate rules and values. 4. Choose Filter to confirm filter definitions. The selected window appears with the required filtered data. The filtered fields appear with the (Filter) icon. 5. Choose OK to close the Filter Table window.
Removing Filters from the Form
Filter
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1. To remove the filter from the document or report, choose More Information Filters in SAP Business One Filter Window Fields
Object
Filter Table...
(Filter Table...) in the toolbar.
Filter Table Window Fields
The Filter Table window lets you set rules to retrieve specific results for any data you have specified. To access the window, select a form and the data you want to filter, and choose
Note Filter Table ...
(Filter Table ...).
Note
Filter Fields
Field Displays fields of the selected form, for example, G/L Accounts and Business Partners. Rule Select one of the rules according to which you want to filter the records. Value Select a value to answer the rule. To Value Select a value if the rule that you have selected is either In Range, or Out of Range. For all other rules the field is disabled. Filter Confirms filter definitions. After confirming, choose OK to close the window. Cancel Cancels the selections and closes the window. Clear Deletes all filter definitions that you have made. More Information Filtering Data in SAP Business One Filters in SAP Business One
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Procedure
Sorting Data in SAP Business One
Procedure In SAP Business one you can change the order in which data appears in tables. Usually, data is presented in ascending order according to the contents of the first column. To sort the data in descending order, press Alt and double-click a column header. To sort the data in ascending order, double-click the header of a column. For example, you can sort the list of customers by the customer name. More Information Sorting Data in Tables Sort Table Window
Procedure
Sorting Data in Tables
Use the procedure below to sort records in tables. Procedure 1. Open any window containing a table, for example, the Open Items List. 2. Choose Data Sort Table .
The Sort Table window appears. 3. In the Column field, select the first column to be sorted. 4. In the Order field, select whether to sort the data in ascending or descending order. 5. After specifying all the sort criteria, choose Sort Table. Result The data is displayed in the sorted order. More Information Sorting Data in SAP Business One
Object
Sort Table Window
Use the Sort Table window to sort records, in ascending or descending order, in tables, for example, in reports.
Sort Table Fields
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Column Select any table column by which you want to sort first. Order Select an ascending or descending order for sorting the records. Restore Default Restores the default view of the records. More Information Sorting Data in SAP Business One Sorting Data in Tables
Component
Working with SAP Business One
SAP Business One provides you with instant access to all your companys information, as well as extensive reports and detailed documents covering every aspect of your business, all in real-time. SAP Business One offers an all-in-one solution for sales, production, accounting, purchasing and administration, right through to banking. To begin working with the system, see the following: Initializing the System Getting Started
Component
Administration
The Administration module provides tools that enable you to: Customize and back up data Define currency exchange rates Configure permissions and alerts Access information from non-SAP software using data import and export functions Define authorizations and alerts, the internal mail organization, basic E-mail settings and other information Specify the system setup and system parameters Perform regular maintenance functions for your system
Process
Initializing the System
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To ensure that SAP Business One operates according to your company's specifications, use the following checklist to ensure that all the required areas have been configured and the default settings have been defined. Although you can use SAP Business One without configuring these settings, it is not an efficient way to use the system and many difficulties may occur. Prerequisites To test your configuration, create a test company. System initialization must be performed separately for each company that is defined in SAP Business One. The demo company that is provided with the installation is not suitable for this purpose. Process Use the following checklist to define the initial settings: Creating a New Company Setting the Company Address Defining the Company Calendar Defining Account Segmentation Defining Purchase Accounting Defining Currencies Defining Document Numbering Defining Document Settings Defining the Chart of Accounts Template Defining G/L Accounts Defining Print Preferences Define Tax Categories Defining Payment Terms Defining Sales Employees Defining Commission Groups Defining the Calculation of Commissions Defining Inventory and Item Settings Defining Business Partner Settings Defining Cost Accounting Defining Service Settings
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Defining Users Defining Authorizations Defining Approval Procedures Defining Alert Services Defining Address Formats Defining Countries Defining Territories Defining Display Settings
Process
License Administration
SAP Business One Product version is shipped with a 31-day evaluation period. At the end of this period, you will no longer have access to SAP Business One. To continue working with SAP Business One after the evaluation period, you must get a permanent license key assigned from SAP. This topic describes the process of applying for and activating a permanent license for new installations and upgrades. For complete and detailed information, refer to the License Guide in the Documentation folder of the installation CD. Process The steps in license activation include: 1. You decide on the required license options (see License Guide) 2. Extract hardware key from the Service Manager or from the SAP Business One application 3. Post a request for license key 4. SAP sends you the license key via e-mail 5. Import your license key file using Service Manager or the SAP Business One application Result You can run the SAP Business One application permanently with the number of licenses as specified in your license key. In addition, you can view your current license information in the License Administration window ( Administration
Procedure
License)
Importing a New License Key File
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The License Administration window window lets you import a new license file whenever is necessary (for example, license has expired or you require additional licenses). Procedure 1. From Administration License , choose License Configuration.
2. Choose Import License File, then locate and select the file you want from the window that opens. More Information Getting a License Key (Upgrades) Getting a License Key (New Installations)
Procedure
Returning Unused Licenses
You can return licenses that are no longer in use to SAP by posting a new request in the SAP Service Marketplace. Procedure 1. In the internet address service.sap.com/licensekey, choose SAP Solutions for SMB. 2. Choose Request License Key, and then the corresponding installation number. 3. Choose the icon next to the system you want to change. 4. In the following screen, modify the number of users in the appropriate field. 5. Choose Submit to post the request. You will receive a new license key file from SAP. 6. Import the new file. More Information Importing a New License Key File Allocating Licenses
Procedure
Creating an Add-On Identifier
To run add-ons on client machines, you need to create an identifier string that will allow the license service to recognize them. In runtime, the identifier string is passed to the SDK before connecting to the SAP Business One application. The license service then checks for a valid license in your license file. For more information, refer to the SAP Business One License Guide under theDocumentation folder of the installation CD.
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Caution
Caution
Add-ons developed in ASP .NET use a default user to connect to the application. This user does not have remote access rights. If the license service is installed on a remote machine, the add-on cannot connect to the license service, and the license service cannotvalidate your add-on license, causing connection failure. To resolve this issue: Install the license service on the same machine as IIS is installed. Configure ASP .NET to a different user who has remote access rights. End of the caution. Prerequisites To generate an add-on identifier string for Solution add-ons, you must get a License Key Name from SAP by posting a request in the SAP Service Marketplace. Procedure 1. From Administration License , choose Add-On Identifier Generator.
2. Choose the license for which you are generating the identifier: Development to run add-ons under the Development license Implementation to run add-ons under the Implementation license Solution to run add-ons under a distribution (Add-On Solution) license 3. If you are generating an identifier string for a Solution add-on, copy the license key name you received from SAP into the appropriate field. Make sure to copy only the add-on name without the database type. 4. Choose Generate. 5. Copy the generated string to your code and make sure to set the AddonIdentifier property before you call the Connect method. Example UI API
SboGuiApi.AddonnIdentifier = 4CC5B8A4E0213A68489E38CB4052855EE8678CD237F64D1C11CD2707A54EBD245D596E4050AE9B929FBD0FAB44F6 SboGuiApi.Connect
DI API
Dim cmp As SAPbobsCOM.Company Set cmp = New SAPbobsCOM.Company cmp.UserName = "manager" cmp.CompanyDB = "SBODemo_US" cmp.Password = "manager" cmp.Server = local cmp.AddonIdentifier = 4CC5B8A4E0213A68489E38CB4052855EE8678CD237F64D1C11CD2707A54EBD245D596E4050AE9B929FBD0FAB44F6 cmp.Connect
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Process
Add-On Installation
To install an add-on for SAP Business One on workstations, you need to register the add-on with the application. The registration allows the application to recognize the add-on and run it according to your specific company and user preferences. You only need to register an add-on once from any SAP Business One workstation. The registration uploads the addon installation package to the SAP Business One server.
Note
Note
SAP Add-Ons are registered automatically during the installation of SAP Business One. To install SAP Add-Ons, begin with Step 2 below. End of the note. Prerequisites To register add-ons you must have: Add-on registration data file (.ard) Setup.exe file Superuser authorization in SAP Business One Process 1. You register the add-on (see Registering Add-Ons). 2. You set company preferences (see Setting Company Preferences). 3. You set user-specific preferences (see Setting User Preferences). 4. You run the add-ons (see Starting and Stopping Add-Ons). Result The SAP Business One application automatically installs the add-on when logging on to the company database to which the add-on is registered. More Information Removing Add-Ons
Procedure
Registering Add-Ons
The following procedure is relevant for non-SAP add-on. SAP add-ons are registered during installation.
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Procedure 1. From the SAP Business One Main Menu, choose Administration . Administration Add-Ons Add-On
2. Choose Register Add-On. The Add-On Registrationwindow appears. 3. In the Registration Data File field, choose
Browse
(Browse). Locate and select the .ard file for the add-on.
If the .ard file contains installer information and the installer file is located in the same folder as the .ard file, the system fills the Installation Package field automatically. 4. In the Installation Package field, choose on.
Browse
(Browse). Locate and select the setup.exe file for the add-
To automatically assign the add-on to the currently connected company, select Assign to Current Company. To automatically install the add-on after registration, select Install as Part of Registration. The application installs the add-on on the current machine only immediately after registration you do not have to log off and log on again. The installation on other machines depends on company and user preferences. Add-ons that are not mandatory are registered as Disabled and Active for the company. 5. To register the add-on, choose OK. The add-on appears in the Company-Assigned Add-Ons list in the Add-On Administration window, indicating that it is registered and assigned to the current company. 6. To notify SAP Business One users about new add-ons, choose Send Notification to Users. A new form opens where you can enter the message header and text. To send the message, choose Send Notification. The message is sent to all the users in this company. Users receive the notification about a minute after you send it. 7. To close the Add-On Administration window, choose OK. You can now set company- and user-specific preferences for the add-on. These preferences determine how the add-on is deployed to end-user workstations on their next logon to the company. More Information Setting Company Preferences Setting User Preferences Starting and Stopping Add-Ons
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Procedure
Setting Company Preferences
For each registered add-on, you can set company preferences that apply to any user logging on to this company. Prerequisites To set company preferences for an add-on, the add-on must be assigned to the current company. Procedure 1. In the Add-On Administration window, choose the Company Preferences tab. 2. Set the Default Group: This selection determines how the add-on is launched for all users connected to the company. Manual The add-on is not started automatically by the SAP Business One application. Users can run the add-on at any time. When a manual add-on is stopped, a message informs the user. Automatic The add-on is started automatically by the SAP Business One application. Users can stop automatic add-ons without affecting the SAP Business One application. The application issues a warning when an automatic add-on is stopped. Mandatory The add-on is necessary for the successful operation of the SAP Business One application. The application will launch the add-on at start-up and will shut down if the add-on is terminated for any reason.
Note
Note
For Automatic and Manual you can override the company preferences by setting different preferences for specific users in the company. For more information, see Setting User Preferences End of the note. 3. Select Active (if it is not selected already). To temporarily disable an assigned add-on for debugging purposes, clear this option. A deactivated add-on will not be available for this company and all its users. 4. If required, select Force Install: This option forces the SAP Business One application to reinstall the add-on in case it failed to install. Each time a user logs on to the company, the application will try to reinstall the add-on. If the add-on is already installed, the application will not reinstall it.
Down Arrow Up Arrow
5. To change the order in which assigned add-ons receive events, click (Up Arrow).
(Down Arrow) or
The order is determined by the order of appearance (from top to bottom) in the Company Assigned Add-On list. 6. To save your settings, choose Update.
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More Information Starting and Stopping Add-Ons

Procedure
Setting User Preferences
In addition to company preferences, you can also set preferences for specific users in the company. The preferences for a specific user override the company preferences.
Note
Note
You cannot set user preferences for an add-on that is defined as Mandatory in the company preferences. End of the note. Procedure 1. In the Add-On Administration window, choose the User Preferences tab. 2. Select a user from the Users list. 3. In the Preferences column, select one of the following options: Manual The add-on is not started automatically by the SAP Business One application. Users can run the add-on at any time. When a manual add-on is stopped, a message informs the user. Automatic The add-on is started automatically by the SAP Business One application. Users can stop an automatic add-on without affecting the SAP Business One application. The application issues a warning when an automatic add-on is stopped. Disabled The add-on is disabled for the selected user. Default The add-on settings for this user are taken from the company preferences. 4. To save your settings, choose Update. More Information Setting Company Preferences
Procedure
Starting and Stopping Add-Ons
Add-ons are started and stopped based on the company and user preferences you made for this add-on in the Add-On Administration window: Either the SAP Business One application starts the add-on automatically or the user can start the add-on manually using the Add-On Manager. In the Pending Add-Ons tab, you can also view a list of add-ons that are registered for the company but not yet installed on the current client machine.
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Procedure 1. From the SAP Business One Main Menu, choose Manager . Administration Add-Ons Add-On
The Add-On Manager window appears. 2. Select the relevant add-on and choose Start or Stop as required. When you stop an add-on, the Status column shows Disconnected. When you start an add-on, the Status column shows Connected. 3. To close the Add-On Manager window, choose OK. 4. If you started the add-on, you can now run it from the appropriate location in the menu bar. For specific details, refer to the add-on documentation. More Information Removing Add-Ons
Procedure
Removing Add-Ons
You must use SAP Business One Add-On Administration to remove add-ons. In this way, the add-on installation package is removed from the SAP Business One server. When any SAP Business One workstation with the installed add-on subsequently connects to this server, the application will automatically remove the add-on from the workstation. Procedure 1. On the Main Menu, choose Administration Add-Ons Add-On Administration .
2. Choose the Company Preferences tab. 3. In the Company-Assigned Add-Ons list, select the add-on you want to remove and click Dock Arrow). The add-on is removed from the list. 4. Select the add-on in the Available Add-Ons list and choose Remove Add-On. The add-on is removed from the list. The system will automatically remove the add-on the next time you start the SAP Business One application from any workstation that is connected to the server.
Note Left Dock Arrow
(Left
Note
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If the add-on was installed on different SAP Business One servers and it is later removed from only one of the servers in the landscape, the add-on will not be removed from the workstation at restart. End of the note.
Procedure
Defining Settings for Add-On Log Files
SAP Business One provides central logging function for system messages for all SAP Business One add-ons. The log files are stored in the SAP Business One Log subdirectory in your temp directory. A log file contains the following information: Structure of Log Files for SAP Business One Add-Ons Field Date Time AppID ExtID Description Displays the date on which the message was created. Format: YYYY-MM-DD Displays the time at which the message was created. Format: HH:MM:SS.mmm Displays the ID of the application instance of SAP Business One. Displays the ID of the add-on for which the message was generated. Specifies the severity of the message. The following levels are available: Error Level Warning Information Debug Scope Specifies in combination with the debug level additional context information. Message Displays the string for the message. Procedure 1. To define the settings for add-on log files, from the SAP Business One Main Menu, choose Administration Add-Ons SAP Add-On Log Settings .
This menu option is only available when an SAP Business One add-on has been started. The SAP Add-On Log Settings window appears. 2. In the Severity Level of Log Messages to Record field, click to select from the following: Error. The system only logs error messages. This is the default setting. Warning. Both errors and warnings are logged. Information. Errors, warnings, and information messages are logged. Debug. Errors, warnings, information, and debug messages are logged. The severity levels are also numbered from 1 to 6. The higher the number, the more information is included in
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the log file. 3. In the Maximum Number of Log Files to Maintain field, enter the number of log files to be created. The default value is 2. 4. In the Maximum Size Per Log File field, enter a log file size. The default value is 1 megabyte. When the size of a log file exceeds the value in this field, the system creates a new log file. These files remain as a log history until the number of files exceeds the value you defined in Step 3. Then the system overwrites previous files. 5. To save your settings, choose OK.
Component
Financials
The Financials module enables you to perform all the accounting transactions generated by the daily activities of the business, such as making journal entries, handling tax issues, and creating the reports required by users in the different levels of the business. Since business comprises complicated processes, SAP Business One provides a variety of tools for all required financial activities.
Procedure
VAT Correction, Portugal and Belgium
Use this procedure to perform VAT corrections for A/R and A/P credit memos when required. Prerequisites You have defined tax groups in Tax Groups . Administration Setup Financials Tax Define
VAT corrections are based on tax group definitions. You have added new tax groups in the Tax Groups Setup window that will be specified and used as the correction tax codes. You have chosen, for the correction tax groups, accounts that are used only for this purpose. You have specified for each relevant tax code the proper correction tax group. Procedure When you need to correct the VAT for an A/R or A/P invoice: 1. If the tax group involved in the invoice to be corrected does not have a correction tax code, define one. 2. Open an A/P or A/R credit memo (depending on the invoice type), and choose Invoice to open the Choose from
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List window, which displays the available invoices. 3. Choose the invoice to be corrected, and copy it to the credit memo. 4. The tax code appearing in the drawn rows is the correction tax code that is defined for the original tax code in the invoice to be corrected. Change this tax code if required. 5. Add the credit memo. Result After the credit memo is added, the tax transaction is posted to the account defined for the correction tax group.
Procedure
VAT Calculation, EU
The following procedure provides a working method by which the VAT is automatically calculated in manual journal entries (including those created through recurring postings, postings templates and journal vouchers). Prerequisites The following preliminary definitions should be made in order to have the VAT calculated automatically. You have gone to Financials Chart of Accounts and chosen the Account Details button. In the displayed G/L Account Details window, you defined the relevant default tax group for each account and whether or not to allow changing the chosen VAT group in transactions. You have gone to Administration System Initialization Document Settings Per
Document tab. From the drop-down menu, you chose Journal Entry and defined whether or not to use automatic VAT calculation.
Note
Note
In order to create a one time journal entry without having the VAT calculated automatically, go to the Form Settings Journal Entry window and clear the Auto VAT checkbox. End of the note. Procedure 1. Choose a base account. The default VAT group defined for this account appears in the Tax Group field in a journal entry, and in the Tax Code field in a service document. In a manual journal entry, a row for the account defined as a tax account for the chosen tax group automatically appears in gray. This tax account row is filled automatically and is not editable. 2. If changing VAT groups is allowed, the VAT Group and VAT Code fields are activated. You can choose a different VAT group.
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3. Enter a debit or credit amount for the chosen account. The tax amount is calculated according to the VAT amount and entered in the Tax Amount field.
Note
Note
To avoid calculating the credit or debit amount in advance, you can enter the total amount including VAT in the Gross Value field and SAP Business One automatically calculates the debit or credit amount and the VAT amount. Note that the gross value can be entered in local currency only. End of the note. 4. Complete the journal entry, and add it. The behavior described above for manual journal entries is relevant for journal entries created through posting templates, recurring postings, and journal vouchers, as well.
Note
Note
SAP Business One can calculate the VAT according to the sign at the amount in the transaction and not only according to the side it appears on. For example, a VAT amount on the debit side with a minus sign is considered as a VAT amount on the credit side. When creating an invoice for a service and no VAT group is defined for the selected account, SAP Business One uses the default VAT group defined in Account Determination End of the note.
Procedure
Administration
Setup
Financials
G/L
Deferred Tax, Mexico
You can report collected or paid tax according to: The date the A/R or A/P invoice is created The time the tax is actually paid (deferred tax method) The documents covered by the deferred tax system are: A/R and A/P invoices, A/R and A/P credit memos, A/R and A/P down payment invoices. Incoming and outgoing payment documents based on invoices subject to deferred tax are also affected by the deferred tax method, as explained further down. Prerequisites In order to use the deferred tax method in a SAP Business One company: In Administration System Initialization Company Details Accounting Data you have determined whether to manage a deferred tax system for customers, vendors, or both. ,
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In Business Partners Business Partner Master Data Accounting defined whether to include each business partner in the deferred tax system.
Tax
, you have
Since the reporting according to the deferred tax method is done by using special G/L accounts, in Administration Setup Financials Tax Define Tax Codes you have related to each tax code you wish to include in the deferred tax system, and in a deferred tax account. Procedure 1. Open the document type you wish to create and choose the required business partner. The Deferred Tax checkbox on the Accounting tab of the document is automatically selected if the chosen business partner is subject to deferred tax. 2. Process the document, making sure that the tax codes used in the document (for items or service) contain a deferred tax account. 3. Add the document. Result The journal entry created by the document is recorded in the deferred tax account defined in the tax code. When an incoming or outgoing payment document is created for an invoice that is subject to deferred tax, the tax amounts are posted to the deferred tax account according to the payment means: Cash the due date and the tax date are identical to the payment posting date. Check each check creates a separate line in the journal entry, posted in the deferred tax account. The value date of each check row is identical to the due date of the check. Bank Transfer the transfer date defined in Payment Means value date of the deferred tax line in the journal entry. Bank Transfer is taken as the
Credit Card each credit card payment creates a separate line in the journal entry, posted in the deferred tax account. The value date of each credit card payment row is identical to the due date of the credit card payment. The tax included in the documents created under the deferred tax method is reported through the Deferred Sales and Purchase Ledger or through More Information Tax Codes Setup Window Payment Means: Bank Transfer Tab
Procedure
Financials
Financials Reports
Accounting
Tax
Withholding Tax: Mexico and Chile
SAP Business One enables you to maintain a withholding tax system for sales and purchasing documents that may contain more than one type of withholding.
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Prerequisites On the Tax sub-tab of both the Purchase and Sales tabs, you have defined whether to use withholding tax in sales and purchasing documents, and have entered the accompanying details. You have defined the different types of withholding tax codes. You have determined at the business partner level whether each business partner is subject to withholding tax. If your company manages freight in documents, you have specified whether freight defined in the Freight Setup window is liable for withholding tax. Procedure 1. Open the invoice you want to create, choose the required business partner, and enter the remaining details. 2. To create the invoice, choose Add. If the chosen business partner is subject to withholding tax, the following system message appears:
Withholding tax will be calculated, open the withholding tax table for editing?
3. To open the Withholding Tax Table window, choose Yes. There you can view how the withholding tax amount of the document is calculated, and make changes if required. Result In the newly-added document, the WT Amount field displays the calculated withholding tax amount for the document, and the arrow found next to it opens the Withholding Tax Table window in which the user can view how this amount was calculated. The withholding tax amounts included in the invoices created in SAP Business One are reported through the Withholding Tax report. More Information G/L Account Determination: Purchase Tab G/L Account Determination: Sales Tab Withholding Tax Codes - Setup Window
Process
Revaluation: Chile, Costa Rica, Guatemala & Mexico
The revaluation process enables a business to update the value of its assets according to a specific index and price list. Prerequisites You have determined the index according to which the revaluation process will be performed ( Administration Setup Financials Indexes ).
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You have entered the correct rates for the revaluated period ( Indexes ).
Administration
Exchange Rates and
You have defined the G/L account to be revaluated, whether to revaluate it according to index or price list, and whether the revaluated amount of the account (in the case of G/L accounts revaluation) should be posted to the same account or to a different account ( Financials Chart of Accounts ).
You have defined an inventory revaluation account and inventory revaluation offsetting account ( Administration Setup G/L Account Determination Inventory tab).
A Mexican company should also define cost of sales revaluation and cost of sales revaluation offsetting accounts. The following information refers to optional definitions: If you set G/L accounts for items by warehouse, define the above-mentioned accounts in Setup Inventory Define Warehouses Accounting tab. Administration
If you choose not to define those accounts, once an inventory revaluation posting is created, it is recorded by default to the accounts defined in Inventory tab. Administration Setup G/L Account Determination
If you set G/L accounts for items by item groups, define the above-mentioned accounts in Administration Setup Inventory Item Groups Accounting tab.
If you choose not to define those accounts, once an inventory revaluation posting is created, it is recorded by default as explained in the previous bullet. If you set the G/L accounts for items in the item level, you must define for every item the accounts mentioned above. If you choose not to, once an inventory revaluation posting is created, it is recorded by default as explained in the previous bullet.
Note
Note Administration
The accounts appearing in new items, item groups, and warehouses are taken by default from Setup End of the note. Process The revaluation in SAP Business One is done in the items level and in the G/L accounts level. Financials G/L Account Determination Inventory tab.
1. After you have made the preliminary definitions, use the Inventory Revaluation wizard to revaluate the required items according to user-defined parameters.
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Items can be revaluated according to a specific price list and a selected index, or only by the index. The inventory revaluation is the basis of the whole revaluation process. 2. For Mexican companies only, make the required adjustments for the cost of sales accounts. This way you ensure that all the relevant postings are considered when revaluating the G/L account. Use the Cost of Sale Revaluation wizard to define the relevant parameters and to perform the cost of sale revaluation. 3. Run the G/L Account Revaluation wizard, which revaluates the G/L accounts according to user-defined parameters. 4. If your company works with production trees (Bill of Material) use the Update Parent Item Prices Globally function to update the price of parent items according to the revaluated prices of the child items. More Information Indexes - Setup Window G/L Account Determination: Inventory Tab
Function
Inventory Revaluation Wizard
Stock realuation is the first step in the revaluation process performed by SAP Business One. The Inventory Revaluation wizard guides you through the 7-step process of defining the required parameters for stock revaluation, observing revaluation recommendations and performing the revaluation. The stock revaluation recommendations are presented on thr screen in an intuitive and user-friendly way. Prerequisites The Inventory Revaluation wizard can be used only when managing continuous stock system, and valuating the inventory according to moving average method or FIFO method. When valuating inventory according the standard price method, the stock revaluation wizard can not be used. Update the item price in the price lists of SAP Business One. This is necessary when performing the revaluation according to a specific price list of SAP Business One. If there is no price for an item in the price list used for the revaluation, the revaluation is failed. Enter values to the index table. Since the revaluation process is based on the Index values, make sure you entered the correct values for the revaluation period. Activities To revaluate stock by using the Inventory Revaluation Wizard go to: Inventory Revaluation Wizard More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico
Procedure
Financials
Revaluation
and follow the instructions, step by step.
Cost of Sale Revaluation Wizard
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Cost of sale revaluation is the second step in the revaluation process performed by SAP Business One. This wizard guides you through the process of defining the required parameters for cost of sale revaluation, observing revaluation recommendations and performing the revaluation.
Note
Note
This wizard is not applicable in Chile. End of the note. Prerequisites You have run the stock revaluation process so as to include the resulting postings in the cost of sale revaluation. You have posted all journal entries for the revaluation period, so as to include them in the revaluation process and achieve an accurate result. You have enter the values in the Index table the cost of sale revaluation is performed based on index values. Missing or incorrect index values might cause faulty revaluation results. Procedure 1. Select whether to create a new wizard or run a saved one. 2. Choose the items you wish to include in the cost of sale revaluation. 3. Define the revaluation period by selecting the required month and year from the drop-down lists. 4. Choose the price list to be used as the price source for the revaluation 5. Select whether to post the revaluation transaction to the cost of sale revaluation account or to the cost of sale account itself. 6. View the posting recommendation and select the posting to be executed. 7. Select whether to execute the wizard you defined, or to save it and run it in the future. More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico
Procedure
G/L Accounts Revaluation Wizard (Chile, Costa Rica, Guatemala and Mexico)
G/L account revaluation is the last step in the revaluation process performed by SAP Business One. The G/L accounts revaluation wizard guides you through the five-step process of defining the required parameters for G/L accounts revaluation, observing revaluation recommendations, and performing the revaluation. The G/L account revaluation recommendations are presented on the screen in an intuitive and user-friendly way. Prerequisites
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You have entered the values in the index table. The revaluation is performed according to the index values; therefore, it is important to enter accurate values. You have run the exchange rate difference process. To start the exchange rate process choose Open Exchange Rate Difference, or go to Differences Procedure 1. In Revaluation an existing one. G/L Accounts Revaluation , choose whether to start a new wizard or to run Financials . Exchange Rate
2. Choose the accounts you wish to revaluate. 3. Enter the date to revaluate to and choose the index according to which you wish to run the revaluation. The month and year of the date are displayed in the To fields, and the respective value of the chosen index is displayed in the Value field. 4. View the recommendation of postings, and select which postings to execute. 5. Select whether to execute the recommendation, or save the wizard for future use. More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico
Process
Perpetual Inventory
A perpetual inventory system reflects the value of stock postings by means of monetary transactions in the accounting system. These monetary transactions are carried out only when items defined as WH (warehousing) items are received or released from stock.
Note
Note
A perpetual inventory system should be determined during basic initialization, before any transactions have been posted. End of the note. The three possible costing methods used for calculating the inventory value are: Moving Average calculates inventory value by the item cost The Item Cost field, located on the Inventory Data tab of the Item Master Data window, is updated dynamically by every stock receipt posting. Standard Price calculates inventory value by a fixed price
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The Fixed Price field is also located on the Inventory Data tab (see above). Set the standard price of items before you start working in your company. FIFO calculates inventory value by the FIFO method (first in first out) Each inventory receipt transaction creates a "layer" of quantities linked to costs. Each inventory release transaction uses quantities and their corresponding costs from the first open layer(s). Prerequisites You have selected the Inventory Valuation By checkbox to initialize a perpetual inventory system, and determine the default valuation method. ( Details
Note
Administration
System Initialization
Company
Basic Initialization Note
You cannot select the Inventory Valuation By checkbox after stock postings have been recorded. You cannot clear this checkbox after a document creating an automatic stock posting, such as a delivery, goods receipt, and so on, has been added. End of the note. You have defined primary G/L accounts to be selected as defaults in new warehouses, item groups, and item master data. ( Inventory Administration ) Administration . Financials Definitions Financials Definitions Financials G/L Account Determination
From the SAP Business One Main Menu, choose G/L Account Determination Purchase
Create an opening stock account. From the SAP Business One Main Menu, choose Chart of Accounts and create an Opening Stock G/L account.
This G/L account will be used as an offsetting account to the warehouse stock account to which you enter beginning quantities. When you enter beginning quantities (from the SAP Business One Main Menu, choose Inventory Inventory Transactions Beginning Quantities; Inventory Tracking and Stock
Posting Enter Initial Quantity ), and after you click OK, you need to specify the Opening Stock Account code in the upper part of the window. Set G/L accounts in the item master data. (From the SAP Business One Main Menu, choose Item Master Data Inventory Data .) Inventory
Define the default G/L method in the item master data. (From the SAP Business One Main Menu, choose Administration System Initialization General Settings Inventory .)
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Process Choose the link to the relevant working method: Perpetual Inventory System by Moving Average Perpetual Inventory System by Standard Price Perpetual Inventory System by FIFO More Information Company Details: Basic Initialization Tab G/L Account Determination: Inventory Tab G/L Account Determination: Purchase Tab Chart of Accounts General Settings: Inventory Tab
Process
Perpetual Inventory System by FIFO
This option calculates the stock values by the FIFO method (First In First Out). Each inventory receipt transaction creates a layer of quantities, costs (purchase price), and dates. Each inventory release transaction uses quantities and their corresponding costs from the first open layer(s). A layer closes when its entire quantity is released. When several inventory receipt transactions are recorded on the same date, SAP Business One identifies the first layer, second layer, and so on, according to their entrance time.
Note
Note
The item cost is not displayed in the item master data when you manage perpetual inventory by FIFO. Information regarding the FIFO item cost exists in the OINM (Warehouse Journal) table under the fields Calculated Price and Open Quantity. End of the note. Prerequisites Before moving to the next section, note that the transactions described there are created under the following restrictions: Both customer and vendor are tax-exempted. The G/L method selected for the item is WH ( Item Master Data Inventory ).
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The Use Purchase Accounts Posting System box is cleared ( Company Details Basic Initialization ).
Administration
There are sufficient stock levels of all the items involved in the scenarios below. The Use Negative Amount for Reverse Transaction box is selected ( Initialization Company Details Basic Initialization ). Administration System
All the items are managed by FIFO, although each item can be valuated according to a different stock valuation method.
Note
Note
In some of the following examples, the G/L accounts and the directions (debit/credit) in the journal entry remain as they are; however, the amounts may vary according to the document's origin (independent or based document). End of the note. Process
FIFO Flow When Creating Sales Documents
1. Create a delivery. The following transaction is created automatically: G\L Acc. \ BP Code Name Debit Credit 500025 COGM 01 100 130000 Stock 01 100 The total amount results from the cost of the first open layer(s) multiplied by the quantity in the delivery document. 2. Create a return or a return based on delivery. The following transaction is created automatically: Name Debit Credit G\L Acc. \ BP Code 500025 COGM 01 -100 132008 Returning 01 -100 When a return is based on a delivery, the delivery cost is used for calculating the amounts in the journal entry. This cost opens a new layer (the last layer on the list). When a return is independent, the cost of the first open layer(s) is used for calculating the amounts in the journal entry. This cost opens a new layer (the last open layer on the list).
Note
Note
The G/L account 'Returning 01' functions as an offsetting account to the COGM account. This account replaces the stock account used for these types of journal entries in former releases.
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End of the note. 3. Create an A/R invoice not based on a delivery. The following transaction is created automatically: G\L Acc. \ BP Code Name Debit Credit Customer Customer 129.99 400000 Revenues 01 129.99 500025 COGM 01 100 130000 Stock 01 100
Note
Note
When you base an A/R invoice on a delivery, no stock posting is created; thus, only a regular journal entry is created in the accounting system. The transaction described above includes both the inventory transaction of the delivery and the accounting transaction of the invoice. End of the note. 4. Create an A/R credit memo. The following transaction is automatically created: G\L Acc. \ BP Code Name Debit Credit Customer Customer -129.99 400000 Revenues01 -129.99 500025 COGM 01 -100 132008 Returning 01 -100 When a credit memo is based on an A/R invoice, the cost of the A/R invoice is used for calculating the amounts in the journal entry. This cost opens a new layer (the last layer on the list). When a credit memo is independent (created with no reference to a base document), the cost of the first open layer is used for calculating the amounts in the journal entry. This cost opens a new layer (the last open layer on the list). When you base an A/R credit memo on returns, no stock posting is created; thus, only a regular credit journal entry is created in the accounting system.
Note
Note
This scenario is not relevant for an A/R credit memo based on an A/R reserve invoice. End of the note.
FIFO Flow When Creating Purchasing Documents
Note
Note
In some of the following examples, the G/L accounts and the directions (debit/credit) in the journal entry remain as they are; however, the amounts may vary according to the document's origin: An independent document A document based on a document representing an open layer
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A document based on a document representing a closed layer End of the note. 1. Create a goods receipt PO. The following transaction is created automatically: G\L Acc. \ BP Code Name Debit Credit 208040 Allocation Costs 01 100 130000 Stock 01 100 A new layer of quantity and cost is created as you add a goods receipt PO. The Allocation Costs account functions as a temporary alternative for the vendor, and is cleared only after you create a corresponding A/P invoice. 2. Create a goods return. The following transaction is created automatically: G\L Acc. \ BP Code Name Debit Credit 208040 Allocation Costs 01 -100 130000 Stock 01 -100 Notice that this journal entry is identical to the entry created by the goods receipt PO, only reversed. When a goods return is based on a goods receipt PO: If the layer created by the goods receipt PO is still open, the goods receipt PO cost is used for calculating the journal entry amounts. If the layer created by the goods receipt PO is closed, the cost of the first open layer is used for calculating the journal entry amounts.
Note
Note
The Price column in the goods returns document is blocked in the above scenarios. The relevant quantity of the layer used by the goods returns document is closed. When a goods return is independent, the cost of the first open layer is used for calculating the amounts in the journal entry, regardless of the prices in the document. End of the note. 3. Create an A/P invoice. When it is based on a goods receipt PO, the Allocation Costs account is debited and the vendor is credited. The journal entry created is: G\L Acc. \ BP Code Name Debit Credit Vendor1 Vendor 100 208040 Allocation Costs 01 100
Note
Note
The Allocation Costs account functions as a clearing account; it is debited by the amount by which it was credited in the goods receipt PO. The following journal entry is created automatically when you add an A/P invoice not based on a goods receipt PO:
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End of the note. G\L Acc. \ BP Code Name Debit Credit Vendor Vendor 100 130000 Stock 01 100 4. Create an A/P credit memo. When an A/P credit memo is based on a A/P invoice: If the layer created by the A/P invoice is still open, the A/P invoice cost is used for calculating the journal entry amounts. If the layer created by the A/P invoice is closed, the cost of the first open layer is used for calculating the amounts in the journal entry.
Note
Note
In the above scenarios: The Price column in the A/P credit memo document is blocked The relevant quantity of the layer used by the A/P credit memo document is closed End of the note. When you base an A/P credit memo on goods returns, the cost used for calculating the amounts in the journal entry created by this A/P credit memo is the price recorded in the goods returns and not its open layer cost. The Price column is blocked for changes in the A/P credit memo document. When an A/P credit memo is independent, the first open layer(s) cost is used for calculating the amounts in the journal entry, regardless of the prices in the document. If the price in the A/P credit memo is different from the first open layer(s) cost, this price difference is recorded in the Price Difference account.
Note
Note
The Price column is blocked for changes in case a credit memo is based on either a goods return or an A/P invoice. In case the price in the base document is different from the cost of the open layer linked to that base document, this price difference is recorded in the Price Difference account. Notice that this scenario is relevant to all cases except for when an A/P credit memo is based on an A/P invoice in which the layer created by the A/P invoice is still open. End of the note.
FIFO Flow When Creating Inventory Transactions
1. Create a goods receipt. The following journal entry is automatically created: G\L Acc. \ BP Code Name Debit Credit 500500 Increasing 01 100 130000 Stock 01 100 The Increasing account is credited, and a new layer is created according to the price specified in the document.
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2. Create a goods issue. The following transaction is automatically created: G\L Acc. \ BP Code Name Debit Credit 130000 Stock 01 120 500510 Decreasing 01 120 The Decreasing account is debited according to the first open layer(s). 3. Create a stock transfer. If you have selected different Stock accounts for your different warehouses, the stock transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. The release/receipt price is set by the first open layer(s) linked to the receipt. The transaction created is: G\L Acc. \ BP Code Name Debit Credit 130000 Stock 01 100 130010 Stock 02 100 4. Entering Beginning Quantities and Updating After Inventory. A positive beginning quantity creates the following journal entry: G\L Acc. \ BP Code Name Debit Credit 110020 Beginning Quantity 100 130000 Stock 01 100 A new layer is created according to the price entered in the Entering Stock Balance window. A negative beginning quantity creates the following journal entry: Name Debit Credit G\L Acc. \ BP Code 130000 Stock 01 100 110020 Beginning Quantity 100 The price recorded for the item does not influence the journal entry; the first open layer(s) cost is used.
Note
Note
If the Allow Beginning Quantities without Price box is selected, and no price is entered for the items, it is not necessary to specify an Opening Stock account. Notice that this scenario produces no monetary transaction in the accounting system. If you want to record beginning quantities including price, you must choose an Opening Stock G/L account manually. End of the note. A positive stock posting update (counted quantity is greater than existing quantity) creates the following journal entry: G\L Acc. \ BP Code Name Debit Credit 500500 Increasing 01 100 130000 Stock 01 100
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A new layer is created according to the price recorded in the Entering Stock Balance window. A negative stock posting update (counted quantity is less than existing quantity) creates the following journal entry: G\L Acc. \ BP Code Name Debit Credit 130000 Stock 01 100 500510 Decreasing 01 100 The first open layer(s) price is used.
FIFO Flow When Creating Landed Costs Documents
You can create a semi automatic journal entry reflecting the additional costs (customs, broker, shipping, and so on) after you add the landed costs document. To create a journal entry reflecting the additional costs: 1. Display the landed costs document you created earlier. 2. On the Journal tab, choose Create Journal Entry. The Journal Entry window opens, displaying one row debiting the Stock account. 3. Select the offsetting G/L account. 4. Add the journal entry. The status of the landed costs document changes to Closed. The layer item cost is not updated with the combined price. The item cost is updated in a future version. The journal entry created is: G\L Acc. \ BP Code Name Debit Credit 130000 Stock 01 150 150 208060 Landed Costs
Process
Perpetual Inventory System by Moving Average
This document explains the journal entries created in SAP Business One when you manage a perpetual inventory system by moving average. With this valuation method: A stock receipt posting debits the stock account of each warehouse according to the price entered in the document This price also updates the item's moving average price. A stock release posting credits the stock/returning account according to the item's moving average price
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Note
Note
Item prices recorded in A/R credit memos and A/R returns do not influence the moving average. Nor are they considered in the calculation of the journal entries reflecting the inventory value, which these documents create. Due to various user actions, the moving average price per item, as displayed in the Item Master Data window, might be different from the moving average price per item calculated by the Inventory Valuation report. End of the note. Prerequisites The transactions described below are created under the following assumptions: The G/L account name Stock 01 relates to the release/receipt of items from/to warehouse 01 in each of the provided examples. On the Basic Initialization tab of the Company Details window: The Use Purchase Accounts Posting System checkbox is cleared The Use Negative Amount for Reverse Transaction checkbox is selected There are sufficient stock levels of all items involved in the scenarios below. Process
Sales Documents Delivery
The following journal entry is created automatically when you add a delivery: G/L Acc. / BP Name Debit Credit Cost of Goods Sold 1 100 Stock 1 100 The amount in the Debit and Credit columns is calculated by multiplying the quantity of each item in the delivery by its item cost.
Returns and Returns Based on Delivery
The following journal entry is created automatically when you add returns: G/L Acc. / BP Name Debit Credit Cost of Goods Sold 1 -100 Sales Returns -100
A/R Invoice Based on Delivery
When you base an A/R invoice on a delivery, only a regular journal entry is created in the accounting system. No stock posting is created.
A/R Invoice
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The following journal entry is created automatically when you add an A/R invoice that is not based on a delivery: G/L Acc. / BP Name Debit Credit Customer 100 Revenues 1 100 Cost of Goods Sold 1 100 Stock 1 100
Note
Note
This journal entry includes both the inventory transaction of the delivery and the accounting transaction of the invoice. End of the note.
A/R Credit Memo Based on Returns
When you base an A/R credit memo on returns, only a regular credit journal entry is created in the accounting system. No stock posting is created.
A/R Credit Memo & A/R Credit Memo Based on A/R Invoice
The following journal entry is created automatically when you add an A/R credit memo: G/L Acc. / BP Name Debit Credit Customer -100 Revenues 1 -100 Cost of Goods Sold 1 -100 Sales Returns -100
Note
Note
Purchasing Documents Goods Receipt PO
The following journal entry is created automatically when you add a goods receipt PO: G/L Acc. / BP Name Debit Credit Allocation 1 100 Stock 1 100 You calculate the Debit and Credit amounts by multiplying the quantity of each item in the document by the prices specified in the goods receipt PO. The Allocation account functions as a temporary alternative to the Vendor account, which is cleared only after you create a corresponding A/P invoice or a goods return document.
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Goods Receipt PO with Freight Charges
G/L Acc. / BP Name Debit Credit Allocation 1 100 10 Add. Expense Clearing 1 Stock 1 110 The amount of the freight charges recorded in the journal entry is the global amount of freight charges for the entire quantity. When a goods receipt PO (whether fully opened or partially drawn) is closed, the freight charges posted to the Expense Allocation account and not drawn into an A/P invoice or goods return, are cleared.
Goods Returns and Goods Returns Based on Goods Receipt PO
The following journal entry is created automatically when you add goods returns: G/L Acc. / BP Name Debit Credit Allocation 1 -100 Stock 1 -100 This journal entry is a reverse of the entry created by a goods receipt PO.
Goods Returns & Goods Returns based on a Goods Receipt PO with Freight Charges
G/L Acc. / BP Name Debit Credit Allocation 1 -100 -10 Add. Expense Clearing 1 Stock 1 -110 Although you can partially draw a goods return from a goods receipt PO, you always draw the freight charges fully from the goods receipt PO. This means that the amount in freight charges drawn to the target document is not directly proportional to the freight charges allocated in the base goods receipt PO. Any difference is posted to the Inventory account or to the Negative Inventory Adjustment account.
A/P Invoice Based on a Goods Receipt PO
When you base an A/P invoice on a goods receipt PO, the Allocation Costs account is debited counter to the vendor account, which is credited. G/L Acc. / BP Name Debit Credit Vendor 100 Allocation 1 100
Note
Note
The Allocation account functions as a clearing account; it is debited in the amount by which it was credited in the goods receipt PO. End of the note.
A/P Invoice based on a Goods Receipt PO with Freight Charges
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G/L Acc. / BP Name Debit Credit Vendor 110 Add. Expense Clearing 1 10 Allocation 1 100 Although you can partially draw an A/P invoice from a goods receipt PO, you always draw the freight charges fully from the goods receipt PO. This means that the amount in freight charges drawn to the target document is not directly proportional to the freight charges allocated in the base goods receipt PO. Any difference is posted to the Inventory account or to the Negative Inventory Adjustment account.
A/P Invoice
The following journal entry is created automatically when you add an A/P invoice that is not based on a goods receipt PO: G/L Acc. / BP Name Debit Credit Vendor 100 Stock 1 100
A/P Invoice with Freight Charges
G/L Acc. / BP Name Debit Credit Vendor 110 Stock 1 110

Note
Note
The Expenses Clearing account is not recorded in this journal entry since the Stock account reflects the item prices, including freight charges. The Expenses Clearing account is a clearing account, and this journal entry records the final values for affecting the inventory valuation; therefore, no intermediate accounts are recorded here. End of the note.
A/P Credit Memo based on Goods Returns
When you base an A/P credit memo on goods returns, the automatically-created journal entry is a reverse of the one created by an A/P invoice based on a goods receipt PO: G/L Acc. / BP Name Debit Credit Vendor -100 Allocation 1 -100
Note
Note
The Allocation Costs account functions as a clearing account; it is debited in the amount by which it was credited in the goods returns. End of the note.
A/P Credit Memo based on Goods Returns with Freight Charges
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G/L Acc. / BP Name Debit Credit Vendor -110 Add. Expense Clearing 1 -10 Allocation 1 -100 When an A/P credit memo is based (fully or partially) on a goods return, the Expense Allocation Account is cleared with the amount of freight charges that is drawn. If the A/P credit memo closes the final quantity of the goods return, the Expense Allocation Account is cleared with the amount of freight charges of the closed goods return. You can also edit the amount of the freight charges in the goods return (Freight field).
A/P Credit Memo & A/P Credit Memo based on A/P Invoice
The following journal entry is created automatically when you add an A/P credit memo that is not based on goods returns: G/L Acc. / BP Name Debit Credit Vendor -100 Stock 1 -100
A/P Credit Memo & A/P Credit Memo based on A/P Invoice with Add. Expenses
G/L Acc. / BP Name Debit Credit Vendor -110 Stock 1 -110

Note
Note
The Expenses Clearing account is not recorded in this journal entry since the Stock account reflects the item prices, including freight charges. The Expenses Clearing account is a clearing account, and this journal entry records the final values for affecting the inventory valuation; therefore, no intermediate G/L accounts are recorded here. End of the note.
Inventory Transactions Goods Receipt
G/L Acc. / BP Name Debit Credit Inventory Offset - Increase 100 Stock 1 100 The debit and credit amounts are calculated by multiplying the quantity of each item in the document by the prices specified in the goods receipt.
Goods Issue
G/L Acc. / BP Name Debit Credit Stock 1 100 Inventory Offset - Decrease 100
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The amounts in the Debit and Credit columns are calculated by multiplying the quantity of each item in the goods issue by its item cost.
Stock Transfer
When you specify different stock accounts for your different warehouses, the Stock Transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. The release/receipt price is set by the moving average price of the item in the release warehouse. G/L Acc. / BP Name Debit Credit Stock 1 100 Stock 2 100
Initial Quantities and Stock Posting
A positive beginning quantity creates the following journal entry: G/L Acc. / BP Name Debit Credit Initial Quantity 100 Stock 1 100 A negative beginning quantity creates the following journal entry: G/L Acc. / BP Name Debit Credit Stock 1 100 Initial Quantity 100
Note
Note
If the Allow Beginning Quantities without Price checkbox is selected, and no price is entered for the items, it is not necessary to specify an Opening Stock account. This scenario does not produce a monetary transaction in the accounting system. If you wish to record beginning quantities, including price, you must choose an Opening Stock G/L account manually. End of the note. A positive stock posting (after inventory update) where the counted quantity is greater than the existing quantity in stock, creates the following journal entry: G/L Acc. / BP Name Debit Credit Inventory Offset - Increase 1 100 Stock 1 100 A negative stock posting (after inventory update) where the counted quantity is less than the existing quantity in stock, creates the following journal entry: G/L Acc. / BP Name Debit Credit Stock 1 100 Inventory Offset - Decrease 1 100
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More Information Perpetual Inventory

Process
Perpetual Inventory System by Standard Price
This procedure provides a detailed explanation regarding the behavior of SAP Business One when managing perpetual inventory system by standard price. A standard (fixed) price should be entered in each item record ( Inventory Data Inventory Item Master Data
tab) thus influencing every stock posting as described here.
A stock receipt entered with a different price than the standard price set for the item will debit the Stock account according to the standard price. In addition, the difference between the standard price and the actual receipt price will be recorded in a Variance or Price Difference account as a debit amount. Stock releases are recorded according to the standard price. Prerequisites The scenarios and explanations described here are based on the following assumptions: Both customer and vendor are tax exempted. The item's Standard Price is 100. In Item Master Data Inventory Data tab, the G/L method selected for the item is WH. Administration System
The Use Purchase Accounts Posting System checkbox is cleared under Initialization Company Details Basic Initialization .
The Use Negative Amount for Reverse Transaction checkbox is selected under System Initialization Company Details Basic Initialization .
Administration
The G/L account code and name, 130000 Stock 01', in each one of the examples provided later relates to stock release of items from or receipt transactions to warehouse 01.
Note
Note
No journal entry reflecting the inventory value is created by a document containing items with no standard price. End of the note. Process
Standard Price Flow When Creating Sales Documents
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1. Create a delivery. The following transaction is created automatically: G\L Acc.\ BP Code Name Debit Credit 500025 COGM 01 100 130000 Stock 01 100 The debit and credit amounts are calculated as a multiplication of each item in the Delivery by the standard price set in the Item Master Data window for each item. 2. Create a return. The following transaction is created automatically: Name Debit Credit G\L Acc.\ BP Code 500025 COGM 01 -100 -100 132008 Returning 01
Note
Note
The G/L account 'Returning 01' functions as an offsetting account to the COGM account. This account replaces the Stock account involved in these types of journal entries in former versions. The following transaction is created automatically: End of the note. 3. Create an A/R invoice. If the A/R invoice is based on a delivery no stock posting is created; thus, only a regular journal entry is created in the accounting system. If the A/R invoice is not based on a delivery, the following transaction is created automatically: G\L Acc.\ BP Code Name Debit Credit Customer Customer 100 400000 Sales Revenues (Domestic) 100 500025 COGM 01 100 130000 Stock 01 100
Note
Note
This journal entry includes both the inventory transaction of the delivery and the accounting transaction of the invoice. End of the note. 4. Create an A/R credit memo. If the A/R credit memo is based on returns no stock posting is created; thus, only a regular credit journal entry is created in the accounting system. When creating an A/R credit memo that is not based on returns (independent or based on A/R invoice) the following transaction is automatically created: G\L Acc.\ BP Code Name Debit Credit Customer Customer -100 400000 Sales Revenues (Domestic) -100 500025 COGM 01 -100
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132008
Note
Returning 01
-100
Note
Standard Price Flow When Creating Purchasing Documents:
1. If you create a goods receipt PO in which the item price, as recorded in the goods receipt PO, varies from its standard price set in the Item Master Data window, for example: Price in goods receipt PO: 150 Standard price: 100 The transaction created is as follows: G\L Acc.\ BP Code Name Debit Credit 208040 Allocation Costs 01 150 500200 Variance 01 50 130000 Stock 01 100 Remember that the Allocation Costs account functions as a temporary alternative for the vendor's account, which is cleared only after you create a corresponding A/P invoice.
Note
Note
Whenever the Variance account is recorded in a journal entry, you can conclude that the item's quantity in stock is positive If the quantity in stock is zero or negative, the Price Difference G/L account will reflect the difference between the price in the document and the standard price recorded for the item. If a document changes the quantity in stock from positive to negative, the Price Difference account is recorded in the journal entry. If a document changes the quantity in stock from negative to positive, the Variance account is recorded in the journal entry. End of the note. 2. When you create a goods returns according to the prices mentioned above, the following transaction is created automatically: G\L Acc.\ BP Code Name Debit Credit 208040 Allocation Costs 01 -150 500200 Variance 01 -50 130000 Stock 01 -100 Notice that this journal entry is identical to the entry created by the goods receipt PO, only reversed.
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3. When you base an A/P invoice on a goods receipt PO, the Allocation Costs account is debited and the vendor account is credited: G\L Acc.\ BP Code Name Debit Credit Vendor Vendor 150 208040 Allocation Costs 01 150
Note
Note
The Allocation Costs account functions as a clearing account: it is debited by the amount in which it was credited in the goods receipt PO. End of the note. 4. When you create an A/P invoice not based on a goods receipt PO, where the item price varies from its standard price, set in the Item Master Data window, for example: Price in A/P invoice: 150 Standard price: 100 The following transaction is created: G\L Acc.\ BP Code Name Debit Credit Vendor Vendor 150 500200 Variance 01 50 130000 Stock 01 100 5. When you base an A/P credit memo on goods returns, the journal entry created automatically is identical to the one created by an A/P invoice based on a goods receipt PO, only reversed: G\L Acc.\ BP Code Name Debit Credit Vendor Vendor -150 208040 Allocation Costs 01 -150
Note
Note
The Allocation Costs account functions as a clearing account: it is debited by the amount with which it was credited in the goods returns. End of the note. 6. When you create an A/P credit memo that is not based on goods returns, the following transaction is created automatically: G\L Acc.\ BP Code Name Debit Credit Vendor Vendor -150 500200 Variance 01 -50 130000 Stock 01 -100
Standard Price Flow When Creating Inventory Transactions
1. If you create a goods receipt where the item price varies from the its standard price, set in the Item Master Data window, for example:
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Price in goods receipt: 150 Standard price: 100 The following transaction is created: G\L Acc.\ BP Code Name Debit Credit 500500 Increasing 01 150 500200 Variance 01 50 130000 Stock 01 100 2. When a goods issue document is added the following transaction is automatically created: G\L Acc.\ BP Code Name Debit Credit 130000 Stock 01 100 500510 Decreasing 01 100 The debit and credit amounts are calculated as a multiplication of each item in the goods issue by the standard price set in the Item Master Data window for each item. 3. If you have selected different stock accounts for your different warehouses, the stock transfer transaction credits the Stock account of the release warehouse and debits the Stock account of the receipt warehouse. The release/receipt price is set by the standard price of each item: G\L Acc.\ BP Code Name Debit Credit 130000 Stock 01 100 130010 Stock 02 100 4. When you entering a positive beginning quantity with the following data, SAP Business One creates the journal entry shown below: Beginning quantity price: 120 Standard price: 100 G\L Acc.\ BP Code Name Debit Credit 110020 Beginning Quantity 120 500300 Price Difference 01 20 130000 Stock 01 100 A negative beginning quantity creates the following transaction: G\L Acc.\ BP Code Name Debit Credit 130000 Stock 01 100 110020 Beginning Quantity 100 The price entered for the item in a negative beginning quantity does not influence the journal entry. 5. When creating a positive stock posting (after inventory update), where the counted quantity is greater than the quantity in stock, with the following data SAP Business One will create the journal entry shown below: Beginning Quantity Price: 120 Standard Price: 100
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G\L Acc.\ BP Code Name Debit Credit 500500 Increasing 01 120 500300 Price Difference 01 20 130000 Stock 01 100 When you add a negative stock posting (after inventory update), where the counted quantity is less than the quantity in stock, the following journal entry is created: G\L Acc.\ BP Code Name Debit Credit 130000 Stock 01 100 500510 Decreasing 01 100
Standard Price Flow When Creating Landed Costs Document
The Landed Costs document allows you to create a semi automatic journal entry reflecting the additional costs (customs, broker, shipping, and so on) after you add it. To create a journal entry reflecting the additional costs: 1. Display the Landed Costs document you created earlier. 2. On the Journal tab, choose Create Journal Entry. The Journal Entry window opens, displaying one row debiting the Variance account. 3. Select an offsetting account. 4. After you add the journal entry, the status of the Landed Costs document changes to Closed. Name Debit Credit G\L Acc.\ BP Code 500200 Variance 01 100 208060 Landed Costs 100
Component
Sales Opportunities
The Sales Opportunities module is used to track and analyze sales opportunities, according to the progress of your sales activities. A number of reports can be generated for analysis of the opportunities from different viewpoints. More Information Sales Opportunity Process
Process
Sales Opportunity Process
Making informed decisions and creating correct marketing strategies requires up-to-date analysis of each sales opportunity. By continuously updating the progress of the sales opportunities in SAP Business One, and generating relevant reports of the sales activities, you make available a clear picture.
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You can generate reports that provide different perspectives, such as the total amount expected from each sales opportunity for each employee, or for each sales stage. With up-to-date figures displayed in various formats such as reports or graphs, it is easier to determine the likelihood, or otherwise, of finalizing a sale, allowing managers and their staff to allocate their resources accordingly. Prerequisites You have defined your sales employees, sales stages, and business partners.
Note
Note
You can also define these from within the Sales Opportunity window while creating or updating the sales opportunity. End of the note. Process 1. SAP Business One enables you to customize the stages of the sales process according to your preferences. Ideally, you should do this as close as possible to the beginning of the process. You can: Define each sales stage with a unique name or description Define new stages throughout the process Modify the order of the stages 2. The sales process often includes building strategic alliances with select business partners. Enter and update this information on the General tab of the Sales Opportunity window. You can: Add information regarding the business partners, both leads and vendors, including details of the relationship and of the other business partners connected to this partner or to the specific opportunity Add information about competitors, including both remarks and an estimation of their threat level. At the close of a lost opportunity, you can note the successful competitor for future reference. 3. On the Potential tab, enter the amount expected if a sale is completed successfully, so that the earning potential can be estimated. SAP Business One calculates the expected profit and makes other calculations that are helpful in a financial analysis. 4. Record a closing percentage for each sales stage. The forecasting system uses comprehensive methods that can be utilized for projecting the earning potential and prioritizing the sales activities. 5. Use the Sales Opportunity window to link to a variety of pertinent documents, such as quotations, and activities, such as meetings and phone calls. On the Stages tab, link specific documents to each stage. 6. Throughout a sales opportunity, analyze its progress from different viewpoints by generating various reports. Regular updates ensure that the reports contain the most current information. 7. Close both successful and failed sales opportunities with a properly documented summary to assist in the analysis of either. If required, closed sales opportunities can be reopened at a later date. Enter the final status (won or lost) on the Summary tab. Add any relevant comments and observations.
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More Information Sales Opportunity Window Managing Sales Opportunities Sales Opportunity Reports
Component
Sales - A/R
The Sales module of SAP Business One is designed to give you a comprehensive solution for the whole sales process in your business. From a large variety of sales documents, you can find down payment documents, which you can use to trace and require down payments from your customers. In addition, the Dunning Wizard is a tool that enables you to follow customers debts and the dunning process of these debts, including automatic creation of dunning letters according to user-defined parameters. You can also generate reports that give you a general to detailed picture regarding the sales going on in your business.
Process
Sales Process in SAP Business One
The Sales module in SAP Business One: Describes the documents and functions used in the sales process Follows the changes in stock during the sales process Process The sales process in SAP Business One begins with the creation of a sales quotation. The second document is the sales order. The sales order is followed by a delivery. Finally, the A/R invoice is created. It is the only mandatory document in the sales process. It is possible to create an invoice without first creating a delivery, a sales order, or a sales quotation. An optional document is the A/R r eserveinvoice that is used when a company is concerned about the credit worthiness of its customer. In this case, the company demands payment before the delivery of items to the customer. Additionally, it is possible to credit a customer for damaged goods. The returns document is be used to credit the customer if the goods were delivered but no A/R invoice was issued. Use the A/R credit memo to credit a customer after an A/R invoice was already issued. For legal reasons, you cannot change or delete deliveries and A/R invoices that have been already entered in SAP Business One. To correct these, use the clearing document, the returns. It is possible to create a new document based on one or more of the existing ones. When you create a new document with reference to an existing document, only the documents that are still open are displayed. All documents for which you have not created a follow-on document have an open status. Open documents remain open until you transfer all items completely to the follow-on document, or until you manually close or reverse them.
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Each document updates the stock quantities and the general ledger. The sales order affects the amount of stock commited to a customer and, therefore, the available stock quantity. The delivery reduces the stock commited and the in-stock quantities. If the A/R invoice is created without reference to the delivery, it will also reduce the quantity in stock. As far as accounting is concerned, only delivery and the A/R invoice have the affect. The delivery affects the general ledger, if SAP Business One manages the perpetual inventory. In this case, the delivery will reduce stock valuation and post a cost of sale. The A/R invoice always creates the accounting transaction. It records the revenue and tax and updates the customers accounts with a new outstanding balance. The A/R reserve invoice affects the amount of stock commited to a customer and, therefore, the available stock quantity. It also creates an accounting transaction. The returns increases the in-stock quantity and updates the associated stock accounts. The A/R credit memo increases available stock levels and creates accounting transactions. It credits the customer accounts on general ledger and corrects the revenue account by the same amount. More Information Sales A/R
Process
Backorder Processing
You use back order processing to track customer sales orders received for which the stock has not yet been shipped. Normally, this occurs when the available quantity of the item is insufficient to fill the order. The back order process enables you to check the item quantities that are missing. Once they are received in stock, you can ship these shortages to your customers. When you receive information on a back order, use one of the following ways to handle it: Deliver the necessary item quantities to the customer Update the quantity (after the delivery has been shipped) Close the remaining open quantity for the row. In addition, you are able to deliver a zero quantity. Process The examples below illustrate several typical business scenarios for back order processing.
Regular Backorder Process
Your customer calls and orders 100 chairs from your company, but you have only 80 chairs in stock. You can deliver the available items immediately and the remainder when you receive them from your vendor. 1. From the SAP Business One Main Menu, choose Sales - A/R Sales Order .
2. Create a new sales order for 100 chairs for the current date. For more information, see Creating Sales Documents.
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3. Choose
Sales - A/R
Delivery
4. Copy the sales order you just created to the delivery, changing the quantity to 80. For more information, see Draw Document Wizard. 5. Choose 20 chairs. Sales - A/R Sales Reports Backorder . The system displays a back order for
6. To enter the 20 items you received from your vendor, choose .
Purchasing - A/P
Goods Receipt PO
7. Create a new delivery to provide the customer with 20 remaining items. If you run the Backorder report again, you will see that a back order no longer exists for the customer. 8. Choose
Note
Sales - A/R
A/R Invoice
and issue an A/R invoice for 100 chairs.
Note
You can update the Quantity and Delivery Date fields for the partially delivered sales order lines. You can decrease the quantity to the Delivered Qty field level. You can also increase the quantity. End of the note.
Backorder Process Based on Customer Priorities
Your company has a shortage in tables. Two of your biggest customers, Blink and Zeroll, have ordered 100 tables each, but they have each received only 50 tables so far. Both companies are still waiting for another 50 tables. Finally, you receive 50 more tables. 1. From the SAP Business One Main Menu, choose . This report displays two back orders, each for 50 tables, for your customers Blink and Zeroll. 2. Choose Sales - A/R Delivery . Sales - A/R Sales Reports Backorder
Since Zeroll is your most important customer, you create a delivery for the 50 tables you received and ship them to Zeroll. Blink must wait another week for the delivery of 50 additional tables.
Manual Backorder Closure
Zeroll orders 50 tables, 100 chairs, and 40 boards. However, you have 40 tables, no chairs, and 300 boards in stock. You create a delivery for 40 tables and 40 boards and send it to the customer. A week later you receive another 50 tables and 100 chairs. Unfortunately, one chair has a defect.
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1. From the SAP Business One Main Menu, choose
Sales - A/R
Delivery
2. Create a delivery for the 10 tables remaining on the order and 99 chairs, and send it to Zeroll. Following negotiations with the customer, you decide to cancel the open sales order for one missing chair. 3. To cancel the order for the missing chair, select the line in the sales order and choose Row . Data Close
The delivery is now complete and you can send the A/R invoice for 50 tables, 99 chairs, and 40 boards to Zeroll.
Note
Note
In some cases, due to item shortages, you cannot deliver an item as planned. To correct this, you enter a zero quantity for that line in the delivery or A/R invoice. The open quantity then appears in the Open to Ship field. End of the note.
Process
Dunning
Every time goods or services are sold, the liabilities of the respective customer(s) to the business are increased. From that moment incoming payments are monitored to ensure that customer debts are paid on time. When they are not, the company needs to activate a multi level collection process, such as telephone or written reminders, for the remiss customer. SAP Business One provides a dunning wizard for producing reminder letters. It runs through all the customers, checks all outstanding A/R invoices and transactions that represent debt, and enables you to print and send reminder letters of different levels of severity. The dunning system covers the following documents: Open A/R invoices, including invoices that are partially credited or partially paid Invoices that include installments A/R credit memos Incoming payments that are not based on invoices Manual journal entries with at least one row posted to a customer Opening and closing balances transactions To use the dunning wizard, you must first set preliminary definitions. The following describes the setup of the dunning process and explains the results of running the wizard. Prerequisites
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To run the Dunning Wizard, you have defined: Dunning terms, in Administration Setup Business Partners Dunning Terms
Dunning terms are based on dunning levels and contain parameters and values required for the dunning process run. Default Cust. Dunning Terms, on the BP tab in General Settings Dunning terms for customers, in the Dunning Term field on the Payment Terms tab in Business Partner Master Data You have used the following options to exclude irrelevant A/R invoices from the dunning process: To exclude a specific invoice: 1. Display the invoice before running the wizard. 2. On the Logistics tab, select Block Dunning Letters. You can deselect the option later to include the invoice in any future dunning process. To exclude all invoices created for a specific customer: 1. Display the Business Partner Master Data record for that customer. 2. On the Accounting tab, select Block Dunning Letters. Process You choose choose: Sales A/R Dunning Wizard and follow the procedure below. In each step, you Business Partners Administration System Initialization
Next, to proceed to the next step of the wizard Back, to return to the previous step Cancel, to cancel the dunning wizard creation 1. Step 1: Wizard Options. Select whether to run a new dunning wizard or to load a saved one. 2. Step 2: General Parameters. Modify a name of the default dunning wizard and choose a dunning level. 3. Step 3: Business Partners Selection Criteria. Choose a range of customer codes for the wizard. 4. Step 4: Document Parameters. Enter the range of the posting or due dates to include in the wizard. In addition, select the relevant document types and other letter parameters, for example Allow Negative Dunning Letter and Display All Open Items.
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5. Step 5: Recommendation Report. Enter a new date until which payments are expected and select invoices that are included in the wizard for each customer. 6. Step 6: Processing. Select one of the following options to process the dunning wizard: Save Selection Parameters and Exit Save Recommendation Report as Draft and Exit Execute Only, Print Later and Exit Print Dunning Letters and Exit Result When you execute the dunning run, the dunning level and the last date of the dunning letter are updated for overdue invoices included in the dunning run. When you create a dunning letter for a customer, the business partner master data record is updated. On the Accounting tab, the Dunning Date field displays the date on which the dunning letters were created for the last time. To view the history of dunning letters and the list of all invoices, choose Partners Reports More Information Dunning Levels - Setup Window Dunning Terms - Setup Window
Process
Business Partners
Business
Dunning History Report
Down Payment Requests
You use down payment requests to trace the down payments made for vendors or by customers and to reduce them from the payment of the regular invoice that is created later. Prerequisites You have made the following definitions to use down payment requests: You have defined a down payment tax offsetting account in Administration Setup
Financials G/L Account Determination Sales and Purchase tabs Tax . If you want to use the down payment request only for A/R or only for A/P, make this definition on the relevant tab. Process 1. Create an A/R or A/P Down Payment Request for the relevant business partner. If you create the down payment request by drawing a base document, verify that you have defined the required down payment percentage (for more information see A/R or A/P Down Payment Documents, General Area). No posting is made at this stage.
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2. Once the actual payment for the down payment request is made, create the proper payment document, based on the down payment request. Note: A down payment request must be fully paid. If you try to pay it partially, an error message appears. After you have created the payment document, a journal entry is recorded in the account that you defined in Administration Purchase tabs Tax Setup Financials G/L Account Determination Sales and
. The down payment request is closed.
3. Create a regular invoice. Pull the base document drawn into the down payment request, since it was not closed as a result of the drawing into the down payment request. SAP Business One creates the regular postings. 4. Create a payment. The table of the payment documents displays the invoice and the down payment request that was paid as a negative amount. Choose the required items and continue to process the payment. Note: The total amount of the payment (assuming the regular invoice is fully paid) is the total of the regular invoice minus the payment made for the down payment request. Note: The down payment request can be paid using the Payment Wizard. More Information A/R Down Payment Request A/P Down Payment Request
Process
Down Payment Invoices
There is a business need for companies to issue and receive invoices that include tax (or VAT) for down payments made or received. These invoices are then cleared with partial or final invoices. Companies record a down payment received in SAP Business One by creating a payment not based on an invoice. However, due to legal requirements in certain countries, the recording of a down payment requires an invoice or a billing document. The process below explains how to create down payment invoices and how to clear them. Prerequisites To be able to use down payment invoices: You have defined a clearing account on the Sales and Purchase tabs in Administration Setup
Financials G/L Account Determination . If you intend to use the down payment invoice only for sales or only for purchases, make this definition on the relevant tab. Optionally you have defined special down-payment clearing accounts for each business partner in Business Partners Process Business Partner Master Data Accounting General .
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1. Create an A/R or A/P Down Payment Invoice for a relevant business partner. If you create the down payment invoice by drawing a base document, ensure that you have defined the required down payment percentage. For more information, see A/R or A/P Down Payment Documents: General Area. The down payment invoice: Does not affect inventory values or perpetual inventory Creates a posting only in accounting Does not change the status of the base document drawn to it 2. Once the actual payment for the down payment invoice is made, create the proper payment document, based on the down payment invoice. A down payment invoice can be paid partially. After you create the payment document, a journal entry is recorded in the previously defined down payment clearing account. The down payment request is closed.
Note
Note
If you cancel the payment created for the down payment by choosing Data Cancel from within the incoming/outgoing payment, the paid down payment is reopened and cannot be drawn when you create an invoice. However, if, for example, the payment means used for paying the down payment was check, and you cancelled the check from within the check register, then the down payment remains closed and can be drawn when you create an invoice. End of the note. 3. Create a regular invoice. Before you add it, click (Browse) to open the Down Payments to Draw window. Draw the required down payments from this window. The total amount of the drawn down payments is taken from Total Down Payment in the invoice. This amount is reduced from the original total amount of the invoice. The down payment total must be less than the invoice total.
Note Browse
Note
The down payment invoices and regular invoices can be paid in the same payment document. The down payment documents are noticeable in the payment document since they carry the document type DT. End of the note. Result The total of the regular invoice created with reference to the down payment invoice equals the difference between its original total and the down payment total. A down payment invoice that is drawn to an invoice is closed and cannot be drawn again to another invoice. Example
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Down Payment Invoice Creation by a Sales Person (United States) Bass Clef Ltd. uses the non-perpetual inventory method of inventory valuation. Tom, the sales employee, creates Sales Order 875 for Horn & Brass for the following items: 1 Music Score Trumpet Solo $60 1 Music Score Guitar Solo $40 1 Music Score Flute Duet $100 Total $200 Sales Tax (5%) $10 Total including Tax $210 Horn & Brass has decided to currently pay only a deposit of $80. Tom, as a sales employee, does not have authorization to create a down payment invoice, but in SAP Business One Tom can create a deposit (incoming payment) directly from the sales order, so that Down Payment Invoice 431 is created automatically once the payment has been received. At this point, no sales tax is charged. The journal entry created by the deposit document is: Debit Credit Cash 80 80 Account Receivables Another journal entry created automatically by Down Payment Invoice 431 is: Debit Credit Account Receivables 40 Payment Advances 40 Tom creates Delivery 589 and the order is shipped. He issues the final invoice for the total sales order. The amount due is only the open amount (the remaining amount to be paid). The revenue reflects the full amount, which creates the following journal entries: Debit Credit Accounts Receivable 130 Payment Advances 80 Sales Tax 10 Revenue 200
Example
Example
Down Payment Invoice Creation by a Sales Person (United States) Books & Poems Inc. uses the non-perpetual inventory method of inventory valuation. Anne, the manager, creates Sales Order 361 for the Bloor Street Book Club for the following items: 1 British Novel 1 American Novel 1 Canadian Novel Total $30 $45 $25 $100
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Sales Tax (5%) #5 Total including Tax $105 After two weeks, Anne has not received payment. She creates Down Payment Invoice 232, for which the following journal entry is created: Debit Credit Accounts Receivables 40 Payment Advances 40 The Bloor Street Book Club pays the deposit once they have received the down payment invoice. At this point, no sales tax is charged. The journal entry created is: Debit Credit Cash 40 Accounts Receivables 40 Anne creates Delivery 870 and the order is shipped. She issues the final invoice, which creates the following journal entries: Debit Credit Accounts Receivables 65 Payment Advances 45 Sales Tax 5 Revenue 100 End of the example. More Information A/R Down Payment Invoice A/P Down Payment Invoice
Process
Down Payment Process: CZ, HU, PL, SK
Use this process to perform the tasks necessary for creating all legally- or business-required documents. It is adapted to suit the legislation of and be consistent with the business practices in each country. To follow this process, you first need to specify the initial settings and define proper G/L account determinations. Prerequisites You have defined a down payment receivables/payables control account on the General sub-tab of the Sales or Purchase tab in . Administration Definitions Financials G/L Account Determination
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Choose window.
Browse
(Browse) next to the Account Receivable/Payable label to display the Control Accounts
The G/L accounts you choose must be defined as control accounts in the Chart of Accounts. If the appropriate account is not so defined, modify its properties accordingly. For HU and PL, you have defined a down payment clearing account (see previous bullet). For CZ and SK, you have defined a down payment tax offsetting account (see previous bullet). The following definitions are optional, since the default values are determined by the definitions set above. You have defined special down payments receivables/payables control accounts for each business partner on the General sub-tab of the Accounting tab in . Choose ... next to the Account Receivable/Payable label to display the Control Accounts window. You have defined special down payments clearing accounts for each business partner (see previous bullet). Process 1. If required, create an A/R or A/P order, specifying the goods or services ordered. For PL only: If you are obliged to have more down payments for a business transaction, always use one order as the base document, and base the next step on this order. This ensures that proper information can be printed on a down payment invoice listing all the previously received/paid down payments. 2. Create an A/R or A/P Down Payment Request for the relevant business partner. Link the created order (if it exists) or any other available base marketing document. The line details are copied from the order to the down payment request. You can modify the lines by adding, changing, or deleting the appropriate lines. You can specify the required line totals into the Total (Incl. VAT) field. This updates all other connected fields (Price, Total (LC), and so on) and performs the backward VAT calculation based on the specified tax group. The summary of this field across all lines is displayed in the DPM field. 3. Register a received or paid payment using Incoming or Outgoing Payments in the Banking module. Locate the appropriate down payment request and choose the payment means.
Note
Business Partners
Note
Down payment requests must be paid fully to the amount they have been issued. If the payment is different than the issued down payment request, you must first cancel the down payment request, create a new down payment request, and only then pay it using the Banking module. When you register a payment on a down payment request, you automatically clear this request. End of the note. 4. Create an A/R or A/P Down Payment Invoice for the relevant business partner.
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A down payment invoice is a taxation-relevant document that records the receiving or paying of a down payment and is a base for various tax reports. As a base document, select a paid down payment request. You can select only those documents that have already been paid but for which a down payment invoice has not yet been issued. You can select only one down payment request per down payment invoice. 5. If required, create a delivery/goods receipt PO to record the received goods. You can base these documents on the appropriate orders. 6. Create the regular (final) invoice. Before adding it, choose Draw window and draw the required down payments.
Browse
(Browse) to open the Down Payments to
The total amount of drawn down payments is displayed in the Total Down Payment field in the invoice. This amount is reduced from the invoices original total amount.
Note
Note
The down payment total must be less than or equal to the invoice total. The VAT groups on a down payment invoice (and, subsequently, on the connected down payment request) must be the same as on the regular invoice. End of the note. 7. If the drawn down payments do not pay the final invoice in full, you can perform the final payment using the Banking module. Result The total of the regular invoice created with reference to the down payment invoice equals the difference between its original total and the down payment total. A down payment invoice that is fully drawn to the invoice is closed, and cannot be drawn again to another invoice. You can draw one down payment invoice on more invoices, as well as draw more down payment invoices on one invoice. A paid down payment request that is a base for a down payment invoice cannot be cancelled if part of the down payment invoice has already been drawn on a final invoice.
Process
A/R Down Payment Invoices: Canada & USA
Businesses require down payment from customers to ensure that the customers are committed and will carry out the orders placed for them. In addition, such business practice increases the cash flow. The below process describes how to create Sales Order, Incoming Payment for the received down payment, and A/R Down Payment Invoice at once. Prerequisites Make sure the following requirements are fulfilled: Payment Advances account is specified in Administration Setup Financials G/L
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Account Determination Master Data
Sales tab, General
or in
Business Partners
Business Partner
Accounting tab, General
of the relevant customer. Administration . System
The user has Full Authorization for A/R Down Payment Invoice (in Initialization Process 1. From SAP Business One main menu, choose window appears. Sales A/R Authorizations General Authorizations)
Sales Order
. The Sales Order
2. Fill in the Sales Order. Before you add it to the data base, choose the from the tool bar. The Payment Means window appears.
Go To Payment
(Go To Payment) icon
3. Specify the amount paid as down payment and the payment mean used. Choose OK and return to the Sales Order window. To add the Sales Order, choose Add. Result As a result of the above described process, the following documents are created: Sales Order A/R Down Payment Invoice for the amount paid, that is linked to the Sales Order mentioned above. Incoming Payment for the amount paid, linked to the A/R Down Payment Invoice described above. When displaying the newly added Sales Order, the Remarks field contains the following text: Linked to Down Payment No. XXX In addition: The Sales Order is not closed even if the down payment amount was the full amount of the Sales Order, and it can be later copied into Delivery or A/R Invoice as any other Sales Order. The A/R Down Payment Invoice created has no impact on inventory (neither on quantities nor on stock accounting values) The A/R Down Payment Invoice does not include tax, and the complete amount of tax related to the Sales Order is to be paid only after the A/R Invoice is created. Although the creation of Incoming Payment directly from within a Sales Order is available, Sales Orders are not visible in the Incoming Payments table. You can create more than one A/R Down Payment Invoice for a given Sales Order. Do it by displaying the Sales Order, choosing the
Process Go To Payment
(Go To Payment) icon from the tool bar, and repeating step no. 3.
Freight Charges
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SAP Business One enables you to manage freight so that you can track any additional costs in sales and purchasing transactions. Freight charges could include insurance, shipment, and other costs that apply to your goods. You can add freight in the document or row level. When you do, the total amount of the document is updated accordingly. If you manage your stock using perpetual inventory, you can add the value of freight charges in purchasing documents to the cost of your goods. In addition, you can define whether the last purchase price of your items includes the freight charges that apply to your purchased goods. You can print freight and generate various reports for analyzing it. Prerequisites In the Freight - Setup window, you have defined the freight you plan to apply to your sales and purchasing documents. On the G/L Account Determination: Inventory Tab, you have defined an offsetting G/L account for the stock account for clearing journal entries created by A/P invoices and goods receipt POs. On the G/L Account Determination: Purchase Tab, in the Expense Account: Variance Account field, you have defined a variance G/L account for clearing journal entries created by A/P credit memos based on A/P invoices or by goods returns based on goods receipt POs in which the freight charges amount was changed. In the Cash Discount window, by selecting or clearing the Freight checkbox for every cash discount defined in your company, you have decided whether the discount amount calculated on the invoice total includes freight. Country-specific fields, US and Canada: In the Sales Tax Codes - Setup window, by selecting the Freight checkbox, you have applied freight charges to each tax code. Country-specific fields, all Europe: For the Output Tax Group and Input Tax Group, you have chosen relevant tax groups and selected the WT Liable option to apply withholding tax on freight. Process
Freight in Sales and Purchasing
You can apply freight to both sales and purchasing documents. However, only freight charges in purchasing documents may affect item cost and the last purchase price. You can apply freight on: Row level up to three different types of freight charges on individual document rows Total level the entire document
Drawing Base Documents with Freight Charges to Target Documents
When you draw a base document to a target document, the Draw Document Wizard appears and enables you to copy the required data. In different steps of the wizard, make the necessary settings for copying the row level and the total level freight. Example
Prerequisites
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1. You manage perpetual inventory by standard price. 2. The vendor, item, and freight charges are exempted from tax. 3. There is one additional freight charge at the total level. 4. The freight is defined as Stock Yes .
5. The standard price of the item and the price in the document are USD 100. 6. The freight amount is USD 10.
Goods Receipt PO
G/L Acc./BP Code Name Debit Credit USD 100.00 23000000-01-001-01 Allocation 1 19200000-01-001-01 Freight Clearing 1 USD 10.00 USD 10.00 52300000-01-001-01 Variance 1 13500000-01-001-01 Stock 1 USD 100.00 USD 110.00 USD 110.00
Goods Returns and Goods Returns Based on a Goods Receipt PO
G/L Acc./BP Code Name Debit Credit USD -100.00 23000000-01-001-01 Allocation 1 19200000-01-001-01 Freight Clearing 1 USD -10.00 USD -10.00 52300000-01-001-01 Variance 1 USD -100.00 13500000-01-001-01 Stock 1 USD -110.00 USD -110.00
A/P Invoice Based on a Goods Receipt PO
G/L Acc./BP Code Name Debit Credit V6970 Vendor USD 110.00 19200000-01-001-01 Freight Clearing 1 USD 10.00 23000000-01-001-01 Allocation 1 USD 100.00 USD 110.00 USD 110.00
A/P Invoice
G/L Acc./BP Code Name Debit Credit V6970 Vendor USD 110.00 52300000-01-001-01 Variance 1 USD 10.00 13500000-01-001-01 Stock 1 USD 100.00 USD 110.00 USD 110.00
A/P Credit Memo Based on Goods Returns
G/L Acc./BP Code V6970
Name Vendor
Debit
Credit USD -110.00
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19200000-01-001-01 Freight Clearing 1 USD -10.00 USD -100.00 23000000-01-001-01 Allocation 1 USD -110.00 USD -110.00
A/P Credit Memo and A/P Credit Memo Based on A/P Invoice
G/L Acc./BP Code Name Debit Credit V6970 Vendor USD -110.00 52300000-01-001-01 Variance 1 USD -10.00 13500000-01-001-01 Stock 1 USD -100.00 USD -110.00 USD -110.00
A/P Credit Memo Based on A/P Invoice Changing the Freight Charge Amount
The scenario illustrates a situation in which the freight charge amount changes when you copy an A/P invoice into an A/P credit memo. The freight charge amount in the A/P invoice is USD 10. The freight charge amount in the A/P credit memo is USD 0. G/L Acc./BP Code Name Debit Credit V6970 Vendor USD -100.00 63500000-01-001-01 Variance Expenses USD -10.00 USD -10.00 52300000-01-001-01 Variance 1 13500000-01-001-01 Stock 1 USD -100.00 USD -110.00 USD -110.00 The variance expense G/L account is used to clear the differences, since the vendor account is not cleared.
Closing a Goods Receipt PO or a Goods Returns
When you close a goods receipt PO or a goods return ( Data Close ), no inventory posting is registered. However, a journal entry is created to clear the allocation and the freight clearing accounts. G/L Acc./BP Code Name Debit Credit 23000000-01-001-01 Allocation 1 USD 100.00 19200000-01-001-01 Add. Expense Clearing 1 USD 10.00 10000111-02-001-01 Goods Clearing 1 USD 110.00 USD 110.00 USD 110.00
Note
Note
The freight clearing G/L account clears the inventory account along with the allocation costs account. If there is a discrepancy between the amount recorded in the vendor account and that in the inventory account, the variance G/L account is used in the journal entry. End of the note.
Component
Purchasing - A/P
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The Purchasing module in SAP Business One gives you a comprehensive solution for the whole purchasing process in your business. You have an overview of the whole purchasing process in SAP Business One. In addition, you become familiar with the Freight Charges function for tracking and documenting any additional costs used in your sales and purchasing transactions. For a large variety of purchasing documents, you can find the Landed Costs, which provides a tool to document and post the costs incurred when you import goods.
Process
Purchasing Process in SAP Business One
The Purchasing module in SAP Business One: Describes the documents and functions used in the purchasing process Follows the changes in stock during the purchasing process Process The purchasing process in SAP Business One begins with the creation of a purchase order. The Purchase Order (PO) is the document used to request items or services from a vendor. The next stage is the Goods Receipt PO. It is the stage when the stock is received into the company. The goods receipt is followed by an A/P Invoice,which is the request for payment. It is the only mandatory document in the purchasing process. It is possible to create the A/P invoice without first creating a goods receipt PO or a purchase order. In SAP Business One, you can create an A/P Reserve Invoice. This document is similar to a purchase order but includes a request for payment. The A/P reserve invoice is used when a vendor is concerned about the credit worthiness of his customers. In the purchasing process of SAP Business One, it is possible to return goods to the vendor if, for example, the goods you received were faulty. You can use a Goods Return if you based the return on a GoodsReceipt PO or an A/P Credit Memo if the return is based an A/P Invoice. You can create a new document based on one or more of the existing ones. When you create a new document with reference to an existing document, only the documents that are still open are displayed. All documents for which you have not created a follow-on document have an open status. Open documents remain open until you transfer all items completely to the follow-on document, or until you manually close or reverse them. Each document affects stock quantities and some affect the general ledger. The purchase order affects the available stock quantity. The goods receipt PO increases the actual stock quantity. If you create an A/P invoice without reference to the goods receipt PO, it will also increase the quantity in stock. As far as accounting is concerned, the A/P invoice always creates an accounting transaction. It records freight and tax and updates the vendor account with the new outstanding balance. The A/P reserve invoice only affects the available stock quantity and creates an accounting transaction. The goods return reduces the actual stock levels. The A/P credit memo reduces the actual stock levels and also creates an accounting transaction by applying negative amounts to the previously invoiced accounts. More Information
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Purchasing A/P
Process
A/P Down Payment Invoices: Canada & USA
Your vendors may require that you pay a down payment when placing an order. The process below describes how to create simultaneously a purchase order, outgoing payment for the paid down payment, and an A/P down payment invoice. Prerequisites The Payment Advances account is specified in one of the following locations: On the Purchasing tab, General in Account Determination On the Accounting tab, General of the relevant vendor in Partner Master Data The user has Full Authorization for A/P Down Payment Invoice in Initialization Process 1. From the SAP Business One Main Menu, choose Purchase Order window appears. Purchasing A/P Purchase Order . The Authorizations General Authorizations . Administration System Business Partners Business Administration Setup Financials G/L
2. Fill in the purchase order. Before you add it to the data base, choose the icon from the tool bar. The Payment Means window appears.
Payment Means
(Payment Means)
3. Specify the amount paid as down payment and the payment means used, and choose OK. 4. Return to the Purchase Order window and choose Add to add the purchase order. Result The process described above produces the following documents: Purchase order A/P down payment invoice for the amount paid, linked to the purchase order Outgoing payment for the amount paid, linked to the A/P down payment invoice The Remarks field in the newly added purchase order displays the following text: Linked to Down Payment
No. XXX
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In addition: The purchase order is not closed, even if the down payment amount was the full amount of the purchase order, and it can be copied later into a goods receipt PO or an A/P invoice, as any other purchase order. The A/P down payment invoice created has no impact on inventory (neither on quantities nor on stock accounting values). The A/P down payment invoice does not include tax, and the complete amount of tax related to the purchase order is to be paid only after the A/P invoice is created. Although the creation of an incoming payment directly from within a sales order is available, sales orders are not visible in the Incoming Payments table. You can create more than one A/P down payment invoice for a given purchase order by displaying the purchase order, choosing the
Process Payment Means
(Payment Means) icon from the tool bar, and repeating step 3.
Landed Costs: The Import Process
The landed costs function enables companies, when calculating the purchase prices of imported items, to include: Customs Transport and insurance fees Taxes Other landed costs Prerequisites Before creating the landed costs document, go to following:
Units of measure:
Inventory
Item Master Data
and define the
On the Purchasing Data tab, specify the following units of measure for the items you import: Length, Width, Height, Volume, and Weight. Use the units of measure you defined in the Administration module (choose Inventory Length and Width UoM by the code defined for that unit of measure.
Customs:
Administration
Setup
, and Weight UoM). In each field, enter an appropriate value followed
If an item you import is liable for customs fees, you need to link it to a relevant customs group. Choose Inventory or define a new one. Item Master Data Purchasing Data and either select the relevant customs group
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Process Documents relevant to the import process are in the Purchasing - A/P module: Purchase order Goods receipt PO A/P invoice Landed costs
Process Steps
1. Send a purchase order (PO) to a vendor overseas as you would to a local vendor. This optional document updates the available stock quantity of the ordered items. 2. Create a goods receipt PO. This document creates an inventory receipt transaction and is recorded as one from a local vendor would be. SAP Business One uses the goods receipt PO as the base reference for the entire import process; therefore, be sure to specify the item prices and quantities correctly.
Note
Note
The item prices you specify in the goods receipt PO document are the vendor's prices (Ex-Factory or FOB price), excluding the additional costs that will be allocated later for the entire shipment. The total amount of the goods receipt PO should be the overall price your vendor is charging you for the shipment, excluding the additional costs you must pay other parties, such as your customs broker. End of the note. 3. To complete the accounting transaction of the import process, create an A/P invoice based on the goods receipt PO as soon as the invoice arrives in your office. Create the A/P invoice as you would create one sent from a local vendor. You can create the A/P invoice anytime and regardless of the date when you actually record the landed costs document. 4. Create the landed costs document based on the goods receipt PO (similar to the A/R invoice). The landed costs document is designated for updating the item costs of the items. This is required for calculating the inventory valuation, the gross profit, or any other inventory-related calculation. Result After you create the landed costs document, the last purchase price of each imported item specified in the document is updated and contains all the costs that were allocated. Use the landed costs document to create a journal entry to reflect the additional costs in the company's accounting system.
Recommendation
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training:
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Getting Started
Navigation
Getting Started - Add and Navigate Documents or
Enter Multiple
Goods Receipt POs into a Landed Costs Document Getting Started Navigation
Getting Started - Add and Navigate Documents .
Enter Actual
Customs Costs into a Landed Costs Document
More Information Landed Costs

Component
Inventory
The SAP Business One Inventory module handles Inventory levels Item management Price lists Special price agreements Transfers between warehouses Stock transactions. More Information Serial Numbers Batch Numbers
Function
Serial Numbers
You manage and track items using their serial numbers. A serial number is a unique identity for a specific item. For example, you can locate a computer using its serial number. The serial number can provide additional information regarding a specific item as its manufacturing date, warranty data, and so on. The work method is to enter serial numbers during stock entries for items that have been defined as having serial numbers management. For example, goods receipt from vendors. You also choose relevant serial numbers in sales or release documents. For example, delivery to customers. Activities
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There are two ways you can manage serial numbers: On every transaction. For details, see Creating Serial Numbers on Every Transaction. On release only. For details, see Creating Serial Numbers on Release. Or automatically on release, see Creating Serial Numbers Automatically. When a customer purchases a serial number item, you select available serial numbers for the item and allocate them to the customer. You can update serial number details, before you add a relevant document and make an inventory transaction. If you sell warranty-managed items, the service process starts based on the service template that you have assigned to the item. SAP Business One automatically creates a Customer Equipment Card for serial number controlled items. You get of a specific serial number from the Serial Number Details Window. In addition, you run Serial Numbers Transactions report to display all transactions made for each one of the serial numbers. More Information Define and Update Serial Numbers Select Serial Numbers Serial Numbers Management
Process
Batch Numbers
You use batches to manage and track groups of items with similar characteristics, such as pharmaceutical products, that are combined in a single batch. You define the item quantity related to each batch, and additional properties, such as expiration date, attributes, and so on. During the stock receipt transaction, you create batches for items using batch management, while during the release/sales transaction you select a certain quantity out of the relevant batch.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Process 1. You create batches in one of two ways: On every transaction. For details, see Creating Batches on Every Transaction. On release only. For details, see Creating Batches on Release.
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2. When a customer purchases a batch item, you select available batches for the item and allocate them to the customer. 3. You run the Batch Numbers Transactions report to display all transactions made for each of the batches. More Information Define and Update Batches Select Batch Numbers Batch Management
Procedure
Managing Alternative Items
Use the procedures below to enter and remove alternative items.

Caution
Caution
The use of alternative items is strictly limited to non-sales BoM items only. Alternative items should not be used to replace components of BoM items. End of the caution. Procedure
Creating Alternative Items
1. From the SAP Business One Main Menu, choose Items .
Inventory
Item Management
Alternative
The Alternative Items window appears. 2. Specify the item code, or press TAB to select the item code from the list. The name of the item appears in the field. 3. Specify the code for an alternative item or press TAB to select the alternative item code from the list. 4. Enter remarks, if required, and specify the Match Factor value. The higher the value, the more suitable the match. 5. Choose Reverse Link to create a reverse relationship between the alternative item and the original item. 6. To save your settings, choose Add. 7. To close the window, choose OK.
Removing Alternative Items
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1. Select the alternative item that you want to remove. 2. Position the cursor either in the Remarks or Match Factor field. 3. In the SAP Business One menu bar, choose Data Delete Row .
4. To confirm the entry and close the window, choose OK.

Note
Note Data Remove to remove all the alternative
In the SAP Business One menu bar, choose items for a specific item. End of the note. More Information Alternative Items
Procedure
Managing Goods Receipts
Procedure
Creating Goods Receipts
1. Choose
Inventory
Inventory Transactions
Goods Receipt
2. Make the appropriate entries and choose Add. 3. A window appears, in which you confirm that the document is to be added. Result You cannot change the table in the document after it has been added. If you display an existing goods receipt later, none of the fields in the table are active. To correct the table in a goods receipt that has not been entered correctly, enter a compensatory goods movement later. More Information Goods Receipt
Process
Price Lists Creation
You enter various price lists in the system so that different item prices can be suggested by the system for the transaction concerned.
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Process 1. First, you define one (or more) base prices lists. In the base price list, you enter the price of each item once. You then refer all the other price lists you define to the base price list with a particular factor.
Example
Example
For example, you could create price list A for regular customers, and price list B for customers that only make occasional purchases. The prices in price list B are to be 10 % higher. You define price list B for less regular customers and refer it to price list A with a factor of 1.1. The system then chooses the higher price for customers that only make occasional purchases and for whom price list B has been entered in the master record. The advantage of this is that you only have to enter the price of an item in the system once (in the base price list). The system then calculates the prices valid for particular cases automatically on the basis of this. End of the example. 2. To adjust prices, you simply change them once in the base price list. The change is then made automatically in all of the price lists that refer to the base price list. 3. To change the ratio of two price lists to each other, simply change the factor once. In the example above, you could change the factor to 1.15 so that the prices for customers that make occasional purchases are generally 15% higher than for customers that make regular purchases. Ten price lists are predefined in the system. You can add prices to these, change them or delete them to map your pricing logic in the system. You can use all or just some of the defined price lists. In addition, two price lists are automatically created and calculated by the system: Last purchase price list the price list is automatically updated when an item enters the stock with its entering price. Last evaluated price list the price list is automatically updated after you run the Inventory Valuation report. More Information Price Lists Managing Price Lists
Procedure
Pick and Pack
Follow the steps below to guide you through the Pick and Pack process. Prerequisites You have created a Sales Order or A/R Reserve Invoice with approved status. Procedure
Step 1: Creating a Pick List
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1. From the SAP Business One Main Menu, choose Manager .
Inventory
Pick and Pack
Pick and Pack
The Pick and Pack Manager, Selection Criteria window opens. 1. In the Status field, choose Open. 2. In the Group by field, select Document if you want the Pick and Pack Manager to group the items according to Sales Order or A/R Reserve Invoice. 3. In the General area, enter the selection criteria. 4. In the Warehouses table, select the required warehouse or a range of warehouses by location. 5. In the Sort field, select the appropriate sort criteria and choose OK.
Note
Note
Use the Sort field in the Pick and Pack Manager Selection Criteria window to determine priorities for releasing items. The selection you make determines the order of the rows in the Pick and Pack Manager, which in turn determines the distribution of the release quantities (To Release) between the rows. For example, if you sort the list by delivery date (Delv/Due Date), the rows with the earlier delivery date are allocated the available item quantities (Available to Release) first. This means that if the available quantities are inadequate for all rows, those with a later delivery date will have a lower fulfillment (Fulfillment %). The Available to Release quantity, as it appears on a particular row, is calculated as follows: The quantity in inventory, minus the total released quantity, minus the total picked quantity, minus the total To Release quantity from the rows above. The Pick and Pack Manager window opens with Open status. End of the note.
Note
Note
To sort the rows in the Pick and Pack Manager according to one of the fields, double-click a column header. (This sort function does not work if you selected Group by Document). End of the note. 2. To choose a row, select the checkbox in the second column.
Note
Note
If you selected Group by Document, you can select the grouped row to select all rows in the document. If you expand the grouped row, you can select each row separately. End of the note. 3. To change the quantity to be released to the pick list, enter the quantity in the To Release field. You can also enter a partial quantity.
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4. To release the selected rows to the pick list, choose Release to Pick List.
Note
Note
Alternatively, you can choose Deliver to create a delivery for the selected rows. You then do not proceed to create a pick list, but deliver the goods immediately. End of the note. 5. In the Pick List Details window, complete the fields and choose Add. The Sales Order / A/R Reserve Invoice rows are released. They no longer appear in the Pick and Pack Manager Open view. 6. On Pick and Pack Manager, choose Released to see the sales order rows. 7. Choose OK.
Step 2: Selecting the Items or Pick Lists to be Picked
1. Choose
Inventory
Pick and Pack
Pick and Pack Manager
The Pick and Pack Manager - Selection Criteria window appears. 1. In the Status field, choose Released 2. In the General area, enter the selection criteria. 3. In the Warehouses table, select the required warehouse or a range of warehouses by location. 2. The Pick and Pack Manager: Status Released window opens in the selected view. 1. To include a row in the pick list, select the checkbox in the second column. 2. To update the pick list, change the released quantity. 3. To close the window, choose OK.
Note
Note
Alternatively, you can choose Deliver to create a delivery for the selected rows. You then do not proceed to create a pick list, but deliver the goods immediately. End of the note.
Step 3: Picking the Items
1. Choose
Inventory
Pick and Pack
Pick List
2. Enter your selection criteria and choose Find to display the relevant pick list. 3. Enter the picked quantity for the item.
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Choose Pick All to pick all open items for the line. Choose Clear All to cancel the Pick All selection. 4. Use the Print options to print the pick list, if necessary. 5. To create a delivery document, choose Deliver; to update the pick list, choose Update. 6. To close the window, choose OK.
Step 4: Viewing the Picked Items and Pick Lists
1. Choose
Inventory
Pick and Pack
The Pick and Pack Manager, Selection Criteria window opens. 2. In the Status field, select Picked and select a view in the View field. The Pick and Pack Manager, Status Picked window opens in the selected view.
Note
Note
Select either the Summary or Detailed view to define the view for the Pick and Pack Manager window in the Released status. End of the note. 3. View the details of the picked items and choose the relevant rows for delivery.
Step 5: Packaging
1. To create a delivery document, choose Deliver . You can also choose Sales A/R Delivery from the SAP Business One Main Menu.
The Delivery window opens. 2. Enter the details for the document and choose Add to create the delivery document immediately. 3. Enter the package type. You can select more than one package for the item.
Note
Note Goto Packaging . The Define Packages
To define a package type, from the menu bar choose window opens. End of the note. 4. Choose the quantity for the available items.
To include different quantities of different packages for the same item, select the line with a package type and enter the quantity in the available items area. Then, move the selected line to the appropriate area.
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5. To close the window, choose OK. 6. Enter the details for the delivery document and choose Add. More Information Pick and Pack Manager Pick List
Component
Production
The Production module supports the following manufacturing processes: Definition of Bill of Materials (BOM) Creation and maintenance of Production Orders Material transactions of Parent Receipts and Components Issue More Information Production Order Overview Production Order Defining Bill of Materials Production Order Process
Background
Production Order Overview
Features
Production Order Types
SAP Business One supports three types of production orders. Standard Based on the bill of materials and used to produce a regular production item. You manage material transactions of the regular production process. You can change components at the production stage. When you open a new standard production order, all the components are filled in automatically. Special Used to produce and repair items or to perform activities that are not necessarily bill of materials items, for example, repair orders for customer equipment cards or rejected assemblies. You create special production order components manually. Disassembly Used to dismantle a parent item of the regular product into its child items. The separate parts
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can then be put into inventory and sold. For example, you can purchase a used car, take it apart, and sell the individual components.
Production Order Issue Methods
You issue component items using either the Manual or the Backflush method. Manual You issue individual component items to the production order. This enables you to post components issued to a production order precisely when they are required in the production process. Backflush SAP Business One automatically issues item transactions for the needed component items (as defined in the Components tab) when a product is reported as completed.
Production Order Status
Planned SAP Business One initiates production orders with Planned status. Since the production order is not released to the shop floor for manufacturing: You cannot yet issue items or report completion of the production order. You can update the production order. Released You change the production order to this status when you release it to the shop floor for production. At that stage: You can report transactions for the production order and the issue of the components. You can update the component items as long as there are no transactions for the selected component. You can add a new component. Closed The production order is Closed when you cannot add any new transactions to it. You close the production order when production is completed.
Note
Note
You can manually cancel a production order that is in status Planned or Released only. The cancelled production order is removed from the list. End of the note.
Product Costing
The cost of a FIFO or Moving Average product is the sum of its component costs and additional costs (such as labor and overhead). To ensure accurate calculations of product cost, even if the components were issued manually, SAP Business One uses the cost of the items issued to production order and not the cost of the items currently in inventory. This avoids differences between the actual cost of components used in the order and the value of the product.
Note
Note
The cost calculation method described here is relevant only for standard and special production orders, but not for disassembly, to companies managing perpetual inventory.
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In the case of disassembly the components enter the inventory with the same cost as the items currently there. If the component is managed by FIFO, the cost of the oldest layer is used. The cost of returned components does not change; it is the cost of the last one that was issued. End of the note. The product cost calculation is determined by the item management method. Standard When the product is managed by standard cost, no calculation is made, and the cost is copied from the item master data upon report completion. Moving Average When the product is managed by moving average, two figures are required for product receipt into inventory: receipt quantity and total value added to the inventory. The total value is the product cost, which is the sum of all component costs used for those products. FIFO When the product is managed by FIFO, each report completion opens a new cost layer for the product in the inventory. The quantity in the layer is the quantity of the products just reported as completed. The cost of the products is the sum of all component costs used for the completed products divided by the quantity of the products. On every report completion, the system checks the following three quantities for each manually issued component: Issued Quantity The quantity already issued to the production order. Used Quantity The quantity already used for the completed products (completed products multiplied by the base quantity of the component). Needed Quantity The quantity needed for the products that were just reported as completed (quantity of products reported as completed multiplied by the base quantity of the component). If the Used Quantity is greater than or equal to the Issued Quantity, this means that all items issued for the production order have already been used, and the Needed Quantity is yet to be reported as issued from the warehouse. Since the cost of the items that were actually used for the products is unknown, SAP Business One takes the current prices from the inventory. If the Issued Quantity is greater than the Used Quantity, SAP Business One finds the cost of the components that were issued and not used, and uses them in the calculation of the product cost. When finding those components, the issuing order of the components is taken into account, meaning that the first components to be issued are the first to be used. The components following those that were used are the first to be used for the cost calculation. If the sum of Needed Quantity and Used Quantity is greater than the Issued Quantity, meaning that not all needed quantity was issued, SAP Business One needs to make an assumption for those items costs, so it takes the current prices from the inventory. More Information Production Order
Process
Production Order
Use different methods to issue different kinds of production orders.
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Prerequisites You have defined the parent and child items in the Item Master Data window. You have defined the Bill of Materials for the parent and child items in the Define Bill of Materials window. If you are working with perpetual inventory, you have determined the Work in Progress (WIP) Material Account and the WIP Variance Account in the G/L Account Determination, Inventory Tab. Process The following example shows the production of one pair of in-line skates. Production Order Process
This graphic is explained in the accompanying text.
1. Issue a Production Order. By default the order opens with Planned status. 2. Create production orders either automatically from MRP Recommendations, or manually according to Sales Orders. 3. An authorized staff member changes the status of the production order to Release. Once released, the production order is available to shop floor staff. 4. Release the child items (with a manual issue method) from stock using theIssue for Production Windowmethod. Child items with a backflush issue method are issued automatically for the production order. 5. Report the completion of the parent item in the Receipt from Production Window. 6. Change the production order status to Closed. You can do this at any time after the production order is set to Release, even if the planned quantity of the parent item has not been produced. Result The finished product (parent item) is created. The stock is updated for the finished product and for the child items. The Production Order details are summarized in the Production Order Window: Summary Tab. More Information Production Order Overview
Process
Additional Costs in the Production Order
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You can include additional costs, such as labor, machinery and overheads in the Production Order. To do this, include the additional expenses as non-inventory items in the Bill of Materials (BOM). You can do this in both perpetual inventory and non-perpetual inventory systems.
Caution
Caution
If you have installed a patch, or upgraded SAP Business One, and the non-inventory item does not have an associated WIP account, when you open a Receipt from Production window the system displays an error message. To solve this, open the Production window and choose Update. End of the caution. Prerequisites You have set the Item to Non-Inventory. Choose Inventory Item Master Data , and deselect Inventory Item.
You have set the Valuation Method to Standard (for perpetual inventory only). Choose Inventory field, select Standard. Item Master Data Inventory Data tab, and in the Valuation Method
You have defined Expense, WIP Material and WIP Variance accounts (for perpetual inventory only). Choose Inventory Administration tab. Setup Financials G/L Account Determination
You have defined the Standard Cost for the Item (for perpetual inventory only). Choose Cost field. Inventory Item Master Data Inventory Data tab and enter the cost in the Item
You have defined the Issue Method as Backflush. Choose Inventory Method field.
Note
Item Master Data
General
tab and select Backflush in the Issue
Note
Non-inventory items must use the backflush issue method. End of the note. Process
Bill of Materials
For more information, see Defining Bill of Materials.
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Once the prerequisite steps have been carried out, you can add the non inventory item to the BOM. You can change the required additional costs value by changing the value in the Planned field. You can set the price for the non-inventory item (for non-perpetual inventory only)
Note
Note
A non-inventory item cannot be a by-product. End of the note.

Production Order
For more information, see Production Order. The Item WIP Material account is copied to the production order and cannot be changed. A subsequent change to the WIP Material account does not influence the production order. The expense account is taken from the Expense Account field on the Warehouse tab. More Information Production Order
Component
MRP (Material Requirements Planning)
You use this module to plan your material requirements continuously, based on the re-evaluation of demand and on changing planning parameters (such as lead time determination, make or buy decisions, and lot sizing). To create material ordering recommendations that will fulfill your companys commitments to your customers, the MRP module takes the following into consideration: Existing stock Sales orders Purchase orders Production orders Forecasts Features The MRP module offers you: A wizard to set up the planning process Support for multiple what-if scenarios The inclusion of sales forecasts when predicting demand
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The calculation of lead times including non-working days To simplify the planning process, you can implement lot sizing policies and define planning data in the item group. The MRP recommendations are presented on screen or in a report. More Information MRP Run MRP Overview
Process
MRP Run
The Material Requirements Planning (MRP) function enables you to plan material requirements for complex manufacturing processes. Use the MRP Wizard to create and run MRP scenarios. The MRP Wizard generates recommendations for the production and purchasing orders required to produce the final product on time and in the required quantity. Use these recommendations to create production and purchase orders in the Order Recommendation Report.
Note
Note
Sometimes you may want to create an MRP run, even though the lead time is too short to allow the order to be fulfilled in time. If you generate recommendations for the total raw material requirements needed to make this product and all production orders, you can then change the due dates of the production orders and purchase orders, as required to complete the order. End of the note. Prerequisites You have defined the Planning system Procurement method Order multiple Minimum order Lead time See also: Item Master Data: Planning Data Tab. You have set the time interval between orders. See also: Inventory Cycles - Setup. You have defined the appropriate items as non-production bills of materials (if required). See also: Item Master Data, General Tab. You have defined default warehouses. See also: Define Warehouses.
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You have defined forecasts. See also: Forecasts. You have selected the Consume Forecast option to make the system exclude existing sales orders from the forecast. If this is not selected, the forecast considers existing sales orders as an additional requirement. See also: Sales Order. You have set the planning definitions. If you chose Consume Forecast, you have defined the consumption method, days forward and days backward. See also: General Settings, Inventory Tab. Process 1. Start the MRP Wizard. 2. Create a new MRP scenario or select an existing one. (See also: MRP Wizard: Select New or Existing Scenario) 3. Define the parameters for your scenario, such as the planning horizon and item details. You also choose your display preferences. (See also: MRP Wizard: Scenario Details) 4. Define the data sources for requirements that you want to include in your MRP scenario. For example, you define whether you want to consider the existing inventory or the minimum inventory level. You can also include a predefined forecast. (See also: MRP Wizard: Data Source) 5. Save the scenario or run it. After you run the scenario, the system displays the MRP Results. 6. Analyze the MRP results. You can display the final inventory quantity before the MRP run or after it. 7. Save the recommendations and exit the MRP Wizard. Result After completing the MRP Wizard, you still need to create the purchase and production orders in accordance with the MRP recommendations. See also: Order Recommendation Report. More Information MRP Overview
Background
MRP Overview
The MRP run starts with the parent item and ends with the last child item.
MRP Flowchart
MRP Calculations
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For each time period, the MRP run follows these planning steps: 1. The system calculates the quantity required to continue the sales of the final product without any delays, considering the following resources: Stock on hand. Receipts: purchase orders, production orders (for the parent item) The system then subtracts the following requirements: Sales orders Forecasts Production orders (for the child items) A/R reserve invoices 2. The system uses the planning policy to make the production/purchase order recommendations. The planning policy is based on: Lead time Minimum amount Multiples Time intervals
Note
Note
All of the above parameters are defined in the Item Master Data Window. End of the note. 3. In order to complete these production orders for the parent item, quantities of the child items that comprise the BOM are needed. The system calculates the quantity of the child items, taking the MRP-dependent requirements into account. The system then recommends Purchase Orders or Production Orders for the child items required for producing the parent item.
Calculations for the Child Item
1. The system calculates the quantity required to continue the sales of the final product without any delays, considering the following resources: Stock on hand. Receipts: purchase orders, production orders (for the parent item) The system then subtracts the following requirements: Sales orders Forecasts
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Production orders (for the child items) A/R reserve invoices MRP-dependent requirements, that is, the quantities of child items required to complete the production orders recommended by the system for the parent item. These child item requirements are calculated during the MRP run. 2. The system uses the planning policy to make the production/purchase order recommendations. The planning policy is based on: Lead time Minimum amount Multiples Time intervals
Note
Note
All of the above parameters are defined in the Item Master Data window. End of the note.
Calculations for Grandchild Items
The process continues in the same manner if the child item has child items of its own, ending at the lowest level of the BOM. These lower-level items are known as grandchild items.
Example
Example
One piece of the parent item BOM is assembled from two pieces of a child item. One piece of the child item is assembled from two pieces of the grandchild item. After the MRP run, the system issues a production-order recommendation for two pieces of the parent item. The system adds the dependent requirement of four pieces for the child item and eight pieces of the grandchild item. End of the example.
Note
Note
A disassembly production order appears in the requirements for the parent item and in the receipts for the child item. End of the note. More Information MRP Run
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Procedure
Managing MRP Forecasts
Use these procedures to add and update MRP forecasts. Procedure

Adding a New Forecast
1. Choose
MRP
Forecasts
The Forecasts window appears. 2. Enter the forecast code and name. 3. Enter the start and end dates for the forecast. 4. Choose one of the views as described in Forecasts.
Note
Note
Once you have chosen the view and saved the forecast, you cannot change it. End of the note. 5. Enter the item number for the forecast. To display the list of items, press TAB and select a value from the list. 6. Enter forecast quantities for the defined periods.
Note
Note
You are not required to enter a value for every period. For example, if you create a weekly forecast for six months, you are not required to enter a quantity for every week. End of the note.
Updating a Forecast
1. Choose
MRP
Forecasts
The Forecasts window appears. 2. Press TAB and select a forecast from the list. The details of the forecast are displayed. 3. Do one or more of the following, as required: Change the forecast description.
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Overwrite the dates to change the forecast horizon. The period values are deleted and replaced by the new ones. Update the item record. To display the Item Master Data for the item, click the arrow to the left of the Item No. field. To overwrite the value in the Item No. field, enter a new item number, or press TAB and select a value from the list. Update quantities for each item in each period.
Caution
Caution
If you change the range of dates in the Start and End Date fields, the data that does not fall within the range of dates is deleted. End of the caution. 4. To save the changes, choose Update. 5. To close the window, choose OK.
Duplicating a Forecast
1. Choose
MRP
Forecasts
The Forecasts window appears. 2. From the Data menu, choose Duplicate.
Deleting a Forecast
1. Choose
MRP
Forecasts
The Forecasts window appears. 2. From the Data menu, choose Remove.
Caution
Caution
You cannot remove a forecast that has been used by the MRP scenario. End of the caution. More Information MRP Wizard
Component
Service
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The Service module optimizes the potential of your sales and service departments, providing support for service operations, service contract management, service planning, tracking of customer interaction activities, customer support and management of sales opportunities. The Service Call feature enables you to resolve customer questions and deal with item-related problems. The Customer Equipment Card is the database that contains all items to which service can be provided. A Service Contract is a formal or legally binding agreement that enables a customer to receive service for items and serial numbers during a specified period of time. The service contract contains information specifying the service for which a customer is eligible. The Knowledge Base Solution includes key solutions to solve various problems and cases. It helps streamline service and speed up service representatives performance, and allows external sources to view questions and solutions regarding the organization's products. Service Reports enable you to view and analyze data related to service contracts, customer equipment, and service calls. You can check service calls made by individual sales representatives, or those reported by certain customers. You can evaluate your efficiency and performance. See also: Warranty Process Regular Service Process Service Call Process
Process
Warranty Process
You can use this process to automatically add a service contract, based on the warranty service template, to the defined serial number items. Once you do this, you can open service calls for the serial numbers covered in the warranty service contract. Prerequisites You have created a contract template of the type Warranty, which will automatically copy its data into a service contract upon creation. This allows you to work with several contract types and simplifies the creation of service contracts for each customer. You have defined new items and serial numbers using the Item Management function so that you can sell the warranty-managed item. Process 1. When a customer orders a serial number item, you create either a delivery note or an A/R invoice to deliver the stock to the customer. At this point, the service process starts based on the service template that you have assigned to the item. 2. The customer equipment card is automatically created for serial number items. The customer equipment card
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provides you with the complete overview of all service-related information for the serial number. 3. At the same time, the system creates a service contract for the serial number items, since the warranty covers these items.
Note
Note
You can create a customer equipment card manually. This may be necessary for customers that buy the serial number item from another vendor but want to buy the maintenance contract for the equipment from you. In this case, you also must create the service contract manually. End of the note. Result You can open service calls for the serial number items. More Information Contract Template Customer Equipment Card Service Contract
Process
Regular Service Process
You can use this process to provide service for the following contract types: Customer type The customer receives service on all purchased items. For example, all software, hardware, desks, chairs, and so on. Item Group type The customer only receives service on items in a particular item group, for example, monitors. Prerequisites 1. You have created new contract templates of the customer type and the item group type. 2. You have created new items to be included in the service contract. Process Regular Service Process
1. You create a service contract for the items based on the predefined contract template.
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2. If necessary, you modify the information to meet customer requirements better. 3. After you have negotiated all details of the service contract with the customer, you change its status to Approved. Result The customer is entitled to receive service. You can open service calls for the items covered by the service. More Information Contract Template Service Contract
Process
Service Call Process
You can use this process to track customers' complaints and problems, to provide solutions to these problems, and to view the activities and expenses related to these problems. Prerequisites You have an installed base of items and serial numbers. The customer has a service contract.
Note
Note
It is possible to provide service to a customer without a service contract. In this case, you must refer to your company's policy on dealing with such customers. For example, you may have to set a special rate for the service without a service contract. End of the note. Process 1. When a customer reports a problem using phone, e-mail, or fax, you open a service call for the problem. 2. The system checks whether the customer has a valid service contract. In addition, the system verifies whether the customer has service coverage.
Example
Example
For example, if the customer calls on a holiday or a weekend, the system checks whether the service contract includes such days. Then you can decide if you should offer service for an extra charge or ask the customer to call back later. End of the example. 3. You record all activities related to the service call, so that later you can check every step you took to solve the problem.
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4. If you cannot solve the problem over the phone, you assign a technician. Technicians include all their expenses in service call charges. 5. Once the service call is complete, you calculate all additional expenses, such as parts, labor, and travel and include them in the service call bill. 6. You check the knowledge base for solutions to the service call problem, or create a new solution. If you have similar service call problems, you should use the same solution in several service calls, so that you do not have to reinvent new solutions each time. 7. After you solve the service call problem and complete the service call, you close it. More Information Service Call
Component
Human Resources
Use the Human Resources procedures to perform the following: Create an employee list Create an absence report Select an entry from the phone book
Procedure
Creating Employee List
Use this procedure to view and print lists of company employees according to your selection criteria. For more information, see Employee List - Selection Criteria. Procedure 1. From the SAP Business One Main Menu, choose Human Employee List . Resources Human Resources Reports
2. Specify your criteria for the list content. 3. Choose OK.

Note
Note
You can print the list. End of the note.
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Procedure
Creating Absence Reports
Use this procedure to run a report showing the amount of time employees have been absent. Procedure 1. From the SAP Business One Main Menu, choose Human Absence Report . Resources Human Resources Reports
2. Enter your criteria for the content of the report, including Branch, Department, Manager, and the range of dates. 3. Choose OK.
Note
Note
You can print the report. End of the note. More Information Employee Absence Report
Procedure
Selecting an Entry from the Phone Book
Use this procedure to create a telephone book containing the numbers of specified employees from selected branches and departments. Procedure 1. From the SAP Business One Main Menu, choose Human Phone Book . Resources Human Resources Reports
2. Specify your selection criteria. 3. Choose OK.

Note
Note
You can print the phone book. End of the note. More Information
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Phone Book
Component
Administration
To prepare SAP Business One for use at your company, you first need to define information about your company in the system using the Administration module. Such information includes currency exchange rates, authorizations and approvals, internal mail organization, E-mail settings, data import and export functions, and much more. Use this module to specify the system setup and system parameters, as well as to perform regular maintenance functions such as backup and restore. Any updates in company and user information are also entered in this module. Since changes in the Administration module are not logged by the system, you must ensure that changes to user master data or table settings are logged outside the SAP Business One system. To log these changes, create screen shots with the time and the user. To create a screen shot of the relevant table, choose Data Print Preview
in the table. You can send these screen shots to other users using internal mail or E-mail. More Information System Initialization Setup Authorizations Data Migration Utilities Approval Procedures Alerts Management
Function
Choose Company
This window enables you to connect to the server on which the SAP Business One companies are stored, and to log on to the required company using your user name and password. In addition, you use this window to create new companies in SAP Business One. To access the Choose Company function, choose More Information Choose Company Window Creating New Companies Logging On to Companies Administration Choose Company .
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Procedure
Creating New Companies
The following procedure explains how to create a new company in SAP Business One using the Choose Company window.
Note
Note
New companies can be also created using the Year Transfer function. End of the note. Procedure 1. Choose 2. Choose New. The Create New Company window appears. 3. Set all parameters in this window according to your needs. 4. Choose OK. Result SAP Business One creates a new database on the connected server and adds the company to the list of existing companies in the Choose Company window. This operation may take some time. Once the new company is created, SAP Business One logs you on to it automatically.
Note
Administration
Choose Company
Note
If the new company is not displayed in the Choose Company window, choose Refresh. This triggers database scanning in the server and updates the display of the Choose Company window. End of the note. More Information Choose Company
Procedure
Logging on to Companies
The following procedure explains how to log on to SAP Business One companies. Procedure
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1. From the SAP Business One main menu, choose
Administration
Choose Company
2. In the Choose Company window, make sure the Current Server field is displaying the correct server. 3. Choose the required company from the Companies on Current Server table. 4. Enter your user code and password. 5. Choose OK. Result Once your are logged on to a company, the company name and user name are displayed at the top of the SAP Business One main menu. The current posting period date appears in square brackets next to the user name, for example: Sales Manager [March 2007] More Information Choose Company
Object
Choose Company Window
Use this window to select the company database you would like to create or work with. To access this window, choose
Choose Company Fields
Administration
Choose Company
User Code Enter your user name for the company you are about to log on to. Password Enter your password. Change User Choose to deselect the user code and password fields and to enter new logon information without exiting SAP Business One. Current Server Click to select a server, for example, MSSQL. Change Server Choose to change the database server. SAP Business One detects whether the server is MSSQL, Sybase or DB2 and provides the appropriate selection window. Companies on Current Server This table displays all company databases that are defined on the selected SAP Business One server Company Name
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Displays the company name Database Name Displays the database name as created on the server Version Displays the database version New Choose to create a new company database Refresh Refreshes the list of companies on the current server More Information Creating a New Company
Object
Create New Company Window
The following table describes the fields that appear in the Create New Company window. To access this window from the Main Menu choose
Create New Company Window
Administration
Choose Company
New
Company Name Enter the name for the new company. If the company is created through the Year Transfer process, the name of the current company with the last two digits of the next year is displayed in this field by default. Local Settings Click and choose the required country. Your choice in this field determines accounting related parameters such as: tax definitions, tax reports, available chart of accounts templates and availability of country specific features. If the company is created through the Year Transfer process, this field is disabled and displays by default the local settings defined for the source company. Chart of Accounts Click and choose the required chart of accounts template. The default value in this field is User-Defined. If you keep this value the chart of accounts in the new company will be empty, and you will have to build it on your own. The available options in this field are derived from the country you chose in the Local Settings field. These options represent common structures of chart of accounts in the selected country. If you choose an option other than UserDefined , the chart of accounts in the new company will be created accordinglly, but you will also be able to adjust it for your special needs. If the company is created through the Year Transfer process, this field is disabled and displays by default the chart of accounts defined for the source company. Base Language Click and choose the required language. The language you choose here will be the default language of the user interface, and the language in which the default values, such as default document series, default payment term and property description, will be displayed. The default value of this field is derived from the country selected in the Local Settings field. Change this value if required. If the company is created through the Year Transfer process, this field is disabled and displays by default the base language defined for the source company.
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Define Posting Periods Specify the posting periods for the new company.
Function
Exchange Rates and Indexes
This window lets you define, either manually or automatically, rates for indexes, as well as exchange rates for the foreign currencies defined in the Define Currencies window. To access this window, choose More Information Defining Foreign Currency Exchange Rates Defining Indexes Setting Fixed Exchange Rates Exchange Rates and Indexes Window
Procedure
Administration
Automatic Export and Import of Exchange Rates and Indexes
This procedure explains how to automatically export and import foreign currency exchange rates and indexes, from one company to another in SAP Business One. Prerequisites The databases of the source (exporting) company and the target (importing) company are both stored on the same database server. Procedure 1. Enter the company from which you want to perform the export. 2. Choose Administration Define Foreign Currency Exchange Rate Indexes or Exchange Rates tab, according to the data you want to export. , and select either the
3. From the drop-down menu, choose the required year (and month, in the Exchange Rates tab), so the data you need to export is displayed. 4. Select the columns you want to export by clicking their headers. Use either the Ctrl+left mouse or Shift+left mouse selection option to choose multiple columns. Choose Auto. Export. 5. Choose Continue when the following message appears: Export selected exchange rates/indexes to
common table?
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6. Choose Administration import the data.
Choose Company
, and select the company to which you want to
7. In the Define Foreign Currency Exchange Rate window, select the relevant tab. 8. Select the columns to which the data should be imported, and then choose Auto. Import. The exported values are now displayed in the selected columns.
Note
Note
You import data only for the same columns as those from which the export is done. For example, if you export exchange rates for Dollar you can import only by selecting the Dollar column in the target company. If you choose the Euro column in the target company, nothing happens. End of the note. 9. Choose Update to save the data. More Information Defining Foreign Currency Exchange Rates
Procedure
Defining Index Values
The following procedure explains how to define indexes manually. Procedure 1. Choose Administration Define Foreign Currency Exchange Rates Indexes .
2. From the drop-down list, choose the relevant year. By default, SAP Business One displays the year from the system date. 3. Place the cursor in the cell where the relevant index and month intersect, and enter the index value. 4. Enter all the values required, and choose Update to save the data. More Information Exchange Rates and Indexes
Procedure
Defining Foreign Currency Exchange Rates
The following procedure explains how to manually define foreign currency exchange rates. Prerequisites
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You have defined all the foreign currencies for which you need to define exchange rates. Go to Definitions Procedure 1. From the SAP Business One Main Menu, choose Exchange Rates Exchange Rates . Administration Define Currencies .
Administration
Define Foreign Currency
2. In the window header, select the relevant month and year. The current date is displayed by default. 3. In the required intersecting date line/currency matrix cell, enter the exchange rate.
Note
Note
The value of the exchange rate entered depends on the Exchange Rate Posting method selected in General Settings: Display Tab. End of the note. 4. After entering all necessary exchange rates, choose Update to save the data. More Information Exchange Rates and Indexes Window
Procedure
Copying Exchange Rates
You can copy entries for exchange rates, for example, when an exchange rate does not change over the weekend. Procedure 1. Hold the mouse button on the entry you want to copy until a rectangle appears in the field. 2. Drag the rectangle to the field to which you want to copy the entry. 3. Release the mouse button. The entry is copied to the field.
Procedure
Setting Fixed Exchange Rates
The following procedure shows how to set a fixed exchange rate for selected currencies over a user defined date ran. Procedure 1. From the Main Menu choose Administration Define Foreign Currency Exchange Rates
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Exchange Rates
tab.
2. Choose Set Rate for Selection Criteria. 3. At the top of the window, enter the date range for which you want to define the exchange rate. The date range can cover up to one calendar month. 4. Select the currencies for which you want to define the fixed exchange rate for the date range. 5. Enter the exchange rate for the currency or currencies in the Rate column. 6. Choose OK. The system copies the fixed exchange rate to the table of exchange rates and places them in the cells of the date range for each currency. 7. Once you have entered all the required exchange rates, choose Update to save your data. More Information Set Rate for Selection Criteria Defining Foreign Currency Exchange Rates
Object
Exchange Rates and Indexes Window
The following tables describe the fields on the Exchange Rates and Indexes tabs of the Define Foreign Currency Exchange Rates window. To access this window, choose
Exchange Rates Tab
Administration
Year, Month These fields display by default the current year and month. If different values are required, choose them from the drop-down lists found in these fields. Auto. Export, Auto Import Choose to import or export exchange rates from one company in SAP Business One to another. For further information, see Automatic Export and Import of Exchange Rates and Indexes in the online help. Set Rate for Selection Criteria Choose to determine which currencies and dates range will be displayed in the table. Table Each column in the table represents a specific currency, while each row represents a specific day in the selected month. This way, every cell in the table is unique and contains the exchange rate of a certain currency in a specific date.
Indexes Tab
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Year Displays by default the current year. Choose a different value from the drop-down list, if required. Auto. Export, Auto. Import Choose these buttons to import or export indexes values from one company in SAP Business One to another. For further information see Automatic Export and Import of Exchange Rates and Indexes in the online help. Table Each column in the table represents an index, while each row represents a month in the selected year. This way, every cell in the table is unique and contains the value of a specific index in a specific month.
Country Specific Fields: Hungary
Exch. Rates for Reports tab Define in this tab the exchange rates to be considered when generating VAT reports. The functionality of this tab is identical completely to the functionality provided with the Exchange Rates tab. More Information Exchange Rates and Indexes
Function
Set Rate for Selection Criteria
This window enables you to determine for which currencies and date ranges the exchange rate values will be entered. Use the window to define the currencies and dates to be displayed in the De fine Foreign Currency Exchange Rateswindow. More Information Set Rate for Selection Criteria Window Defining Foreign Currency Exchange Rate
Object
Set Rate for Selection Criteria Window
The following table describes the fields in the Set Rate for Selection Criteria window.
Set Rate for Selection Criteria Window
Date From ... To... Enter the dates range for which the fixed rate should be determined. The range is restricted, and can cover up to one calendar month. Selection Column Use this column to select the currencies for which you would like to determine fixed exchange rate. Currency This column displays all the foreign currencies defined in Define Currencies window. Rate
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Enter in this column the rate you want to assign to each currency you selected, for the selected dates range.
Object
Use the system initialization functions to customize SAP Business One to company requirements. Customizing includes, for example, defining: How business transactions are to be processed in the system Various default settings Authorizations Print preferences Each company that is defined in SAP Business One must be initialized separately. To test the system initialization process, create a test company to try out various settings. Do not start system initialization for the demo company that is provided with the installation. Although SAP Business One functions can operate without the definition of certain settings, we highly recommend you take the time to perform system initialization to establish a more efficient use of the application.
See also:
Initializing the System

Function
Company Details
This window enables you to set initial parameters for your company. Some of the settings defined in this window are irreversible, so it is very important to define carefully. To enter the company details, choose . More Information Company Details: General Tab Company Details: Accounting Data Tab Company Details: Basic Initialization Tab
Object
Administration
Company Details
Company Details: General Tab
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This tab contains two sub-tabs with identical fields. On the Local Language tab, enter the details of the company that should be printed on documents in local language layout; and on the Foreign Language tab, enter the details to be printed when a print layout in a foreign language is selected. To access this window, from the SAP Business One Main Menu, choose Initialization Company Details General . Administration System
Company Details: General Tab
Company Name Enter the name of your company. You can use an abbreviation of the company name if necessary, since this field is only used internally. The name you specify here appears at the top of the SAP Business One menu. However, the name specified in the Printing Header field is printed. Address Displays the formatted address as entered in the A ddressfields. Address fields Enter the company's address information as it should be displayed on all documents printed with SAP Business One. Internet Address Enter the company's website. Printing Header Enter the companys name, as it should be displayed on all documents printed with SAP Business One. Active Manager This employee is displayed in the Active Manager field in printed documents. Telephone 1, Telephone 2, Fax, E-Mail Enter the active managers phone and fax numbers and e-mail address.
Country-Specific Fields: Russia
CEO Choose the appropriate employee from the Human Resource module, who is the Chief Executive Officer (CEO) of the company. Value of this field is used on specific print layouts where required by the legislature. Chief Accountant Choose the appropriate employee from the Human Resource module, who is the Chief Accountant of the company. Value of this field is used on specific print layouts where required by the legislature. More Information Company Details
Object
Company Details: Accounting Data Tab
The following table describes the fields that appear on the Accounting Data tab in the Company Details window. To access this window, choose Administration System Initialization Company Details
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Accounting Data
Company Details: Accounting Data Tab
Tax Office Enter the name of the tax office responsible for your advance return for tax on sales/purchases here. Federal Tax ID 1, 2, 3 Enter your tax number for the tax on sales/purchases and a second or third identification if necessary. Additional ID Enter an additional ID number for the company. For example, the tax authority identifies the company as part of a group of companies by this number. Company Tax Rate Enter the percentage of tax that must be withheld from amounts paid to the company. Exemption Number If the company has a tax exemption number, enter that number in this field. Tax Deduction Number Enter your corporate tax number. This tax number is used to report data associated with the business function. For example, this number might be used to report information such as location, employment, and industry of the branches to environmental authorities. Tax Official Enter the name of the tax official with whom the company is associated. Holidays Select a set of company holiday dates as defined in the Define Holiday Dates window. To define a new set of dates, select Define New.
Country-Specific Fields: Austria, Belgium, Netherlands, Switzerland
Organization Number This is an identification number for the company, and it is based on the VAT number. This number is also defined according to the location of the company. This number is printed on marketing documents. In Belgium it is required to display this information on every outgoing document.
Country-Specific Fields: Belgium
Minimum Amount for Annual Sales List Enter an amount above which documents should be included in the Annual Sales List Report.
Country-Specific Fields: Canada, USA
Use Tax Select to enable Use Tax calculations. Tax Code Define the default tax code to be used for the company:
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In Service and A/P invoices if the company was defined as tax-liable. In A/P invoices when choosing an item that is not defined as a stock item.
Country-Specific Fields: Costa Rica, Guatemala, Mexico
Use Deterred Tax for Customers Select if you want to recognize tax when the incoming payment takes place and not when the A/R invoice is created. Use Deterred Tax for Vendors Select if you want to recognize tax when the outgoing payment takes place and not when the A/P invoice is created. IEPS Payer Select to indicate that the company is liable to IEPS tax.
Country-Specific Fields: Denmark
BP Type Code Determines the string length of the payment reference, which is used in payment slips. PBS Number Determines the customer identification number, which is used by the PBS. PBS Group Number Determines the customer group number, which is used by the PBS.
Country-Specific Fields: France, Italy, South Africa, Spain
Use Deferred Tax Select if you want to recognize tax when the payment takes place and not when the invoice is created.
Country-Specific Fields: Germany, UK
Extended Tax Reporting Generates and saves the tax report for tax authorities. You can specify the period type for the report generation from the drop-down list on the right.
Country-Specific Fields: Israel
Advances on Sales % Define the percentage that must be withheld in advance on account of corporate income tax. Tax Liable Select to indicate that the company is liable to tax. Tax % Enter the tax percentage that should be collected and paid by the company.
Country-Specific Fields: Portugal
Min. Base Annex Enter the minimum amount for the annex report. Vendors with business volume above the amount defined will be included in the Annex Report. % of Total Acquisition
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Enter a percentage of total acquisition. Vendors with a business volume less than the amount defined in Administration System Initialization
Company Details Accounting Data tab Min Base Annex, and which have not reached the defined percentage, are not displayed in the report. Min. Base per Document Enter the minimum amount per document for the Justification Note Report. Documents with smaller amount are not included in the report. Minimum Amount for Appendix O & P Enter the minimum amount for the Appendix O & P Report.
% Withholding Tax Enter the percentage for the withholding tax rate that applies to your company. This field is for information purposes only. Taxation Method Choose Define New to define a new set of dates. Choose the Taxation Method for the Sales Ledger. This is an initialization setting that cannot be changed after the first accounting document is posted. You can choose the On Shipment (default) or On Payment method. Depending on the selected method, the appropriate A/R Tax Invoices and payments for its base documents are registered within the Sales Ledger. For more information about taxation methods, see Sales and Purchase Ledger Reports - Creation Procedure: RU. INN Enter the tax payers identification number. KPP Enter the reason for being registered code. OKPO Enter the Russian classifier for organizations.
Country-Specific Fields: Spain
Minimum Amount for 347 Report Enter an amount, above which documents will be included in the 347 report.
Country-Specific Fields: UK
Accounts Office Ref. (AO Ref.) Enter the Accounts Office Reference. Unique Taxpayer Ref. (UTR) Enter the Unique Taxpayer Reference. Employer's Reference Enter the Employer's Reference. More Information
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Company Details
Object
Holiday Dates Window
The following table describes the fields that appear in the Holiday Date window. To access this window, choose Accounting Data
Holiday Dates
Administration .
Company Details
Holidays
Holidays Enter the name of the holidays group you want to enter.
Example
Example
You can enter holidays for each country you work with. End of the example. Valid for One Year Only Applies the holiday table only to the year specified in the holiday dates. Deselect to define the holiday table as year independent. Ignore Weekends for Payments Considers weekend days as business days while calculating due dates for payments. Weekend From ... To... Select days for the weekend. Start Date, End Date Enter either the exact dates of the holidays for each year, or dates in general for the holidays that are not changed through the years. Remarks Enter any additional remarks regarding the holidays or weekends.
Object
Company Details: Basic Initialization Tab
The following table describes the fields that appear on the Basic Initialization tab of the Company Detailswindow. To access this window, choose Basic Initialization tab. Administration System Initialization Company Details
Company Details: Basic Initialization Tab
Chart of Accounts Template
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Select the chart of accounts that is the valid legal form for your company, or define your own by selecting User Defined. Alternatively, import the chart of accounts data from your legacy system. We recommend using one of the existing standard charts of accounts and adapting it to the companys needs as required. Defining the entire chart of accounts is a long, complex procedure. Local Currency Select the local currency. The currencies defined in SAP Business One are available in the list. To define a new currency, select Define New. System Currency SAP Business One can manage all transactions in a system currency parallel to the local currency. Select the required system currency from the list. To define a new currency, select Define New. If defining a system currency that is not identical to the local (national) currency, the system currency can be used as the reporting currency. For example, the corporate group requires a different reporting currency from the national currency. Also define a daily exchange rate for the system currency. Every document, and all reports and balance sheets are posted in the database in both currencies. If you do not have a reporting requirement in another currency, set the system currency to your local currency. Default Account Currency Determines the default account currency for new accounts: Local Currency: Transactions can be posted only in the defined local currency. All Currencies: Transactions can be posted in all currencies defined in the company database; however, balances, totals, and reconciliations are calculated and displayed in local currency only. Display Credit Balance with Negative Sign Select to display credit balances with a negative sign. According to the default settings, debit balances are displayed with a negative sign. This option cannot be changed after postings have been created in SAP Business One. This setting influences the entry of beginning balances for the G/L accounts and business partners. Depending on this setting, the opening balances must be entered as positive or negative numbers. We recommend accepting the default setting, as this reflects the local requirements. Use Segmentation Accounts Select to specify if segments of information should be added to the standard account codes, such as division, region, cost center, and so on, for detailed transaction tracking and reporting. Use Negative Amount for Reverse Transaction Selecting this option results in journal entries where the reversal is booked with negative amounts. If you do not select this option, the journal entry of the reversal is booked using a debit/credit switch. This setting can be changed at any time. Permit More than One Document Type per Series Certain country regulations permit document numbering series that contain more than one document type. All of these documents are part of the same numbering series. Select this option if these regulations are relevant for the company. This setting determines the settings that are displayed in certain Document Numbering windows, and cannot be changed after it has been selected. Multi-Language Support Select to enable the Multi-Language Support function in the company. Use this function to translate field names in SAP Business One to foreign languages and print them in documents you send to foreign business partners. Item Groups Valuation Method
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Specify the default valuation method for newly added item groups. This field is active only if the Use Perpetual Inventory option is selected. The available valuation methods are: Moving Average: Calculates the inventory value by the item cost (see the Data Inventory Data tab). Inventory Item Master
This field is updated dynamically by every inventory receipt posting. Standard Price: Calculates the inventory value by a fixed price. The item's standard price should be set before you start working in your company. FIFO: Calculates the inventory value by the FIFO (first in first out) method. Each inventory receipt transaction creates a "layer" of quantities linked to costs. Each inventory release transaction uses quantities and their corresponding costs from the first open layers.
Note
Note
You can change the selected valuation method at any time; however, the change applies only to item groups added after the change, not retroactively. End of the note. Manage Item Cost Per Warehouse Select this option for calculating inventory pricing for each individual warehouse. Deselect this option for calculating inventory pricing for all the warehouses combined. Use Purchase Accounts Posting System In localizations where purchase accounting is used, selecting this option enables purchase accounting. Once journal entries have been made, this setting cannot be modified. Allow Stock Release Without Item Cost Permits items to be included in documents such as deliveries or A/R invoices, even when the item cost has not been determined. Select when the inventory valuation is performed according to moving average or FIFO. If you selected Standard Price, a cost has already been defined. Ordering Party This field is required for the interface with the Payment Engine add-on. House Bank Enter the company's default bank account and branch information.
Country-Specific Fields:
Install Bank Statement Processing You can select this option at any time to work with the bank statement processing functionality.
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Caution
Caution
If you choose Update having activated this option, the checkbox is disabled and cannot be deselected. End of the caution.
Country-Specific Fields: Belgium, Chile, France, Italy, Spain, and Portugal
Use Bill of Exchange Select to indicate that the company uses bills of exchange (BoE). If not selected, all references to BoE in SAP Business One are hidden. When a BoE transaction is added, Use Bill of Exchange cannot be disabled. This option is relevant for Italy, Portugal, Spain and France and activated by default.
Hierarchical Deduction at Source Select to indicate that the company uses hierarchical deduction at source method for tax deduction. Once this option is selected, the Define Deduction Groups button appears. Choose this button to open the Define Deduction Groups Setup window, in which you can define the relevant deduction groups for your company. More Information Company Details
Procedure
Setting the Local Currency
The local currency is the national currency in which the company reports to the local tax authorities.Note than once a journal entry or or an item master data record has been entered in SAP Business One, the local currency cannot be altered. Procedure 1. Choose . 2. In the Local Currencyfield, choose the required local currency, see Company Details, Basic Initialization Tab.
Procedure
Administration
System initialization
Company Details
Basic Initialization
Using Multi-Language Support
Companies which engage in global trade need to be able to print their correspondence with foreign business partners in both the business partner language and the companys local language. The Multi-Language Support functionality enables you to translate field names in various windows to foreign languages and then print documents for foreign business partners using these translated fields. Translations can be maintained for fields in master data windows and for almost any alphanumeric field in SAP Business One.
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Prerequisites 1. In the SAP Business One main menu, choose Details Basic Initialization tab Administration System Initialization Company
, and select Multi-Language Support. Administration Definitions General
2. In the SAP Business One Main Menu, choose Languages,
and set up the languages you would like to use. Business Partners Business Partner Master Data
3. In the SAP Business One Main Menu, choose General tab Procedure
, choose the business partner's language in the Language field.
1. Open the required window, for example, Business Partner Master Data. 2. From the menu bar, choose View Translatable Fields . The (Language) icon appears next to fields that can be translated and used by the Multi-Language Support functionality. 3. To translate a field to a foreign language, click in the field and choose, from the menu bar, Translate . Goto
Language
4. In the Translations window , select the language(s) into which you would like to translate the field, and enter a relevant value in the foreign language(s). 5. Choose Add in the Translations window to create the new translation(s). 6. To view translated values in sales and purchasing documents, open a document (for example, a Sales Order), select the display language on the Logistics tab, and choose from the menu bar, Values . View Translated
7. To print a sales or purchasing document in a foreign language, make sure the required language is selected in the Language field on the Logistics tab and choose, from the menu bar, More Information Translations Window
Procedure
File
Print
Translating Field Values to Foreign Languages
Translating field values to foreign languages allows you to display and print documents for foreign business partners in their own language. Prerequisites
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1. In
Administration
Company Details
Basic Initialization tab
, the box Multi-Language Support is selected. 2. In Administration have been setup. Procedure 1. Open the window from which you would like to translate field values. For example, Item Master Data. 2. Choose from the menu bar can be translated. View Translatable Fields to display the icon next to fields that Definitions General Languages , the required language/s
3. Place the cursor in the required field and choose from the menu bar 4. The Translations window appears.
Goto
Translate
5. In the Translated Values table, select the langauges to which you would like translate the selected field value. 6. In the Translation column, enter the translation of the value in the foreign language. 7. Choose Add to save your setting. More Information Multi-Language Support The Translations Window
Object
The Translations Window
Use this window to translate values to foreign languages. These translations can later be used by the Multi-Language Support functionality for displaying and printing documents for foreign business partners in their own language.
Translations Window
Table Displays the system table to which the field belongs. For example, the field Item Description in the Item Master Data window belongs to the Items table. Field Displays the name of the field for which you are translating values. Code Displays the translated value's code. For example, when translating values for theItem Description field, the item's number is displayed in this field.
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Default Description Displays the value recorded in the translated field in your local language. For example, if you are translating the description of a certain item to other languages, the item's description is displayed in your local language in this field. For example, Computer. Translated Values This table displays the translations of the selected value to foreign languages. Language Displays the foreign language to which the value is translated. For example, Spanish. Description Displays the translation of the value in the foreign language. For example, if the item description Computerwas translated to Spanish, the value Computador in this displayed field. More Information Translating Field Values to Foreign Languages Multi-Language Support
Function
General Settings
Use the General Settings window to maintain general settings such as interface language and color, defaults for new business partners, budget management, and more. Once the entries have been completed, choose Update to save the data. To access this window, choose More Information General Settings: BP Tab General Settings: Budget Tab General Settings: Services Tab General Settings: Display Tab General Settings: Font & Bkgd Tab General Settings: Path Tab General Settings: Inventory Tab
Object
Administration
General Settings
General Settings: BP Tab
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Use this tab to specify the default settings for the business partners defined in your company; set activity restrictions for your customers; and enable document generation authorizations. To access this tab, choose
BP Tab
Administration
General Settings
BP
Customer Activity Restrictions You can restrict the creation of sales documents for customers and prompt a warning message according to the following parameters: Credit Limit Checks whether adding the sales document for the customer causes deviation from the credit limit defined for the customer (Payment Terms tab in the Business Partner Master Data window). A warning message appears if <the customer's account balance> + <the amount of the current document> exceeds the customer's credit line. Commitment Limit Checks whether adding the sales document for the customer causes deviation from the commitment limit defined for the customer (Payment Terms tab in the Business Partner Master Data window). A warning message appears if <the customer's account balance>+ <the total amount in undeposited checks> + <the amount of the current document> exceeds the customer's commitment limit. Once you select the required option(s) described above, select the type of documents to which the restrictions apply and for which a warning message is launched: A/R Invoice Delivery Sales Order These setting are updated immediately per company, for all users. Set Commission by Define how commissions are calculated. A commission can be awarded based on the sales employee, item, or customer specified in the document. Select one or more of these options depending on how you want SAP Business One to calculate commissions. This setting influences where you can specify the sales commission percentage, but does not automatically calculate any commission transactions. You can change this setting at any time. Consider Deliveries Balance Checks the customer's account balance and the balance of open deliveries, while applying the selected restrictions for customer activity. These setting are updated immediately per company, for all users. Default Pmt Term for Customer Click and select the default payment term to be assigned to new customers.
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Your selection is assigned to all future new customer master records; however, it does not override the payment terms already assigned to existing customers. When modified, this setting is updated immediately per company, for all users. Default Pmt Term for Vendor Click and select the default payment term to be assigned to new vendors.
The default payment terms are assigned to every new vendor master record that is created in the future; however, they will not override the payment terms already assigned to existing vendors. When modified, this setting is updated per company, for all users. Default Pmt Method for Customer Click and choose a default payment method for new customers.
Your selection is marked as default in every future new customer master record; however, it does not override the payment method already marked as default for existing customers. This setting is updated immediately per company, for all users. Default Pmt Method for Vendor Click and select a default payment method for new vendors.
Your selection is marked as default in every future new vendor master record; however, it does not override the payment method already marked as default for existing vendors. This setting is updated immediately per company, for all users. Submit Credit Vouchers Defines the deposit method of credit card vouchers: Automatically determines that the due dates in the transaction of the credit card voucher deposit are the same as the due dates in the incoming payments document. Manually determines that the due dates in the transaction of the credit card voucher deposit are derived from the deposit document. When modified, this setting is updated immediately per company, for all users. Default Dunning Term for Customer Click and select the default dunning term to be assigned to new customers. When modified, this setting is updated per company, for all users. Activate Approval Procedures Activates the Approval Procedures function for the creation of sales documents. When modified, this setting is updated immediately per company, for all users. Display Accounts Balances Grouped by Control Accounts Select to determine that the transactions related to business partners are grouped by control accounts when displaying the Account Balance window (from the Main Menu, choose Partner Master Data Account Balance ). Business Partners Business
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More Information General Settings

Procedure
Defining Credit Limits
When defining a credit limit, the maximum permissible credit and/or commitment level for each customer in the master record must be maintained. The credit limit defaults as the first level from the payment terms. The most cautious setting is Order Restriction. To use restriction on order level, choose Sales Restriction, Delivery Restriction and Order Restriction, because not every delivery note or invoice is always based on an order. Therefore, include the higher restrictions. The credit limit setting can be modified at any time. The credit limit includes payments with a future date. This is important if check payments are received with postdated checks. The commitment limit does not consider these types of payments. This setting is mandatory to use credit limit checks. Procedure 1. Choose Administration System Initialization General Settings Sales .
2. To maintain credit limits, set Customer Activity Restrictions to either Credit Limit and/or Commitment Limit. 3. Define to which documents the restriction applies. 4. Check Consider Deliveries Balance to include the delivery notes balances. More Information General Settings, Sales Tab
Object
General Settings: Budget Tab
The following table describes the fields that appear on the Budget tab of the General Settings window. To access this tab, choose .
General Settings: Budget Tab
Administration
General Settings
Budget
Budget Initialization Select to manage the budget in your company. Once this option is selected, the budget-related functions appear in the Financials module, and the following fields appear in the current window.
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Note
Note
Except for the field For Annual Budget/For Monthly Budget, all the settings below are updated per company, for all users. End of the note. Block Deviation from Budget Blocks the creation of transactions that cause the budget to be exceeded. Warning Sends an alert when the budget is exceeded. You can confirm and add the transaction, or cancel. Without Warning Adds, without any restriction or warning, transactions that exceed the budget. Selecting either Block Deviation from Budget or Warning, displays the following fields in the window: For Annual Budget/For Monthly Budget For the annual budget, this setting is updated per user. For the monthly budget, it is updated only after the next logon for all users in the company. Purchase Orders A check is made against the budget during the issuing of purchase orders, including all open purchase orders and the current one. Goods Receipt POs A check is made against the budget during the issuing of goods receipt POs, including all open goods receipt POs and the current one. Accounting A check is conducted during the issuing of an A/P invoice or any other accounting transaction that involves a G/L account relevant to the budget. More Information General Settings Budget
Object
General Settings: Services Tab
Use this tab to define which checks and procedures are started automatically as soon as a user logs on to SAP Business One or begins working with the data. To access this tab from the SAP Business One Main Menu, choose General Settings
Services Tab Fields
Administration
Services
tab.
At the Beginning of Each Session Data checks and actions specified under this heading are carried out each time the user logs on to this company. Perform Data Check SAP Business One performs a brief data check during each logon and generates an appropriate message if any inconsistencies are detected.
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We recommend selecting this setting because it activates an automatic, regular check of the database tables. This setting is updated per user. Open Exchange Rates Table Opens the exchange rate table at logon. If you manage transactions in a foreign currency in SAP Business One, you require up-to-date exchange rates at all times. If an exchange rate has not been defined, SAP Business One automatically opens the window with the exchange rate table whenever a transaction is entered in the corresponding foreign currency. You can then specify the exchange rate. However, if the current exchange rates are already present, it provides a more efficient workflow. This setting is updated per user. Display Recurring Postings on Execution Displays at logon: All recurring postings for processing on todays date You can process the postings directly from this window. An appropriate message, if there are no postings for processing today This setting is updated per user. Send Alert for Activities Scheduled for Today At logon, SAP Business One automatically sends you a message listing all activities scheduled for today. You can process activities directly from the message. This setting is updated per user. Display Inbox When New Message Arrives Opens your Messages/Alert Overview window whenever a new message arrives. This setting is updated per user. Open Window for Credit Voucher Ref. Update At logon, the appropriate window for credit vouchers opens automatically. You can update the references from this window. You have to specify, in days, the planning interval for the due date of the vouchers. This setting is updated per user. Open Postdated Checks Window At logon, SAP Business One automatically opens a window displaying postdated checks for which the due date has passed. This ensures the processing of all checks that can be deposited today. You can deposit the checks directly from this window. This setting is updated per user. Update Messages (Min.) Enter an editable value, in minutes (default = 5), to define how often the application checks your inbox for updates. A new messages opens the Messages/Alert Overview window.
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This setting is updated per user. Screen Locking Time (Min.) Define the length of idle time, in minutes, after which, for security reasons, SAP Business One locks itself. To unlock the screen, you need a valid user name and password. This setting is updated per user. Open Postdated Credit Vouchers Window Select whether and how the window for postdated credit vouchers automatically opens at logon. You can deposit the vouchers from this window. From the drop-down list select: Always To always open the window for postdated credit vouchers at logon No To prevent the window from opening at logon By Date To open the window on certain dates In the fields Day 1 and Day 2, enter the days of the month on which you want the window to open. This setting is updated per user. Internet Definitions Use the fields under this title to enter information on your internet connection. Use Proxy Server for Web Connection Select to access the World Wide Web (Internet) from within SAP Business One, using a proxy server. After selection, additional fields are displayed for entering the IP address of the server and a port for the connection. This function: Is used to import the exchange rates table from the Internet Is not supported in all localizations This setting is updated per company, for all users. Telephone To place calls directly through SAP Business One if a phone system or modem is installed on your computer or in your network, in these fields specify the area code and the number to dial for an outside line. History / Log Sets the number of records to be saved in the log file. The log file saves the history of changes made in master records (items, business partners, and G/L accounts), documents, and other windows in SAP Business One. This setting is updated per company, for all users. To view the history log for a certain window, from the menu bar choose More Information General Settings Tools Change Log .
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Object
General Settings: Display Tab
Use this tab to define how different variables, such as dates, numerical values, and currencies are displayed. To access this tab, choose .
Display Tab Fields
Administration
General Settings
Display
Language Select the SAP Business One display language. When modified, this setting is updated per company, for all users, after the next logon. Color Select the background color for the active windows. Select Combined to define a background color individually for different windows in various colors. To select a background color for a window, open the required window and choose from the menu bar Color . Select the required color. Default Length UoM, Default Weight UoM Window
Define the standard units for various length and weight units for items in Item and Warehouse Management. When a new item is defined in SAP Business One, these length and weight units are proposed automatically. When modified, this setting is updated per company, for all users, upon the next logon. Time Format Define whether SAP Business One displays time in a 12-hour or 24-hour format. With a 24-hour format, 1 p.m. is displayed as 13:00. With a 12-hour format, 1 p.m. is displayed as 1:00. When modified, this setting is updated immediately per company, for all users. Date Format Defines how dates are displayed throughout SAP Business One.
Note
Note
These settings do not affect how dates are entered in SAP Business One. Dates can be displayed differently from the way they are entered. End of the note. When modified, this setting is updated immediately per company, for all users
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Separator Define the character that will be displayed in the date format between the date fields. That is, between the day and month, and month and year. When modified, this setting is updated immediately per company, for all users. Ext. Image Processing Define the resolution SAP Business One uses to display images. If you choose Full, the image will be displayed in the resolution saved in the image file. Try to print images using the default option first. If the images are not print as desired, select a different option for this field. Note that the selected value affects only the logged in user. No. of Rows in 'List of' Windows Define the maximum number of rows that will be displayed in any 'List of' window. When modified, this setting is updated immediately per company, for all users. Account Segment Separator Define the character for separating between G/L account segments. This separator is used for display purposes only. A dash () is recommended. Do not use any letters, numbers or an asterisk as a separator. The G/L account code must not contain the same character as the separator. This option appears only if the Use Segmentation Accounts option in Initialization Company Details Administration System
Basic Initialization tab is selected. Decimal Places (0...6)
Define the respective number of decimal places that will be displayed for amounts, prices, exchange rates, quantities, percentages, and units. As long as no journal entry was posted, you are free to change the decimal places. After journal entries are posted, you can only increase the number of decimal places up to 6 digits. This change is irreversible. Decreasing the number of decimal places, after journal entries are posted is impossible.
Note
Note
The decimal places definition effects the calculations in SAP Business One, and the values that will be saved in the data base. For example, if you chose 2 decimal places for amounts and you work with 6 decimal places for very small prices and quantities, totals might be not accurate. End of the note. Separator Define which character to use to separate the decimal places from the integer. The U.S. and U.K. use a decimal point, for example, while German-speaking countries generally use a decimal comma. When modified, this setting is updated per company, for all users, upon the next logon. Thousands Sep. Define which character to use as the thousands separator. For example, the U.S. and U.K. use a comma, while German-speaking countries generally use a period. When modified, this setting is updated per company, for all users, after the next logon. Display Currency on the Right
Currency or currency symbol is displayed on the right side in amount fields. By default, the currency symbol appears on the left of the amount.
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When modified, this setting is updated per company, for all users, after the next logon. Exchange Rate Posting Determines the display of exchange rates in SAP Business One. This setting affects the calculation that you use to enter the exchange rates in the Exchange Rates and Indexes window. Select Direct to display the exchange rate according to the foreign currency (that is, how many Euro one USD is worth). Select Indirect to display the exchange rate according to the local currency (that is, how many USD one Euro is worth).
Note
Note
This setting is updated per company, for all users, after the next logon, but cannot be changed after transactions are recorded in the company. End of the note.
Example
Example
The local currency is USD and the foreign currency is the Canadian dollar. Today's rates are 4 $US = 1 C$. If you chose the Direct option, then on the Exchange Rates tab in the Exchange Rates and Indexes window, you would enter 4 as today's rate for the Canadian dollar rate. If you chose Indirect, to indicate how may Canadian dollars are in one US dollar, you would enter 0.25 on the Exchange Rates tab. End of the example. More Information General Settings
Object
General Settings: Font & Bkgd Tab
Use this tab to set the font you use for displaying texts in SAP Business One, and to place your company logo or other graphic as the background image in the main SAP Business One window. To access this window, choose Bkgd.
General Settings: Font & Bkgd Tab
Administration
General Settings, Font &
Font Select the font for displaying all text in SAP Business One. The default font is Tahoma.
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Note
Note
Changing the font might increase or decrease the size of the windows. End of the note. When modified, this setting is updated per company, for all users, after the next logon. Font Size Select the font size of the displayed text. The default size is 10. When modified, this setting is updated per company, for all users, after the next logon. Preview Displays a preview of how the selected font and font size are to be displayed after choosing Update in this window. Background, Browse Select a picture to be displayed as the background for the main SAP Business One window. The default value Without displays no background picture. Choose Browse to search for an image on your computer or on the network. The selected image is also saved in the SAP Business One Picture folder. This setting is updated per user. Preview Displays a preview of how the selected picture will be displayed as the background after choosing Update in this window. Image Display Indicates how the background picture is displayed: Centralized, as a Full Screen, or Tiled. This setting is updated per user. More Information General Settings
Object
General Settings: Path Tab
The following table describes the fields that appear in the Path tab of the General Settings window. To open this window, choose .
General Settings: Path Tab
Administration
General Settings
Path
Microsoft Word Templates Folder Select the directory where you want to store MS Word templates for exporting data to Microsoft Word. When modified, this setting is updated immediately per company, for all users. Microsoft Excel Folder Select the directory where you want to store MS Excel templates for exporting data to Microsoft Excel. When
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modified, this setting is updated per company for all users. Pictures Folder Select the directory where you want to store images, such as company logos, for integration through user fields. When modified, this setting is updated per company, for all users. Attachments Folder Select the directory where you want to store attachments, such as customer Web pages, for integration through user fields. When updated, this setting is updated per company, for all users. Extensions Folder Select the directory where secured images are stored. Secured images include official stamps, which, due to legal requirements, can be saved on your computer as *.dll files only, and not in regular picture formats. When modified, this setting is updated per company, for all users. Current Scanner If a scanner is connected to your computer, you can scan documents directly and link them with the corresponding object in SAP Business One. The location of the connected scanner is automatically detected and copied to this field, and a button for activating the scan button appears in all the relevant processing screens. For example, when you enter an item, you can scan an image directly from within the images tab for a master record. When modified, this setting is updated per company for all users. XML Files Folder Select the directory where you want to store XML files created by using the Export Form to XML function. When modified, this setting is updated per company, for all users. More Information General Setting
Object
General Settings: Inventory Tab
On this tab, enter inventory and production-related details. The tab contains two additional tabs: Items and Planning Items Use this tab to define: The management method for serial numbers and batches The default warehouse The inventory G/L method Planning
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Use this tab to enter MRP-related information. You can define whether sales orders consume the sales forecast, or are added to the sales forecast. These settings are updated immediately, per company, for all users.
Items Tab
Management Method Choose the required method for assigning serial and batch-managed numbers to items: On Every Transaction you are required to assign serial or batch numbers on every inventory transaction. On Release Only you are required to assign serial or batch numbers only on release. It is optional for other transactions. When modified, this setting is updated immediately per company, for all users. Unique Serial Numbers by Choose the value to set as unique: None Mfr. Serial No. Serial Number Lot Number When modified, this setting is updated immediately per company, for all users. Auto Create Customer Equipment Card Enables you to automatically create customer equipment cards when you assign serial numbers. When modified, this setting is updated immediately per company, for all users. Basic Setting for Batch Status Choose an option to define the default status for item batches: Released you can perform transactions on a batch. Not Accessible you cannot release a batch in sales documents or in A/P credit memos because the status defines batches in the middle of a production process or a quality check. However, you can release a batch in inventory transfer documents. You use the status mainly to distinguish between Locked and Not Accessible batches in reports. Locked you can release the batch in stock documents only, for example, inventory transfers or goods issue documents. When modified, this setting is updated immediately per company, for all users.
Note
Note
If the batch is Not Accessible or Locked, SAP Business One neither prevents you from working with the batch, nor displays a warning. Therefore, the status is informative only. End of the note.
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Default Warehouse Choose a default warehouse for new item records. When modified, this setting is updated immediately per company, for all users. Set G/L Accounts by Choose one of the following to define whether you relate G/L accounts to items by: Warehouse Item Group Item Level When modified, this setting is updated immediately per company, for all users. Auto Add All Warehouses to New Items Select if you want to add all warehouses each time you create a new item, or to automatically add a new warehouse to existing items. When modified, this setting is updated immediately per company, for all users. Withholding Tax Select to have all new items liable to withholding tax by default. When this field is selected, all new items have the Withholding Tax Liable checkbox in the item master data selected.
Planning Tab
Consume Forecast Subtracts the sales order from the Forecast quantity. The check box defines the default value for the sales order lines. The MRP run checks consumption in the order lines only. When modified, this setting is updated immediately per company for all users. Consumption Method Choose how forecast consumption is performed: Backward-Forward Forward-Backward When modified, this setting is updated immediately per company, for all users. Days Backward Enter the number of days to search back for a forecast to consume. When modified, this setting is updated immediately per company, for all users. Days Forward Enter the number of days to search forward for a forecast to consume. When modified, this setting is updated immediately per company, for all users. Withholding Tax Select to have all new items liable to withholding tax by default.
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When this field is selected, all new items have the Withholding Tax Liable checkbox in the item master data selected. More Information General Settings
Object
Posting Periods Window
Definition The following table describes the fields that appear in the Posting Periodswindow. To display this window choose Administration
Posting Periods
System Initializations
Posting Periods
Period Code The period code as defined in the Posting Period window. To display further details of this posting period, click
link button
(link button). Period Name
The period name as defined in the Posting Period window. Period Status The status of the period as assigned in the Posting Period window. Each status indicates what transactions and documents can be posted within the date range of each posting period: Unlocked all types of transactions and documents. Unlocked Except Sales all types of transactions and documents, except for the documents under the Sales A/R module. Period Closing users who have period closing authorization can post all types of transactions and documents. Locked neither transactions nor documents can be posted. Posting Date From... To... Posting date range defined for each period. Due Date From... To... Due date range defined for each period. Automatic Change of Period Status to 'Closing Period' Automatically assigns the status Closing Period to periods that have already ended. When you log on to SAP Business One, the system date is compared with the Posting Date To defined for the existing posting periods. Each posting period with a Posting Date To that is earlier than the current system date gets the status Closing Period. An authorized user can change the status of the existing posting periods. Date When Automatic Change Is Applied Appears only when the option Automatic Change of Period Status to 'Closing Period' is selected.
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Specify the date in which the automatic change of status for already ended posing periods to Closing Period should apply. By default, the value in this field is 1.
Example
Example
The value specified in this field is: 10. The posting period related to last year has ended on 31.12.0X, and the current system date is 2.1.0X+1. In this case, although the posting period of year 0X already ended, it's status will not be changed until the 10.01.0X+1. End of the example. New Period Opens the Posting Period window in which you can define new posting period.
Object
Posting Period Window
The following table describes the fields that appear in the Posting Period window. To open the window, choose Period
Posting Period
Administration
Posting Periods
New
Period Code Specify a code for the posting period. The code can be up to 20 characters. Period Name Specify a name for the posting period. The name can be up to 20 characters. The name of the period that includes the current date is displayed at the top of the main menu window. Sub Periods Select one of the following options. This setting determines the number of additional posting periods to be created automatically by SAP Business One: Year Choose this option to manage a single period during a fiscal year. SAP Business One will not create additional posting periods automatically when choosing this option. Quarters Choose this option to manage 4 posting periods during a fiscal year. When you choose Quarters, the number 4 is entered automatically in the No. of Periods field and SAP Business One creates 4 new posting periods respectively. Months - Choose this option to manage 12 posting periods during a fiscal year. When you choose Months, the number 12 is entered automatically in the No. of Periods field and SAP Business One creates 12 new posting periods respectively. Days When you choose this option, the No. of Periods field becomes active. Enter the number of required posting periods. SAP Business One will then create respective periods. For example, if you need to manage one posting period per week, enter 52 in the No. of Periods field. SAP Business One will then create 52 periods; one for each week. When you select an entry that consists of more than one posting period, the value entered in the field Period Code
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will then be used as the base code for creating the codes of the additional posting periods. For example, if 2006 is entered as the Period Code and the value quarters is selected in the field Sub-Periods, the codes of the four new posting periods would be 2006-1, 2006-2 and so on. No. of Periods Displays the number of posting periods according to the option selected in the Sub-Periods field. This field will be active only when Days is chosen in the Sub-Periods field. Period Indicator The Period Indicator refers to each document series (row) that can be connected to one or more Accounting Periods. Each document series must be connected to an indicator, to enable document numbering starting with 1 for each fiscal year. Choose the period indicator to connect to the accounting period. The period indicator can be connected to more than one period in the same company. Period Status Assign to the posting period the required status: Unlocked all users, with respect to their authorizations, can post all types of transactions and documents to this period. This status is assigned by default to new posting periods. Unlocked Except Sales all users with respect to their authorizations, can post to this period all types of transactions and documents, except for documents of the Sales A/R module. Assign this status once the period ends, but there are still Purchasing A/P documents, such as late A/P Invoices, and other transactions that should be posted to this period. Period Closing only users with full Period Closing authorization can post to this period all types of documents and transactions. Assign this status to the period, after the period ended, all the late transactions are posted, and only the Year-End Closing process is still to be performed. Locked no documents neither transactions can be posted to the period. Assign this status to the period after all the adjustments are posted and Year-End Closing process is complete for this period. Posting Date From... To... Specify the posting date range for the new period. By default, the From date is the day after the end date of the latest posting period exists, and the To date is one year later.
Example
Example
The latest period defined ends on 31.03.07. By default the posting date range of a new period is 01.04.07 31.03.08. End of the example.
Note
Note
Posting date ranges of different posting periods must not overlap. In other words, the start posting date of one period can not be earlier than the end posting date of the another period. End of the note. Due Date From... To... Specify the due date range of the new period. The due date range can be longer than the posting date range. Document Date From... To... Specify the document date range of the new period. The document date range can be longer than the posting dates
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range. Start of Fiscal Year Specify the starting date of the fiscal year to which the period relates. Fiscal Year Specify the fiscal year to which the period relates. Add Choose to add the new posting period. If you have chosen to create a period containing a number of sub-periods, these will be created automatically and will be divided according to the appropriate range of dates
Procedure
Creating Posting Periods
The following procedure explains how to create a new posting period. Procedure 1. Choose tab. 2. Choose New Period. The Posting Period window appears 3. Enter the relevant values in the fields. 4. Choose Add. Result The new posting period appears on the Posting Periods tab in the General Settings window. If the new period contains sub-periods, each sub-period is displayed in this window in a separate row.
Recommendation
Administration
General Settings
Posting Periods
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: . Financials General Ledger Define Posting Periods Define New Posting Periods
Procedure
Locking Posting Periods: France
The following procedure explains how to lock posting periods absolutely, preventing the submission of any updates in the locked posting period. This action should take place after you perform the year-end closing process.
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Prerequisites The Lock Periods authorization (in the Authorizations window, under Initialization General Settings Posting Periods be allowed to lock or unlock posting periods.
Note
Administration
System
) has been blocked for users who should not
Note
Only a user who has the Lock Periods authorization enabled can perform this procedure. End of the note. The Year-End Closing process has been completed. The following reports have been generated: Document Journal in Month Total Mode (from the SAP Business One Main Menu, choose Reports Financials Accounting Reports Document Journal Accounting ). Transaction
Transaction Journal Report ( Journal Report Trial Balance ( General Ledger ( Procedure ). Reports Reports
Financials
Financials Financials
Financial Accounting
Trial Balance General Ledger
). ).
1. From the SAP Business One Main Menu, choose the General Settings 2. Click the
link button
Administration
Posting Periods
tab.
(link button) icon of the period you want to lock.
The Posting Periodwindow appears. 3. Change the value in the Locked field from Yes to No. 4. Choose Update. Result The system automatically changes the value in the Activefield from Yesto No. From now on, it is impossible to submit any changes into the locked period. The system registers the locking action itself in a log file along with the details of the user who performed the
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action and the date (

Note
Tools
Change Log
...).
Note
All changes made after the posting period has been locked are registered in the log file. End of the note. More Information Posting Periods
Procedure
Modifying Posting Periods
The following procedure shows how to edit the posting periods name, date ranges, active and locked fields in existing posting periods. Procedure 1. In the SAP Business One main menu, choose Settings 2. Click Posting Periods
Link
Administration
General
tab.
(Link) next to the posting period you want to edit. The Posting Period window appears
3. You may change now the periods name, date ranges and the fields Active and Locked. 4. Choose Update.
Recommendation
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: . Financials General Ledger Define Posting Periods Change Posting Period Status
Function
Authorizations
Authorizations allow users to view, create, and update documents that you assign to them, according to data ownership definitions. By default, a new user has no authorizations. Each user can have only one manager who assigns permissions. You can define users as either regular users or superusers. You can also define an unlimited number of superusers,
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although that is not advisable. Regular users: Cannot assign authorization to other users Can perform certain actions, for example, award discounts, change prices, or access confidential accounts, with proper authorization Superusers can: Define permissions for other users Have full and unrestricted authorization for everyone except themselves Automatically have full authorization for all functions in the system You define authorizations in the Authorizations window, per module. Authorizations are also affected by the settings in the General section of the window. For example, if a user has permission to display the Business Partner Master Data, but lacks permission to see Account Balances of Business Partners, as defined in the General section, the system does not display account balances in the Business Partner Master Data window. Users who do not have permission to alter authorizations do not have the Authorizations folder in their view of the Administration module. Prerequisites You have defined the users in the system and specified which ones are superusers. Features You can give users authorization to only display information, or exclude users from a function altogether. You can restrict user access to documents. For example, you can limit access to sales quotations within a certain number series only, to quotations in other series, or you can deny access completely. You can override authorizations in specific circumstances. For example, if a user has no permissions to create a certain sales document, but attempts to do so, the system prompts the user to request an authorized user to enter his or her user name and password. This enables the unauthorized user to save the document for that specific occurrence only. You can define approval procedures for the purchasing and sales transactions in the system that override the standard permissions. For example, if a user is authorized to add an invoice, even if it exceeds the customers credit limit, you can activate an additional release procedure whenever the credit limit is exceeded by a specific amount. More Information Authorizations Window Defining Authorizations Modifying Authorizations Tracking Changes in Authorizations
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Copying Authorizations for Another User Authorizations for Document Type Series Data Ownership Authorizations Data Ownership Exceptions
Procedure
Defining Authorizations
Authorizations are defined per user. Each user can have the same permissions throughout the system, or can have different permissions per module and sub module. Note that permissions for super users cannot be modified. The following options are available for defining the various authorizations for a user: Full Authorization: the user is able to display and modify data for that function. per module. Read Only: the user can only view, but not change data. No Authorization: the user has no access to that function. Each user's authorizations are displayed in the Authorizations Window. VariousAuthorizations is displayed for modules with mixed authorizations, such as full authorization for some submodules and read-only for other submodules. The main menu is not automatically updated according to the authorizations. To display or hide certain modules or submodules, use the Form Settings Main Menu window, and select or deselect the Visibleboxes as appropriate for each module. Encryption can also be used to hide confidential data in the system. For certain users, the encoded characters are displayed instead of the actual digits and characters. Prerequisites Users must be predefined in the system, as either regular or superusers. Procedure 1. Choose Administration System Initialization Authorizations General Authorizations
. The Authorizations window displays with the list of users. 2. To grant full authorization to a user for all functions in all modules, choose the Full Authorization button at the bottom of the window. 3. To grant read authorization to a user for all functions in all modules, choose the Read Only button at the bottom of the window. The user can then display all the data in the system, but cannot make any changes. 4. To completely limit access, choose the No Authorization button at the bottom of the window. The user will not be able to view or change any of the data. 5. To provide different permissions for each module or sub module, in the table, click on the authorization and
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select the required permission from the dropdown list. 6. To set a global maximum discount, enter the required discount in the Max. Discount field, up to 100%. 7. To set a maximum cash amount a user can enter in an incoming payment, select the Max. Cash Totalbox and enter the required amount. 8. To hide certain data using encryption, select the Use Encryption box, then choose the Encryption Table button. In the Encryption Table window that displays, enter the character that should appear in place of that character. Choose OK to save the changes. 9. Choose Update to save the changes in the Authorizations window. More Information Modifying Authorizations Authorizations Window
Procedure
Copying Authorizations for Another User
To use SAP Business One more efficiently, once authorizations have been defined for one user, this authorization profile can be copied to another user. For example, by copying an authorization profile, the same permissions can be granted to all the employees who work in the same department. SAP Business One is equipped with a comprehensive authorization facility that can be tailored to every user. During the implementation phase, the system administrator should devise an authorization policy to prevent unauthorized access to the database. Note that changes to the history for user and authorization settings are not recorded. Any changes in customization (system configuration) and user settings must be documented manually. Since changes to system parameters are part of the internal monitoring system, they must also be documented. Documentation can take the form of a simple printout of the table contents, or screenshots. Certain precautions must be taken to ensure that access to the data is monitored. In the General Ledger, users who do not have authorization for the document journal but are authorized for journal entries can use the data record pushbuttons to scroll through the database and view documents. In this way, they can display other entries, even though they are not authorized to display lists, for example in the document journal. By assigning the correct authorization, changes to document fields can be restricted. This does not apply to users who have been defined as super users. Procedure 1. In the Administration System Initialization Authorizations window, choose the name of the user whose authorizations are to be copied. Hold the mouse button until a rectangle appears around the user name. 2. Drag the rectangle to the name of the user to whom to grant the authorizations. 3. Release the mouse button.
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4. A system message prompts for confirmation of the copy operation. 5. Choose OK to confirm the operation. The authorizations are copied completely to the second user. More Information Authorizations Authorizations Window
Procedure
Modifying Authorizations
When an authorization for a module or a parent function is granted, the authorization is automatically copied to all the child functions. For example, if No Authorization is granted for the Sales module, the user does not have any authorizations for any function throughout the entire module. Only a superuser can modify permissions for other users. However, the superuser cannot modify the authorizations for him or herself. Procedure To define or restrict different authorizations for individual functions in an application: 1. Choose Administration System Initializations Authorizations General Authorizations
. The Authorizations window displays. 2. Choose the user name in the left column. 3. Choose the orange triangle to the left of an application or function in the list to expand to the next level of authorizations. To show or hide all the functions of an application at once, choose Expand or Collapse, respectively. 4. To change a users authorization for a function or an entire module, single-click the authorization in the list to the right. A drop-down list appears with the possible authorizations for the function or application. Choose an entry from the list to select it. 5. Once a user has been selected, display and change the corresponding authorizations as required. Super users appear in gray in the list, as their permissions cannot be altered. More Information Authorizations Window Defining Authorizations
Procedure
Authorizations for Specific Windows and Documents
Authorizations can be overridden in specific circumstances. For example, if a manager is out of the office, he can
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permit one of his staff to add a document on a one time basis. In addition, this function permits those without authorizations to view reports and other windows to which they may not otherwise have access. The user who lacks permissions is challenged each time for the overriding permissions.
Prerequisite
To display windows that the user may not have permission to display, choose the Main Menu Settings icon from the toolbar and make all of the required options Visible. Procedure Open the required document. A system message displays stating that the user does not have permission to permform this action. Choose Authorization by Another User. Enter the user name (code) and password of the manager or user with the required permissions. The transaction is then completed as required. More Information Authorizations
Procedure
Tracking Changes in Authorizations
All the changes in Authorizations that were made in any category and by any user can be tracked. These include a detailed list of the changes, who made them and when they were made. In addition, the Authorization window as it was on a specific date, or after a specific update can be displayed. Prerequisites To view changes in authorizations, full authorizations to the Show History option under General authorizations are required. Super-users in the system get full authorizations automatically. Each time a user updates the Authorizations window, the system creates a new instance of the Authorizations window and saves it in the Change Log window along with the date and the user who made the update. Procedure 1. Open the Authorizations window from General Authorizations. 2. Choose the user for whom the changes are to be tracked. 3. From the Goto menu, choose Change Log. The Change Log window displays. 4. In the Show History window, double-click on a row to display the required instance of the Authorization window. The instance provides a view of the Authorization window as it was after the update. For more information, see the Change Log Window. Administration System Initialization Authorizations
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5. Choose Show Differences to view a detailed list of the changes made in the selected instance. For more information, see the Differences Window. More Information Defining Authorizations Authorizations Window
Object
Authorizations Window
Use the Authorizations window to assign permissions to each user. Superusers have full permissions that cannot be altered. Regular users can have full or partial permissions, for each module and sub-module. To access the Authorizations window, choose .
Prerequisites
Administration
Authorizations
You have defined your users as either regular or superusers.

Authorizations Window Fields
Max. Discount Specify the maximum discount that the user is authorized to enter in customer master records or sales documents. If you enter 0, the user is not able to enter any amounts for which automatic rounding has been defined, because automatic rounding represents a discount. Max. Cash Total Select and enter the maximum cash amount the regular user is authorized to enter in an incoming payment (Payment Means window, Cash tab). This can be overridden for specific documents with a supervisor's permission. This option is not active for superusers. Full Authorization Choose to grant full authorization to a user for all functions in all applications. Read Only Choose to grant read-only authorization to a user for all functions in all applications. The user can then display all data but cannot make any changes. No Authorization Choose to grant no authorizations for any functions in any application. The user will be unable to display or change any data.
Country-Specific Fields: Panama
Note
Note
This option is available in other localizations as well, only if you have upgraded to SAP Business One 2007 A from previous releases.
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End of the note. Use Encryption Define encoding for a user for the following confidential data in the system. G/L account balances Price lists When you select this option, the system displays the Encoding Table button. Choose to display the Encodingwindow for defining the encoding. A different display character can be defined for each character in the table.
Note
Note
The encryption does not apply on financial reports. End of the note. More Information Authorizations
Object
Encryption Table: Panama
Use this table to define which letter replaces which digit when encrypting the balances in the Business Partner Master Data and in the Chart of Accounts windows. To access this window, choose: General Authorizations
Note
Administration
Authorizations .
Select the Use Encryption option
Choose the Encryption Table button
Note
This window is available in other localizations as well, only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note.
Encryption Table
0-9 Enter the character to replace each digit. +, -, . Enter a character to replace each sign. Repeat Enter the character that should appear to prevent situation where the same character repeats it self. For example: 0 replaced with A, 1 replaced with B. The original balance of an account is 100. It will be displayed as ABB. If you enter (for example) the character P in the Repeat field the balance will be
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displayed as ABP. More Information General Authorizations

Object
Additional Authorization Creator
Use this window to create and add a new permissions object for user-created forms.
Additional Authorization Creator
Authorization ID, Name Specify unique ID and name for the additional authorization. Option Sets permission options for the new authorization: Full/Read/None Full/None Item Indicates if the authorization is of Item type or Form type Permissions set to form apply to all its subordinates. Permissions set to an item do not apply to the parent form. Level Sets hierarchy level for the object. Parent ID Selects a parent item when you add a subordinate object. Display Order Selects the location of a subordinate or sibling object within the permission hierarchy. Forms ID/Edit Opens the User Authorizations Forms ID window. Assigns the authorization object to a user-form of your choice by entering the form ID. Add Same-Level Choose to define new additional authorization with the same level of the selected one. Add Sub-Level Choose to define new additional authorization with level lower than the level of the selected one. Subordinate authorizations can be created for additional authorizations of levels one to four.
Function
Data Ownership Authorizations Window
This window displays each employee with each of his/her permissions per document. Only employees who are linked to users in the Employee Master Data window can view this window and all other windows in the Authorizations
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folder. Authorizations can be granted per user, so that the user has the same permissions throughout the system. Authorizations can also be individualized, so that each user has different permissions for different documents. Since super users authorizations cannot be altered, this user's permissions are viewed as grayed out. Employees that are linked to super users have full permissions. All other users by default have no permissions. Data ownership is driven by the owner field in sales opportunities and Sales A/R and Purchasing A/P documents. The owner can only be an employee that is associated to a user. Data ownership can be turned on or off either system wide, or by object, or even by individual form or report. A user can access the sales opportunity or A/R A/P document as long as he or she has a defined relationship with the owner and has been granted either Read Only or Full for the data ownership permission for that relationship. The above relationships include: Peer: the user and the owner share the same manager on their corresponding employee records Manager: the owner is the users manager per the manager field on the users employee record Subordinate: the user is the owners manager per the manager field on the owners employee record Branch: the user and the owner are members of the same branch. The branch is read from the corresponding employee records. Department: the user and the owner are members of the same department. The department is read from the corresponding employee records. Team: the user and the owner are members of the same team. Team membership is defined on the corresponding employee records For each of these relationships, the user can be granted Full, Read Only or No Authorization. In the event that more than one relationship exists between the user and the owner, the more lenient authorization is granted. For example, the user and the owner are in the same branch and department. If the user has Read Only for the branch but Full Access for the department, the user is granted Full Access to the sales opportunity or sales or purchasing documents in question. Since super users authorizations cannot be altered, this user's permissions are viewed as grayed out. Employees that are linked to super users have full permissions. All other users by default have no permissions. To display this window, choose Ownership Authorization More Information Authorizations Data Ownership Exceptions
Procedure
Administration .
Authorization
Data
Data Ownership Exceptions
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In this window, define which documents are can be viewed, either fully or partially, or whether only the name of the document appears in a report but the document itself cannot be viewed. Owners can be defined for sales or purchasing documents and sales opportunities in the header. This represents the case where the user is the owner of the entire document or sales opportunity. This owner is defined as the owner of the header. In addition, owners can also be defined for each line item on sales or purchasing documents and on each stage on sales opportunities. This owner is defined as the owner of the line. The checkbox labeled Owner Filtering Active is a global flag to activate or deactivate data ownership authorizations for the entire company. Once this is activated, for all sales or purchasing documents and sales opportunities, access will be granted only if the user has a relationship to the owner and has the permission for that relationship either as Read Only or Full. In the case that a document or sales opportunity has no owner, then any user can access it as if no data ownership is in place. Any user can assign an owner to a document or sales opportunity that does not have an owner. Once an owner is assigned, only the owners manager or a superuser can change the owner. Data Ownership Exceptions allow the company to activate or deactivate data ownership at a more granular level than company wide. Procedure
Object Tab
For each selected sales or sales opportunity documents, data ownership can be applied according to one of the following options:: By Header and Lines: The document or sales opportunity is visible to the owner of the document and to the the owner of any of the lines or stages and to all those users that have a defined relationship to either of the owners and have the requisite permission for the specific relationship.. Header Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of the header and have the requisite permission for the specific relationship. The owner of any of the lines or stages will have no affect on providing access to the document or sales opportunity No Filtering: Data ownership is not active for this object, irrespective of the owner fields at the header or line or stage.
Excluded Forms Tab
For each selected document, choose one of the filtering options: No filtering: Data ownership is not active for this specific form irrespective of the owner fields at the header or line or stage. By Header Owner Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of the header and have the requisite permission for the specific relationship. The owner of any of the lines or stages will have no affect on providing access to the document or sales opportunity If none of the above options are selected, then data ownership is in effect by Header and Line Owners unless Data Ownership has been deactivated for that document on the Objects Tab. More Information Authorizations Data Ownership Authorizations
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Object
Differences Window
Use this window to review detailed information on the selected document instance. This information includes the date of the change, the changed field, field values before and after the change, and the user who made the change. To access this window from the SAP Business One menu bar, choose Differences. Structure
Differences Window Fields
Tools
Change Log...
Show
Date Displays the date of the change Changed Field Displays the field that was changed Old Value Displays the value of the field before the change New Value Displays the value of the field after the change User Name Displays the name of the user who made this change More Information Change Log Window
Object
Document Numbering - Setup
The following table describes the fields appear in the Document Numbering Setup window. To access this window choose Administration System Initialization Document Numbering .
Document Numbering Fields
Document Displays the list of documents in SAP Business One types for which you need to define numbering series. Default Series Displays the default numbering series defined for each document. You can change here the name of the default series but not the series itself. To learn how to set default numbering series click here. First No. Displays the first number of the default series. You can change this number only if no document is created and the new number does not overlaps numbers of other series created for the same document.
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Next No. Displays the number in the default numbering series that will be assigned to the next document that will be created. You can change this number for all document types as long as no document was created with this series. In case of existing documents in the default numbering series, you can change the next number only for purchasing documents.
Note
Note
Legal regulations require successive numbering of sales documents, and therefore it is forbidden to change the next number of sales documents numbering series. End of the note. Last No. Displays the last number in the default numbering series. You can change this number as long as there is no overlapping with other numbering series of the same document, and as long as the new last number is higher than the next number of the default series. Name Change Opens the Change Internal Document Name window in which you can change the name of internal documents such as Purchasing Order and Goods Receipt PO. The new names are then displayed in the respective field of the Document column and as the respective entry in Purchasing A/P module in the Main Menu. Original Names Choose to revert customized names to the original name. More Information Document Numbering: Belgium Define Documents Define Series
Procedure
Setting Default Series
When you have defined all the required series, you can set one of them as a default. Procedure 1. In the SAP Business One main menu, choose Document Numbering . Administration System Initialization
2. Select the row of a series by double-clicking on the row number. 3. Choose Set as Default. 4. Choose Set as Default for Certain Users, for example, if you want to set the selected series as the default for certain users, such as the employees of a department. The list of users defined in SAP Business One appears.
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5. Choose the users for whom you want to set this series as default. When a new document is created, SAP Business One analyzes the document type to determine which numbering to use. 6. Select an entry from the Groupfield to change the default series when you create a document. The user must be authorized to use the selected series. 7. Confirm your entries with OK. 8. Choose Update and OK. The initial window for the DefineDocuments appears again. 9. Choose Update and OKagain to save your entries. You can only change the definition of the first number in a series until the first document is entered for that series and document type. As soon as the first document has been entered, you can no longer change the first number of that series, but you can still change the last number. You still have to verify that the changes do not result in overlaps with other series. Information such as remarks, the assignment of default series for a group of users, or the lock can be changed even after documents have been created. The Define Documentswindow only displays the default series for each document type. Make sure that doubleclicking on a row number opens the window with the list of series for a document type before you maintain the data.
Note
Note
The system automatically generates the Primaryseries with default settings for each document type, to make sure that document numbering can start immediately. You can modify this primary series to meet your needs before you enter the first documents in the system. End of the note. More Information Document Numbering
Object
Define Documents
This window displays the list of predefined document types and default series. The window appears only if you select Select if One Series Can Contain More Than One Document Type in the Company Details window
Basic Initialization tab when you create a new company. You can modify the series or add a new one by double-clicking the document type row.
Note
Note
This window appears automatically in the Belgium localization.
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End of the note. To access the window, choose Define Documents

Define Document Fields
Administration
Document Numbering
Document Displays the document type. Series Displays the default series for the document type. More Information Document Numbering Series Define Series
Object
Series
Use this window to define default series and to select additional series for the chosen document type. To open the window, choose Define Documents
Series Fields
Administration
Document Numbering
and double-click a document type row.
Name Displays the name of the series. Checkbox Select to add the series for the selected document type. Set as Default Choose to define a series as a default one. New Choose to add a new series for the document type. More Information Define Documents Document Numbering
Object
Series - Document - Setup
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In this window you can create a new series, add the series numbering range, and define the strings, if required. In addition, you can link a series to a period or user group, or make it unavailable. To open the window, choose Define Series
Series Setup Fields
Administration
Document Numbering
. Alternatively, you can display the window by choosing New in the Series window.
Name Displays the name of the document type series. Number (First, Next, Last) Enter the first, next, and last numbers, so that SAP Business One can Assign the number to the first document that you add to the system Automatically add a sequential number Add the last number to the document of a certain type String (Prefix, Suffix) Enter the prefix and the suffix to have an additional identification of the series.
Note
Note
These fields are available only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note. Remarks Enter any free text regarding the series. Group Choose a group by clicking to limit the series to a certain user group. Period Ind. Choose a period indicator by clicking to limit the series to a certain period. Lock Select to disable the selection of the series. Display Series Linked to the Current Period Indicator Select to display series only for a certain period.
Country-Specific Fields: Chile & Mexico
The following fields appear only when the document for which you opened the window has a folio number. Folio Prefix Displays the Folio prefix defined for the document series at the time the Folio Number Assignment was made. This field is not editable. Next Folio Number
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Displays the next Folio number to be assigned to a document of his type. This field is not editable. More Information Document Numbering Define Documents
Procedure
Defining Additional Series for a Document Type
In SAP Business One, documents are numbered in series or number ranges. When additional series are required for a document type, define additional number ranges to start a new series. There can be no overlaps between the different number ranges, otherwise two different documents with the same number might be created. This would lead to processing problems in the database, and also must be avoided for legal reasons. For example, two invoices cannot contain the same number. Procedure
Adding Additional Number Ranges for a Document Type
1. Choose
Administration
Document Numbering
2. To start a new series, double-click on the row number of the document type. The Ser ieswindow for the relevant document type appears. The primary series for numbering that has already been defined for that document type is displayed in the first row. 3. Add a new row. 4. Enter a number in the Last No .column to restrict the current series, if an additional series for the document is to be defined. 5. Enter a name for the new series. This name appears in the Number Range field of the corresponding document. 6. Enter the first number of the number range. SAP Business One updates and fills in the Next No.column automatically as soon as documents of this type are entered. 7. Enter the last number for the series in the Last No. column. This optional step is only required if more than one number range is defined for a document type. The system displays an error message, if an attempt is made to define overlapping number ranges, and it is not possible to save these entries. 8. Enter an alphanumeric string in the Prefix and Suffix fields. This string is attached before or after the document number, respectively. Enter either letters or digits for these strings, up to eight characters. The values in these columns are relevant for printing only. 9. Enter a comment for a series in the Remarks column. To include the remarks during printing, add the field in the document template. 10. Assign the series to a group. Use the group of a series to restrict the access authorization. 11. To lock a series, select the Lock column for that row. No further documents can be created with the numbers in that number range. Ensure that a different number range is set as the default. To unlock the series, deselect the
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Lock checkbox.
Deleting Additional Number Ranges for a Document Type:
Ensure that the series you want to delete has not been assigned for documents yet. 1. Place the cursor in the required series row. 2. Choose Data Delete Row .
3. Choose Update and OKto save the changes. More Information Document Numbering
Object
Document Numbering
In the daily course of business, SAP Business One assigns to each document a number. This number is used as reference and can be used as selection criteria in various reports. Each company has its own numbering method and rules. The Document Numbering function enables to define numbering series for each document type, and determine the default numbering series for each document, and for each user (if required). As a result, when initiating document creation, either manually or automatically, the default series defined for the different documents and different users are considered, unless the user changes it in the document it self. SAP Business One provides you with two different numbering methods: A numbering series per document type - according to this method, there is at least one numbering series for specific document type.
Example
Example
Defining few series numbering for Sales Quotation. This can be useful incase there are few sales employees who create sales quotations, and you assign different numbering series to be used by each sales employee. End of the example. One numbering series used for more than one document type - according to this method, a specific numbering series can be assigned to more than one document type. The numbering method is defined in Administration Initialization tab
Note
Company Details
Basic
Note
SAP Business One provides a predefined numbering series for each document type that is used by default, if the user does not define other numbering series. The predefined numbering series named "Primary", and always starts with 1. End of the note.
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More Information Document Numbering

Background
Authorizations for Document Type Series
When you define document-numbering series in SAP Business One, you must meet the following conditions: Only superusers can create and maintain document series. Users who are not defined as superusers can only change the definition of their own default number range, assuming that they are authorized to maintain numbering series. The default series for each user must be defined; otherwise, the user cannot open the initial window for this type of document. An unlimited number of series can be defined for each document type. Access to a specific series is granted to one of ten groups especially defined for access to document series. A user must have the permission corresponding to one of the ten groups to be able to access the series that is assigned to the specific group. More Information Document Numbering
Procedure
Changing Names of Purchasing Documents
If the names defined in the system do not correspond with your companys terminology, you can assign your own names to purchasing documents. However, you cannot change the names of sales documents. Procedure 1. From the SAP Business One Main Menu, choose Document Numbering . Administration System Initialization
2. At the lower right of the Documents Numbering window, choose Name Change. 3. Enter your own specific names for: Purchase orders Goods receipt POs Goods returns AP invoices
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Purchasing credit memos 4. Choose Update and OK. 5. To save your entries, choose Update. The new respective name now appears in the header of the processing window for documents of this type. 6. If you want to switch back to the original names, choose Original Names in the Document Numberingwindow. The system will now display the original names for the documents instead of the changed names. 7. To save your entries, choose Update.
Note
Note
If you have changed the names and want to change them again, choose Name Change. The original changes are not displayed in this window. You can make these changes even if documents have already been entered in the system. End of the note. More Information Document Numbering
Background
Document Numbering: Belgium
In Belgium, a document numbering series can contain more than one document type. All of these documents can be part of the same numbering range series. This permits the creation of the legally required journals, which are: One or more sales journals One or more purchases journals A bank journal, one per bank A cash journal for recording all petty cash transactions A MO (Miscellaneous Operations) journal It is legally permissible to produce as many sales or purchases journals as required. This means that the company could have one sales journal for sales invoices, another sales journal for sales credit memos, and the third sales journal for manual transactions. Having one sales journal for one type of sales invoice and another sales journal for other types of sales invoices is also permitted. This is also applicable for purchases journals. Within each journal, document numbering must be chronological and sequential. Once this type of document numbering is selected, document numbering cannot be changed manually.
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More Information Document Numbering Company Details: Basic Initialization Tab

Object
Check Document Numbering
In this window, define the required selection criteria for duplicated and missing numbers in a document series. The error and information messages are displayed in the status bar. To access this window, choose
Check Document Numbering Fields
Administration
Utilities
Check Document Numbering
Choose Documents to Review Select for each document to be included in the check. Number From ...To Enter the required number ranges to filter the range of documents. Date From... To Define a range of posting dates to run the check for the documents whose posting dates are within that range. Choose All Choose to run the check on all documents. Clear Selection Choose to clear the selection made. More Information Document Numbering
Object
Check Folio Numbering: Mexico and Chile
You are enabled to check whether there are duplicated or missing folio numbers for documents created in SAP Business One. Use the Check Folio Numbering window to define selection criteria for the check. If there are no duplicated or missing folio numbers, a relevant message appears. If there are missing or duplicated numbers, they are displayed in a separate window. To display this window, choose
Check Folio Numbering Fields
Administration
Utilities
Check Folio Numbering
Choose Documents to Review Select for each document for which you want to run the check.
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Folio Number From... To Define a range of folio numbers to be checked. Date From... To Define a range of posting dates to run the check on the documents carrying a posting date within that range. Choose All, Choose to run the check on all the documents with folio numbers. Clear Selection Choose to clear the selection made.
Function
Document Settings
Use this window to define the default setting for sales and purchasing documents in SAP Business One. The window consists of two tabs, General and Per Document. Document Settings Window Tab General Per Document Description/Action Enables you to define general information relevant to all the documents in the Sales A/R and Purchasing A/P modules Allows you to make special definitions per document type. Select each type individually and make the necessary definitions.
To access this window from the SAP Business One Main Menu, choose Initialization More Information Document Settings: General Tab Document Settings: Per Document Tab
Object
Administration
System
Document Settings
Document Settings: General Tab
Use this window to define default settings for document types in SAP Business One. On the General tab, you define settings for sales and purchasing documents. To access the tab from the SAP Business One Main Menu, choose Document Settings
General Tab Fields
Administration
General
Calculate Gross Profit, Base Price Origin
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Select to enable gross profit calculation in sales documents. Whenever you open a sales document, the gross profit option will be available from the Goto menu, the toolbar, and the context menu. Once you select it, the Base Price Origin field appears. To display the available options, click . The options are: Price Lists 1 to 10 SAP Business One calculates gross profit based on the items price on the selected price list. Last Purchase Price SAP Business One calculates gross profit based on the items price in the last purchase. For this option, make sure to import or fill out the last purchase prices from the previous company. Otherwise, the calculation is incorrect. Last Evaluated Price SAP Business One calculates the gross profit based on the value found in the last run of the Inventory Valuation report. Item Cost SAP Business One calculates the gross profit based on the item cost in the relevant warehouse.
Note
Note
SAP Business One will recalculate the Item Cost for gross profit calculations only until an inventory transaction for the item has been posted to the system. For example, when the goods are delivered using a Delivery document. End of the note. Calculate % Gross Profit as: Define whether to calculate the gross profit percentage as the base price or the sales price.
Example
Example
You have an item with a base price of $30 and a sales price of $40. Calculated according to the base price, the gross profit would be:
gross profit/base price x 100 = (40-30)/30 x 100 = 33%
Calculated according to the sales price, the gross profit would be:
gross profit/sales price x 100 = (40-30)/40 x 100 = 25%
End of the example. Document remarks include: Select whether the remarks on the marketing documents include the base document number, or the customer or vendor reference number. When you enter a sales document with a reference to a base document, the number of the base document appears. The displayed number can either be an internal number assigned to the document by SAP Business One, or the customer/vendor reference number from the base document. When you choose to display the customer/vendor reference number and no such number is entered in the base document, the relevant field remains blank in the document that is created with reference to the base document.
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For a Sales BOM in documents, display: Select the Price and total for parent items only if you only want to display the total price for the sold product. Select the Price for components if you want to display the prices of the components. In this case, the total price is calculated as the total of the component prices. If a sales bill of material is defined for a product, this BOM appears in the sales document. The sales document displays both the sold product and the components that contribute to this product. When you select this radio button, you determine whether the sales price of the item should be displayed at the level of the sold product or at the level of the components in the sales document. Response to release of inventory below the minimum level: Define a minimum inventory level in the master record for an item that you manage in your warehouse. Use these options to define the system response when the inventory level falls below this minimum quantity as the result of a sales document. This check is performed for sales documents that contain a goods issue, such as deliveries or invoices. You define whether or not a warning message appears when the sales document is entered. If a warning appears in the sales document, it can be ignored. You can also specify that the sales document cannot be entered; select the Block Releasecheck box. Manage inventory by whse Defines whether the check is performed for the warehouse selected in the document row. If you select the checkbox, the system checks the minimum inventory level in the warehouse that was selected for the item when the sales document was entered. If the transaction causes the inventory level in that warehouse to fall below the minimum inventory level, a warning message appears even if the total available inventory of the item is greater than the minimum warehouse quantity. If you do not select this checkbox, the system checks the total available inventory in all warehouses where this item is stored. You can also define automatic notification for a specific user when the inventory level falls below the minimum level. A purchase transaction can then be initiated. Block negative inventory Select to block documents that would cause the level of inventory to fall below zero. If you deselect the checkbox, the message Negative inventory usage is not in accordance with accounting rules. Are you sure you want to enable negative inventory usage?
Note
Note
If you select Manage inventory by whse and Block negative inventory, SAP Business One calculates the block per warehouse. However, if the item is not handled by a warehouse and you do not select Manage inventory by Whse, the block is calculated for all the warehouses. End of the note. Rounding Method Select whether the amounts and prices that appear in marketing documents should be rounded by currency or by document. Exchange rate base date (A/P documents) Chooses the date on which the system calculates the exchange rate: Posting Date Document Date
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Round tax amount in rows Select to set the rounding of tax amounts per document row. If this option is deselected, document rows display the not rounded tax amount, and the system will round tax amounts per tax groups. Display rounding remark Select to determine whether a remark will be displayed in the Remarks field of the sales document when an amount has been rounded. If you select the checkbox, a remark in a foreign-currency invoice for a customer is displayed stating that the discount amount is different from the discount percentage due to rounding. Use warehouse address Select if you want the Ship To address of the purchase document (Logistics tab) to be the warehouse address. If this checkbox is deselected, the Ship To address will be the address of the company as defined in System Initialization Company Details General tab. Manage freight in documents Administration
Select to add a Freight field in all sales and purchasing documents. This field allows you to calculate additional costs connected to a document, such as, delivery charges and deposit tax. Block documents with earlier posting date Select to block the posting process of the documents that creates automatic accounting journal entries (invoice, credit memo, deposit, and payment documents). Allow future posting date Select to be able to create documents with future posting dates. Companies can create documents with future posting dates at the company level and then decide whether to apply this option to all the documents or only to those selected. Calculate the row total using the unit price Select to calculate the row total in marketing documents as follows: Unit Price x Discount x Quantity. The Unit Price is the price before discount. When deselected, the row total is calculated as follows: Price after Discount x Quantity. When selected, the Price after Discount in marketing documents is disabled.
Note
Note
This option is available only if you have upgraded to SAP Business One 2007 A from previous releases End of the note. More Information Document Settings Document Settings: Per Document Tab
Background
Rounding Method
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It is common to round amounts and prices in payments and marketing documents. SAP Business One enables you to select a rounding method to be used when rounding is required. Regardless of the selected rounding method, you have to determine whether to round tax amounts in rows.
Note
Note
It possible to change the rounding method any time during the work in SAP Business One. To do so, choose Administration System Initialization Document Settings Rounding method, select either By Currency , or By Document. End of the note. By Currency Select this option if you want to work with rounding account per currency. You have to define the following parameters: In Administration Setup Financials Define Currencies , determine the required rounding method for each currency, define the display of the decimals and whether the payments generated with this currency should be rounded. In Administration Setup Financials G/L Account Determination General tab, define a rounding account. The differences between the original amount and the rounded amount are displayed in the Rounding field of the marketing document and will be posted to this account. This is why the total of credit and debit in the transaction created by the document is different from the document total. The rounding of the amount appears in the Total field is performed according the definitions made for the currency in all the documents. The difference between the original amount of the document and the rounded amount is displayed in the Rounding field in the general area of marketing documents. In sales documents, this field is not editable. However, in purchasing documents, you can edit the amount that appears in this field (before the document is added) by selecting the Rounding checkbox. By Document Select this option, if you want to work without using rounding account and without rounding definitions for each currency. For each sales document, determine whether it should be rounded. Choose System Initialization Document Settings select the Automatic Rounding for Document. Per Document Administration General tab. In the
tab. Choose the required documents and
The differences created as a result of the rounding are displayed in the Discount field of the marketing documents. You can define that SAP Business One will display a rounding remark. Choose Administration System
Initialization Document Settings General tab and select the Display Rounding Remark. This way, whenever you create a rounded document, an asterisk (*) appears n the Discount field and the remark Discount percentage deviates from discount total due to rounding appears in the Remarks field of the document. More Information Document Settings
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Currencies - Setup Window

Object
Document Settings: Per Document Tab
In this window you define information for Sales and purchasing documents Banking and accounting documents Goods transfer and production documents To determine the settings that apply to a specific document type, click and choose a document type in the Document field. SAP Business One will then display the relevant fields for the selected document type. To access the tab from the SAP Business One Main Menu, choose Document Settings Per Document . Administration System Initialization
Sales Documents Fields Sales Quotation
Include Tax in Quotation Select to determine whether to calculate tax in sales quotation documents. If you select the checkbox, the SAP Business One does not calculate or display the tax in quotations. However, if the you create an order that refers to a quotation, SAP Business One calculates the tax according to the rules defined for the customer and the item. Allow Copying Closed Quotations to Target Doc. Define whether sales quotations remain open or closed after you copy them to target documents. Select to make the sales quotation available for creating repeated target documents. The sales quotation then appears in the list of possible reference documents when you create a target document. You can repeatedly select the sales quotation and copy it to target documents. Once you have copied the sales quotation to a higher-level document, it is considered closed. It is then no longer displayed for selection when you create a sales document with reference. Deselect the checkbox to activate this option. Allow Future Posting Date Select to be able to create sales quotations with future posting dates. If you have selected it in the Document Settings: General tab, you can select this checkbox.
Sales Documents Fields Sales Order
Default Days for Order Cancellation Enter the number of days during which you can cancel the sales order. Allow Changes to Existing Orders Select to define whether changes to existing sales orders are allowed. If you do not select the checkbox, you will not be able to change a sales order once you create it. You are not able to
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change the checkbox status once you enter sales order in SAP Business One. Activate Automatic Availability Check Select to check the available quantities of items included in a sales order before it is added and to offer different solutions in case the available quantity is less than the quantity in the sales order. Sales Order Approved Select to determine whether to enable dragging of sales orders to target documents.
Sales Documents Fields Sales Order, Delivery, Returns, A/R Down Payment, A/R Invoice, A/R Credit Memo
Allow Future Posting Date Select to be able to create sales documents with future posting dates. You are enabled to select the checkbox, if you have selected it on the Document Settings: General tab.
Purchasing Documents Fields Purchase Order
Split PO Select to determine whether to split a purchase order that relates to more than one warehouse. If you select the checkbox, SAP Business One prompts you to create child purchase orders. Confirm the message to create separate child purchase orders for each warehouse. Purchase Order Approved Select to determine whether to enable dragging of purchase orders to target documents.
Purchasing Documents Fields
Allow Future Posting Date Select to be able to create purchasing documents with future posting dates. You can select the checkbox if you have selected it in the Document Settings: General tab.
Banking Fields Incoming Payment
Split BP/Account in Journal Entry Select to have one row to appear for each payment method. According to the default setting, only one row appears for the customer or vendor account in the accounting document for an incoming payment, even when different payment methods are specified for the payment. Several rows appear for the posting on the offsetting side: one for each payment method. Maximum No. of Documents in Payment Enter the value to define how many documents you include in each incoming payment. Split Credit Voucher Select to split the credit voucher in the accounting document by date on the customer or vendor side when a credit card payment is received. Display All Transactions by Default Select to display all open business partner transactions in the incoming payment. Under/Overpayment Amt Allowed Enter the maximum amount for which the over or underpayment is allowed.
Banking Fields Deposit
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Split BP/Account in Journal Entry: Select to indicate the type of deposit for which the accounting document will be split. You can define this setting for cash checks, postdated checks, or credit voucher documents resulting from credit card payments.
Banking Fields Outgoing Payment
Split BP/Account in Journal Entry Select to have one row to appear for each payment method. According to the default setting, only one row appears in the accounting document for outgoing payment, even when different payment methods are specified for the payment. Several rows appear for the posting on the offsetting side: one for each payment method. Maximum No. of Documents in Payment Enter the value to define how many documents you include in each outgoing payment. Display All Transactions by Default Select to display all open business partner transactions in the outgoing payment. Under/Overpayment Amt Allowed Enter the maximum amount for which the over or underpayment is allowed.
Banking Fields Postdated Deposit
Split BP/Account in Journal Entry Select to indicate the type of deposit for which the accounting document will be split. You can define this setting for postdated checks or postdated credit vouchers resulting from credit card payments.
Accounting Fields Journal Entry
Block Unbalanced FC Journal Entry Select when you do not want to allow unbalanced entries in a foreign currency. Allow Multiple Currency Transactions Select to permit creation of journal entries that involve more than one currency. Block Editing of Totals in System Currency When you enter a document, you can display it in the local currency, the system currency or when relevant in the foreign currency. In the process, SAP Business One automatically calculates the amount in the system currency, based on the information in the local or foreign currency. If you want to allow amounts to be edited in the system currency, do not select this checkbox. In this case, SAP Business One calculates the amounts in the local currency and when relevant in the foreign currency, and you can access the system currency fields and change their values if required. If you do not want to allow the entry of amounts in the system currency, select the checkbox. Block Posting Date Editing Per Row By default, SAP Business One sets the posting date for the entire accounting document. Select if you want to prevent a different posting date from being entered for individual entry rows. If you do not select the checkbox, a separate posting date can be entered for each row in the accounting document. Block Updating of Doc. Date After Posting Per Row If this option is selected you cannot edit the document date in the header and rows of existing journal entries, after the journal entries are added. Use Automatic VAT
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Select to determine automatic VAT calculation according to the default VAT group defined for each account.
Production Fields
Use for Components Transactions: Choose one of the following: Component WIP Accounts Select to use the components WIP accounts, as defined in the Item Master Data, as the WIP accounts for the journal entries of the components transaction between inventory and production. Parent WIP Accounts Select to use the parents WIP accounts, as defined in the Item Master Data, as the WIP accounts for the journal entries of the components transaction between the Inventory and the Production. The parent item is defined in the bill of materials that was selected in the production order. WIP accounts include both WIP and WIP variance accounts.
Note
Note
These options are available only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note.
Country Specific Fields: Portugal
Default Stamp Tax Code Appears when choosing the incoming payment document. Choose a default stamp code to be used when creating incoming payments with Bill of Exchange. By default, this field is empty.
Country-Specific Fields: Chile, France, Italy, Portugal, and Spain
Deposit: Split BP/Account in Journal Entry in Bill of Exchange Deposit Select to have one row to appear per Bill of Exchange transaction.
Post Negative Exchange Rate Differences as Negatives Choose this option to post negative exchange rate differences for total incoming payments with a negative sign rather than to the opposite G/L account side. Post Positive Exchange Rate Differences as Negatives Choose this option to post positive exchange rate differences for total outgoing payments with a negative sign rather than to the opposite G/L account side. Use Shipped Goods Account Select this option to apply default usage of Shipped Goods account whenever a Delivery document is created. If selected, the option Use Shipped Goods Account in the Delivery window is selected by default, but if necessary the
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user can deselect it to create specific delivery without posting to the Shipped Goods Account. By default this option is selected for upgraded companies, and deselected when creating new company. More Information Document Settings Document Settings: General Tab
Function
Print Preferences
Use this window to define the default settings for document printing in SAP Business One. The window consists of two tabs, Generaland Per Document. The General tab enables you to define general settings relevant to the printing of all documents. The Per Document tab allows you to make special printing definitions per document type. Select each type individually and make the necessary definitions. To access the window from the SAP Business One Main Menu, choose Initialization More Information Printing Documents Automatically Print Preferences: General Tab Print Preferences: Per Document Tab
Procedure
Administration
System
Print Preferences
Printing Documents Automatically
You can set SAP Business One in such a way that certain document types, such as orders, are printed automatically when they are created. Procedure 1. Choose Administration System Initialization Print Preferences .
The Print Preferences window appears. 2. On the Per Document tab, select the required document type. 3. Select Print Document. 4. Enter the required number of copies in Copies (Incl. Original).
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Note
Note
You can configure additional settings for the document. For more information, see Print Preferences: Per Document Tab. End of the note. 5. Choose Update and OK. More Information Print Preferences
Object
Print Preferences: General Tab
Max. Rows per Page Enter the maximum number of table rows per page. If more than the specified number of table rows has to be printed for a document, the excess rows are automatically printed on additional pages. The maximum number of table rows per page is usually between 10 and 40, depending on the margins defined for the printer, the page format and the vertical compression. Print with Vertical Compression Specify the vertical compression percentage to be applied to the document. When you specify the value 100, the characters are printed in their original size. When you specify the value 70, the printed characters will be compressed by 70%. You can also specify values greater than 100. When you specify a vertical compression less than 100, you can print more rows on each page. Top Margin (cm), Bottom Margin (cm) Define the appropriate print margins in centimeters if, for example, you want to print the document on company letterhead. Max. Rows per Page During Export Specify the maximum number of table rows per page when exporting the document to Microsoft Word. If more than the specified number of table rows has to be exported, additional pages are created automatically. The maximum number of table rows per page is dependent on the margins defined for the pages and the page format of the Microsoft Word template. Print on Letter Paper Select this check box if you want to print the documents on company letterhead to deactivate your company details in the printout. Documents will be printed without your company details. Print SAP Business One Generation Message If you do not want the printed documents to contain the information that the document was created using SAP Business One, select this check box.
See also:
Print Preferences, Per Document Tab

Object
Print Preferences: Per Document Tab
On the Print Preferences: Per Document tab, set the print options for each document type.
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To open the tab from the SAP Business One Main Menu, choose Print Preferences Per Document tab.
Administration
Each document type is configured separately. The document type is selected in the Document field. Some of the fields described in the following table are displayed only when they are appropriate for the selected document type.
Print Preferences: Per Document Tab
Document Choose the document type for which you want to configure the print settings. Export to MS word Select to export to Microsoft Word immediately when the document is created. Print Document Select to print immediately when the document is created. Copies (Incl. Original) This is displayed if Print Document is selected. Enter the number of copies of the document to print when it is created. The number includes the original. Therefore, if you want to print the original document and two copies, enter 3. Copies for Manual No. Assignment This is displayed if Print Document is selected. Enter the number of copies of to be printed if the document is created with a manual number assignment. A document with manual number assignment is treated as a copy in the system, not as an original document. Permanent Remarks for Printing Enter text to be printed at the end of each document.
Example
Example
You can use the permanent remarks, for example, to tell your customers about a new phone number, or to announce a new product. End of the example. Print Discount Data Select this to print the discount information in the document. Print Vendor Catalog Number Instead of Item Number Select to print the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One. Print Amounts Select to print total amounts in the document. Deselect to exclude total amounts.
Example
Example
On certain types of document, such as delivery notes or price quotation, it may be appropriate not to print the total amounts.
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End of the example. Print Incoming Payment with Invoice For Invoices only. Select one of the following: No - no receipt is printed when you print an invoice. Only When Adding - a receipt is printed whenever a payment is specified in the invoice. The receipt directly confirms the payment. Always - a receipt is always printed if one exists for the invoice. Print Incoming Payment & Invoice on One Page Select to print the invoice and the receipt on a single page. If deselected, the documents are printed separately. When Batch/Serial No. Exist, Print Select one of the following options to print Batch or Serial Number information in inventory documents. Document and Batch/Serial No. Print the document and the Batch or Serial Number information. Document Only Print the document with no Batch or Serial Number information. Batch/Serial No. Only Print onlyBatch or Serial Number information.
Country-Specific Information: Hungary
Permanent Remark for Cash Payment Enter a remark that will be displayed on A/R invoice if this invoice will be paid by cash or credit card (a cash payment). Permanent Remark for Non-Cash Payment Enter a remark that will be displayed on A/R invoice if this invoice is paid later on via the Banking Module using a non-cash payment (bank transfer). More Information Print Preferences, General Tab
Procedure
Printing Specific Checks in Canada and U.S.
The following additional check formats are available: Check stub stub: The check is printed on the header of the two stubs
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Stub check stub: The check is printed in the middle, between the two stubs Stub stub check: The check is printed in the footer following the two stubs Procedure
Customization of the User Templates
1. Choose
Administration
Document Settings
Per Document tab
2. In Document field, choose Outgoing Payment. 3. Specify the Maximum no. of documents in Payment, i.e., the maximum number of invoices that can be closed in one outgoing payment to a vendor. 4. Choose Update to save the setting. If the number of A/P Invoices per vendor is greater than that defined in the Document Settings, SAP Business One blocks the outgoing payment to that vendor and generates the following error message:
Number of documents in payment is greater than maximum defined. Defining the Print Settings
In the Checks for Payment print template, select the Area Properties window in the Repetitive area. In the General tab, ensure that Duplicate Repetitive Area is checked. In addition, in this tab select the number of lines in the repetitive area and the distance between the two repetitive areas (in pixels). More Information Document Settings, Per Document Tab Properties Window
Function
Opening Balances
The functions listed under the Opening Balances menu option enable you to manually create opening balances for G/L accounts, business partners, and 1099 forms and boxes (in the USA only). The transaction type OB (=Opening Balance) is assigned to the opening balance transactions that are created through these functions. To open the Opening Balances window, choose Balances . Administration System Initialization Opening
More Information G/L Accounts Opening Balance Window Business Partners Opening Balance Window
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1099 Opening Balance Window

Function
G/L Accounts Opening Balance
This function enables you to manually set the opening balances of G/L accounts defined in SAP Business One. To access the G/L accounts opening balance function, choose Opening Balances More Information G/L Accounts Opening Balance Selection Criteria G/L Accounts Opening Balances Window Setting Opening Balance for G/L Accounts
Procedure
Administration .
G/L Accounts Opening Balance
Setting Opening Balances for G/L Accounts
During system initialization, the opening balances of G/L Accounts must be updated with legacy data. To use SAP Business One from the start of the fiscal year, enter the balances from the previous years closing balance sheet. Enter the opening balances for the balance sheet accounts (assets, liabilities, and equity). The expense and revenue accounts are cleared with the balance sheet when they are created. If the fiscal year does not start on January 1st, change the date in the G/L Accounts Opening Balance window. If the company's fiscal year starts in the middle of the year, for example, July 1st, to view the opening balances from January 1st and from the first quarter, April 1st, enter several balances for different dates on the same accounts. Enter the opening balances of the fiscal year for January 1st, and then, only open the delta for April 1st and July 1st. To begin using the system during the fiscal year, enter the values from an existing trial balance sheet or interim balance sheet in the system. Create this trial/interim balance sheet on the day before the first use of SAP Business One. In this case, specify the balances of the expense and revenue accounts. Procedure 1. From the SAP Business One Main Menu, choose Opening Balances G/L Opening Balances . Administration System Initialization
The G/L Opening Balances Selection Criteria window appears. 2. Set the required G/L account range, and then, choose OK. The G/L Opening Balance window appears. 3. If the fiscal year does not start on January 1st, change the Date value to the required date.
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Enter offsetting G/L account in the window header, and specify the relevant details. 4. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency. If the system currency is different from the local currency, the system automatically calculates the opening balances in the system currency and displays the values in column OB (SC). 5. Enter the opening balance in the foreign currency. If a foreign currency has been defined for an account, the OB (FC) field is also active. The system then automatically calculates the amounts in the local and system currencies, using the valid exchange rate on the value date. Overwrite the calculated values if necessary. 6. Enter the value without a plus sign if the balance is in credit. If the balance is in debit, insert a minus sign in front of the value. 7. Choose Add when all the opening balances have been updated. An opening balance for a multi-currency account can be entered only in local currency. Result SAP Business One creates the opening balance transactions for the accounts updated in the G/L Accounts Opening Balances window. The original type assigned to these transactions is OB.
Object
G/L Accounts Opening Balance - Selection Criteria
Use this window to specify selection criteria for a range of G/L accounts displaying their opening balances. To access this window, choose Accounts Opening Balance . Administration System Initialization Opening Balances G/L
After defining the required information, you can view the result in the G/L Accounts Opening Balance window.
G/L Accounts Opening Balance Selection Criteria
G/L Account From... To... Define a range of G/L accounts for which you want to set the opening balances. Account Group Name This section represents the drawers of the accounts in the chart of accounts. Select a drawer to set the opening balance to the accounts that are included in that drawer.
Object
G/L Accounts Opening Balance Window
This window displays the opening balances of a range of G/L accounts, according to selected criteria.
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To open this window, choose Accounts Opening Balance .
Administration
Opening Balances
G/L
G/L Accounts Opening Balance Window
Opening Balance Account Enter the offsetting account for the opening balance transactions. Date Enter the posting date relevant to the opening balance. The beginning of the year is displayed by default, but can be overwritten. Ref. 1, Ref. 2 Enter one or two references to be assigned to the opening balance transactions. Details Enter relevant remarks to be entered by SAP Business One to the opening balance transactions Due Date Enter the due date relevant to the opening balance transaction. The beginning of the year is displayed by default, but can be overwritten. G/L Account, Name, Balance (LC), Balance (FC) and Balance (SC) Display the numbers and names of the selected G/L accounts. The table also displays the balance of an account in the local, foreign, and system currency. These fields are maintained automatically. OB (LC), OB (FC), and OB (SC) Enter the opening balances for each account in the respective currencies. Add Choose to record the opening balance transactions to the database. More Information Setting Opening Balances for G/L Accounts
Function
Business Partners Opening Balance
During system initialization, the opening balances for business partner accounts must be updated with legacy data. This function enables you to manually set the opening balances for business partners defined in SAP Business One. To set opening balances for business partners, choose Opening Balances More Information Business Partners Opening Balance Selection Criteria Business Partners Opening Balance Window Setting Opening Balances for Business Partners Administration . System Initialization
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Procedure
Setting Opening Balances for Business Partners
During System Initialization, the opening balances for Business Partner Accounts must be updated with legacy data. Since the opening balance usually includes several invoices, specify the payment amount as a partial payment of this position. Note that opening balances are not included in the dunning. The opening balance in the system currency is determined automatically by the system on the basis of the national currency. If the master records of the Business Partners are entered in the system with a foreign currency, the opening balance can also be specified in this foreign currency. The OB (FC) column is only ever active in this instance. Enter the value without a plus sign if the balance is in credit. If the balance is in debit, insert a minus sign in front of the value. Note that this setting is also dependent upon the option chosen in Display Credit Balance with Negative Sign in Administration System Initialization Company Details.
If the opening balance is specified in the foreign currency, the system calculates the opening balance in the national currency on the basis of the exchange rate that applies on the reference date, and displays this in the OB (LC) column. This value can be altered manually. Procedure 1. From the SAP Business One Main Menu, choose Opening Balances Administration . System Initialization
The Business Partners Opening Balance Selection Criteria window appears. 2. Set the required business partner range, and choose OK. The Business Partners Opening Balance window appears. 3. Specify the offsetting account for the business partner opening balance postings, and enter all the other required details in the window header. 4. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency. If the system currency is different from the local currency, the system automatically calculates the opening balances in the system currency and displays the values in column OB (SC). 5. Enter the opening balance in the foreign currency, if required. If a foreign currency has been defined for a business partner, the OB (FC) field is active. SAP Business One automatically calculates the amounts in the local and system currencies, using the valid exchange rate on the value date. Overwrite the calculated values if necessary. 6. Choose Add to create the opening balance transactions. Result
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SAP Business One creates the opening balance transactions for the business partners updated in the Business Partners Opening Balances window. The original type assigned to these transactions is OB. More Information Business Partners Opening Balance
Object
Business Partners Opening Balance - Selection Criteria
Use this window to specify selection criteria for the Business Partners Opening Balance report. To open this window, choose Business Partners Opening Balance Administration . System Initialization Opening Balances
After defining the report, you can view it in the Business Partners Opening Balance window.
Business Partners Opening Balance Selection Criteria
Code From... To... Define a range of business partners for which you want to create opening balance transactions. Customer Group If you want to create opening balance transactions for the customers related to one group only, click and select the customer group. To include all customers in the selection criteria, select All. Vendor Group If you want to create opening balances transactions for the vendors related to one group only, click and select a vendor group. To include all vendors in the selection criteria, select All. Properties Choose to open the Properties window in which you can use business partner properties as a selection criteria. Choose All Choose to include all business partners in the selection criteria.
Object
Business Partners Opening Balance Window
This window displays the Business Partners Opening Balance report, according to selected criteria.
Business Partners Opening Balance Window
Opening Balance Account Enter the offsetting account for the opening balance transactions. Date Enter the posting date relevant to the opening balance. The beginning of the year is displayed by default, but can be overwritten. Ref 1, Ref 2 Enter one or two references to be assigned to the opening balance transactions.
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Details Enter any relevant remarks to be added by SAP Business One to the opening balance transactions. By default, SAP Business One assigns the following text: Business Partners Opening Balance. Due Date Enter the due date relevant to the opening balance transactions. The beginning of the year is displayed by default, but can be overwritten. Name, Code, Balance (LC), Balance (FC), Balance (SC) Display the numbers and names of the selected business partners. The table also displays the balance of a business partner in the local currency, foreign currency, and system currency. These fields are maintained automatically. OB (LC), OB (FC), OB (SC) Enter the opening balances for each business partner in the respective currency. Add Choose this button to record the opening balance transactions to the database
Function
1099 Opening Balance: USA
Use this function to manually set opening balances for 1099 boxes and 1099 forms by vendor. To access the correct interface, choose 1099 Opening Balance More Information 1099 Opening Balance Selection Criteria Opening Balance Window
Object
Administration
Opening Balances
1099 Opening Balance - Selection Criteria
Use this window to specify selection criteria for the 1099 Opening Balance Selection Criteria report. To open the window, choose Opening Balance . Administration System Initialization Opening Balances 1099
After defining the report, you can view it in the 1099 Opening Balance window.
1099 Opening Balance Selection Criteria
Vendor From... To... Specify a range of vendors for which you want to set 1099 opening balances. Vendor Groups To post 1099 opening balances transactions for the vendors related to a specific group only, click and select the
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vendor group. To include all vendors in the selection criteria, select All. Properties Opens the Properties window in which you can use business partner properties as a selection criteria. Choose All Choose to include all business partners in the selection criteria More Information 1099 Opening Balance: USA
Object
The following table describes the fields that appear in the 1099 Opening Balance report, based on selected criteria.
Vendor Code Displays the code of the vendor, and provides a link to the respective master data record. Vendor Name Displays the name of the vendor. Posting Date Specify the posting date for the openning balance transaction. 1099 Form Click and select the 1099 form for which you want to set the opening balance.. 1099 Box Click and select the 1099 box for which you want to set the opening balance. The available 1099 boxes are the ones defined for the selected 1099 form. Amount Specify the amount of the 1099 opening balance for the vendor displayed in that row. Submitted If selected, the 1099 opening balance has been submitted. More Information 1099 Opening Balance: USA
Function
Setup
The Setup section, an extensive part of the Administration module, is used for defining settings and defaults for fields that are used throughout SAP Business One. Although certain settings can be modified later, most of these definitions should be entered during system initialization. For example, before you can use banking functions, you must define basic banking data; and before you can assign authorizations, you need to define your users. More Information
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General Financials Sales Opportunities Purchasing Business Partners Banking Inventory Service
Function
General
You make general settings under More Information Password Administration Users - Setup Sales Employees/Buyers - Setup Territories - Setup Commission Groups - Setup Predefined Text - Setup Freight - Setup
Object
Administration
Setup
General
Password Administration
Use the Password Administration window to specify the requirements for user passwords. To access this window, choose Administration Setup General Password Administration .
Password Administration
Security Level Security level for the passwords of SAP Business One users. Select one of the predefined security levels:
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Low selected by default Medium High The values in the fields below are replaced according to the selected security level, but cannot be changed. You can also define security levels with parameters that are specific to your company. To do so, choose Custom. In this case, all the fields below can be edited. Security Level Components The values specified in the following fields determine the security level. You can edit these fields only when the selected security level is Custom: Expiration After X Days Minimum Length in Characters Minimum Number of Uppercase Characters Minimum Number of Lowercase Characters Minimum Number of Digits Minimum Number of Non-alphanumeric Characters Password cannot match X Previous Passwords Authentications Before User Account is Locked Password Example Enter a sample password that complies with the security level specified. This password example is displayed in the Password window, to assist the users in creating a personal password that complies with the security requirements. Generate Automatically generates a password example that complies with the selected security level.
Procedure
Defining Users
Procedure 1. To display the Users - Setup window, choose . 2. Enter the required user-specific data (see Users - Setup). If the user is to have superuser permissions, check the Superuser checkbox.
Note
Administration
Setup
General
Users
Note
Note that authorizations for superusers cannot be modified, therefore select this option carefully. See Authorizations.
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End of the note. 3. As required, define the user's defaults. For more information, see User Defaults Window. 4. If required, define an initial password for the user. 5. To save the user information, choose Add. More Information Authorizations Window Password Administration
Object
Users - Setup
Use this window to define users in SAP Business One. To access this window, choose Setup General Users .
Administration
Users Setup Window
Superuser Select this option to specify the user as a superuser. A superuser enjoys the following rights: Can access all windows and perform all functions in SAP Business One. Can limit the authorizations of users that are not superusers. However, a superuser cannot limit the authorizations of other superusers. User Code Specify a unique code for the user. The code can be up to eight characters and used for logging on to SAP Business One. The code is case sensitive and once it is saved, it cannot be changed. User Name Specify the user name. The name can be up to 30 characters, and appears at the top of the main menu. You can change the user name if necessary. E-Mail, Mobile Phone, Fax Enter the users e-mail address, mobile phone number, and fax number. The system uses this information to send e-mails and text messages (SMS messages) to the user. Note that sending by SMS is only available in certain localizations. Defaults Define default parameters, for example, address or printing information, for individual users or groups of users, such as the employees in a department. Branch, Department Specify a users branch and department. Password If required, specify a password for the user. No matter whether you define a password or not, with the next logon, the user will be asked to change the password.
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Locked If selected, this user cannot log on to SAP Business One. By default this option is deselected, but if the user fails to log on the number of times defined in Administration Setup General Password
Administration Authentications Before User Account is Locked selected by SAP Business One.
Note
, the user is locked and this option is
Note
Only a superuser can unlock locked users. End of the note. More Information Defining Users Departments - Setup Branches - Setup
Object
Departments - Setup
Use this window to define different departments within the organization. More Information Users - Setup
Object
Branches - Setup
The window enables you to define different branches of the company.

Branch - Setup Fields
Name Enter a name for the branch. Description Enter a description for the branch. More Information Employee Master Data
Object
User Defaults Window
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Use this window to define defaults that can be applied to specific users. The defaults that are defined here override settings defined in other windows. To display this window, choose Administration Setup General Users .
Click the icon next to the Defaults field to select existing defaults or define new ones. If certain default settings have already been defined for a user, a link arrow is displayed beside the Defaults field and clicking this arrow also opens the User Defaults window.
General Area Fields
Defaults Code Enter a code for these user defaults. Defaults Name Enter a name for these user defaults. The Defaults Code and the Defaults Name fields appear without any titles. More Information Defining Users User Defaults, General Tab User Defaults, Print Tab User Defaults, Defaults Tab User Defaults, Credit Card Tab
Object
User Defaults, General Tab
The General tab contains two other tabs, the Local Language and Foreign Language, each contains identical information.
User Defaults, General Tab Fields
Country Select the country from the list. Additional ID Enter an additional identification, up to 32 characters. Printing Header Enter the companys name the way it should appear on all documents printed with SAP Business One. The name can be printed differently in the local and foreign languages. This can be customized per user, to include specific information. Tel. 1, Telephone 2
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Enter one or two phone numbers that are associated with the user. Fax, Email Enter the user's fax and email address. More Information User Defaults Window
Object
User Defaults, Defaults Tab
The defaults defined in this tab override defaults defined in any other tabs or windows.
User Defaults, Default Tab Fields
Color If not defined in this field, the default color is taken from the General Settings: Display tab. When modified, this setting is updated per company, for all users, upon the next logon. Sales Employee If not defined in this field, the default sales employee is taken from the Define Sales Employee window. Warehouse If not defined in this field, the default warehouse is taken from the General Settings: Inventory tab. Cash Acct Specify a cash account. If you do not specify an account here, the default accounts are taken from the G/L Account Determination: Sales Tab, General Tab. Checks Acct Specify a checks account. If you do not specify an account here, the default accounts are taken from the G/L Account Determination: Sales Tab, General Tab . Default Customer for A/R Invoice + Payment If not defined in this field, the default is taken from the G/L Account Determination: Sales Tab and G/L Account Determination: General Tab. Tax Code Field specific to the U.S.A Use Tax Select to permit the Use Tax option. Field specific to the U.S.A. Use Warehouse Address in A/P Docs If not defined in this field, the default warehouse address is taken from the Document Settings: General tab. More Information User Defaults Window General Settings: Display Tab Sales Employees/Buyers - Setup General Settings: Inventory Tab
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G/L Account Determination: Sales Tab Document Settings: General Tab

Object
User Defaults, Print Tab
Use this tab to define default settings for printing documents per user. Defaults defined in this window override settings in other windows. If not defined here, the defaults are taken from the Printing Preferences window.
User Defaults, Print Tab Fields
Document Choose the document type for which to configure the print settings in the Document field. Each document type is defined separately. Add button will also When you choose the Print Document option, the document is printed as soon as it is added to SAP Business One. The second option is to export the document directly to Microsoft Word. Copies (Incl. Original) Determine how many copies of a document to print (including the original) when a new document is created. Copies for Manual Series Determine how many copies of a document are printed if the document was created with manual number assignment. A document with manual number assignment is treated as a copy in the system, not as an original document. Print Payment with Invoice For invoices only. Use this field to define whether to print a receipt together with an invoice or not. If you choose No, no receipt will be printed when you print an invoice. If you choose Only When Adding, a receipt will be printed whenever a payment is specified in the invoice. In this case, the receipt directly confirms the payment. If you choose Always, a receipt will always be printed if it exists for the invoice. Print Payment & Invoice in Succession Select to print the invoice and the receipt on a single page. The system contains separate documents for each object, which will be merged for printing. If you do not select this checkbox, the documents will be printed separately. To configure the printing information specified here for a user or group of users differently, set the default parameters for the user(s) accordingly. Print Discount Data Prints the discount information in the document. Print Mfr Catalog No. Instead of Item No. Prints the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One. Permanent Remarks for Printing Define a text that will be printed in all purchasing and sales documents. This text will be printed at the end of each document.
Example
Example
Use this field to make your customers aware that your phone number has changed, or to print an announcement for a new product on all your documents for a certain amount of time. First choose the document type for the required
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purchasing or sales document and then enter the text. Enter the text for each of the other document types as required. You can also copy and paste the texts using the corresponding menu items. End of the example. More Information User Defaults Window
Object
User Defaults: Credit Card Tab
Use this tab to define user defaults for credit card information. The defaults defined on this tab override defaults defined on any other tabs or windows. If they are not defined here, the defaults are taken from the Credit Cards Setup window.
User Defaults, Credit Card Tab Fields
Credit Card Displays all the credit cards defined in the company. G/L Account Enter the G/L account code to be used as the default account for transactions with this credit card. Account Name Displays the name of the G/L account selected in the G/L Account field. More Information User Defaults Window
Procedure
Defining Default Parameters for a User
Procedure 1. To maintain the default parameters for a user, choose Users . Administration Setup General
2. Place the cursor on the Defaults field for a user and press the Tab key. The Users - Setup appears, in which you can select a set of previously defined defaults or create a new one. 3. To create a new set of default parameters, choose New. The User Defaults Window appears. 4. Enter the required data and choose Add. 5. To save the parameters for the user, choose Add in the Users - Setup window.
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Procedure
Changing a Password
Procedure 1. Choose Administration Setup General Change Password .
2. In the Old Password field, enter the current password. 3. In the New Password field, enter a password that complies with the company's security settings. The Password Example field gives you an idea which characters the password must consist of. 4. In the Confirm field, enter the new password. 5. Choose OK.
Object
Sales Employees/Buyers - Setup
Use this window to define sales employees and buyers, and to set the default sales employee/buyer. Assigning the relevant sales employee/buyer to the respective business partners, and later on to each sales or purchasing document enables you to generate sales analysis and purchasing analysis reports by sales employees or buyers, and realize the sales/purchasing volume performed by each sales employee/buyer The sales employees/buyers you define here can be linked to the respective employee master data records in the Human Resources module. You can change the sales employee/buyer name at any time. The change is applied retroactively on all the documents, business partners and other entities to which the specific sales employee/buyer was linked. To remove a sales employee, choose the sales employee's/buyer's name, right-click and choose Remove.
Note
Note
You cannot remove sales employee/buyer that is linked to documents, business partners, etc. End of the note. To access this window, choose . Sales Employee Name Enter the name of the sales employee (can be alphanumeric). Remarks Enter a remark for each sales employee, for example, to identify the region or industry in which that sales employee is active (optional). Set as Default The default sales employee appears by default in the master data and transactions; however, it can be changed as Administration Setup General Sales Employees/Buyers
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required in each case. The default sales employee appears in bold. You can change this setting at any time. We recommend to define a different default sales employee for each group of users.
Procedure
Defining Territories
You can use territories to manage a geographic location, brand, or item category and its hierarchy. You can move territories using Drag and Drop to change their hierarchy within the window. Procedure
Adding and Updating a Territory
You can add territories either as independent, which sets the Territory as a parent, or as a child. The first time you open this window, you can add a new territory. 1. To add a territory, from the SAP Business One Main Menu, choose General Territories . Administration Setup
2. Highlight the territory that is the parent or child for the new territory and choose either Add Same-Level or Add Sub-Level. 3. To change the location of the territory, highlight and drag it to the required location in the text area. Alternatively, you can choose the placement from the list in the Location Order field. 4. To change the parent territory, choose the required parent from the list. 5. To save the data, choose Update and OK.
Inactivating/Activating a Territory
1. To inactivate a territory, choose Set Inactive. 2. To save the data, choose Update and OK.
Deleting a Territory
1. Before you delete a territory, ensure that it is not linked to another function, for example, a Sales Opportunity. 2. To delete the territory, right-click a territory and choose Remove. More Information Territories - Setup
Object
Territories - Setup
Use this window to define geographic locations for serial number-managed items.
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To display this window from the SAP Business One Main Menu, choose General Define Territories.
Administration
Setup
Territories Setup Fields
Name Enter the alphanumeric name for the territory. Parent Territory Displays a territory of a higher level; otherwise, the field is disabled. If required, specify a different parent territory. Location Order Specify the position of the territory with regard to sibling territories, for example, First, Last, or After. Show Inactive Displays inactive territories. If required, inactive territories can be reset to be Active. Set Inactive Defines the territory as inactive. Add Same-Level Adds a sibling territory to the existing territory. When you add a sibling territory, select its location order. Add Sub-Level After you entered a territory name, adds a child territory according to the parent selected in the parent territory field. More Information Defining Territories
Object
Commission Groups - Setup
Use this window to define commission rates to be assigned to sales employees. Whenever you create a sales document to which a sales employee with assigned commission group is linked, the respective commission amounts are calculated. All the data in a commission group can be altered but not removed. This setting is mandatory if the company works with commissions. Removing a commission group can be only be done if a user has the correct permissions. Choose the commission group's name, right-click and select To display this window, choose More Information Data Administration Remove Setup . General Commission Groups .
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To define the commission, see Defining the Calculation of Commissions.

Procedure
Defining the Calculation of Commissions
Prerequisites For the system to calculate commissions automatically, select the appropriate option under Administration
System Initialization General Settings BP : either Sales Employee, Item, or Customer. The corresponding fields for sales employee, item, or customer are only visible and active when this check box is selected. This setting influences where the sales commission percentage can be specified. It does not automatically calculate the commission transactions. It can be changed at any time, but must be filled in if the company works with commissions. To calculate commissions for each sales employee, define the commission groups and assign them to the sales employees. For more information, see Commission Groups - Setup. To calculate commissions for an item or customer, specify the defined commission groups in the master record for the item or customer. The sales employee from the customer master record is used in the sales document. If a commission has been defined for the sales employee, this commission is applied, and the percentage of the commission appears in the rows of the document. If a commission has been defined for a customer in the master record, this commission is applied in the sales document. If a commission has been defined for the sales employee and for the customer, the latter definition applies in the sales document. The commission for the item has not been considered yet in the logic for the sales documents at this point. The percentage in the detailed information for a row in the sales document can be modified. Evaluate the commissions using the predefined system queries or user defined queries. Procedure 1. In the Commission Groups - Setup window, enter the name for the commission group and the corresponding percentage. 2. Choose Update. The cursor then moves to a new row and another commission group can be defined. Commission groups can also be defined at a later stage. The table contains an entry for commissions to be specified manually (User-Defined Commission). This entry does not define a percentage, and cannot be modified, it is specified in the master record for an item or a customer in this case. When the commission group is specified in the master record, the corresponding percentage is used, and the percentage field is not active for an Item or a Customer. 3. Choose Update then OK to save the data.
Object
Predefined Text - Setup
Use this window to define specific text strings that can be added to sales and purchsing documents. These text strings
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can be added in a text row. For example, below certain item rows, add a line that states that the item is sold for a reduced price until a certain date. Using predefined texts is more efficient and ensures consistency in this text throughout the documents. In the SAP Business One Main Menu, choose Text to open this window. Administration Setup General Predefined
You can update or delete the predefined text. To update, open the window as described above, make the necessary changes and choose Update. To delete, display the window and then choose Confirm by choosing OK.
Note
Data
Remove
Note
You can translate the predefined text into different languages to add it later to sales and purchasing documents in a relevant language. Enter the text in a basic language and choose the text and choose End of the note. More Information Text Row Opening and Closing Remarks
Object
View
Translatable Fields
. Select
Goto
Translate
. Enter as many translations as necessary.
Languages - Setup
Use this window to define the languages your company uses when dealing with business partners. The window displays all the default languages set up by SAP Business One during the creation of the company. You can define additional languages and associate them to the languages created in SAP Business One.
Note
Note
The Languages Setup window is available only if the Multi Language Support field is selected in Administration End of the note. Field Language Short Name Language Full Name Related System Language System Initialization Company Details Basic Initialization .
Description/Activity Displays the language code. For example, DE is the language code for German. Displays the language name. Displays the languages available in SAP Business One. A system language should be related to every new language you add.
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To add a new language, enter the language short name and full name, and choose from the dropdown list the system related language. To remove an existing language, click the mouse on the required language row and choose Remove More Information Using Multi-Language Support
Object
Data
from the menu bar. Choose Update to remove the language.
Freight - Setup
In this window, you define freight that reflects extra sales or purchasing costs, such as delivery charges and deposit tax. The window appears only if you have selected Manage Freight in Documents (choose System Initialization
Note
Administration
Document Settings, General
tab).
Note
For existing companies that already manage freight, you cannot deselect the checkbox. In that case, you can only deselect Manage Freight in Documents if no freight exists in any marketing documents. End of the note. After you have defined freight in the Freight - Setup window, you will be able to select the appropriate freight in all sales and purchasing documents. To display this window from the SAP Business One Main Menu, choose General Freight . Administration Setup
Freight - Setup Fields
Name Enter the name of the freight. Revenue Account Enter a balancing account that contains the freight amount for sales documents. You can only choose income accounts. To display the Chart of Accounts, click . Expense Account
Enter a balancing account that contains the freight amount for purchasing documents.
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To display the Chart of Accounts, click
. Output Tax Group
Your selection here determines the tax group for sales documents. However, if you have defined a tax group in the business partner master data, that tax group is used as the default for freight in sales documents. If required, you can change the tax group in these documents. Input Tax Group Your selection here determines the tax group for purchase documents. However, if you have defined a tax group in the business partner master data, that tax group is used as the default for freight in purchase documents. If required, you can change the tax group in these documents. Fixed Amount - Revenues Enter the default amount for sales documents. Fixed Amount - Expenses Enter the default amount for purchasing documents. WT Liable Defines the freight as withholding tax liable. Distribution Method Choose the method in which the freight amount will be distributed among the document rows. According to the selected method, the freight charges are distributed from the header to the rows to allocate freight to stock or last purchase price. None Select this method if you do not want to distribute the freight amount among the document rows. However, you cannot select this method if you have selected Stock or Last Purchase Price. Quantity Distributes the freight amount among the document rows in proportion to the quantity of each row.
Example
Example
If there are 3 rows with quantities of 5, 3 and 2, and the freight amount is $100; this method will distribute the freight amount as follows: $50 for the 1st row, $30 for the 2nd row and $20 for the 3rd row. End of the example. Volume Distributes the freight amount among the document rows in proportion to the volume of the items in each row. Weight Distributes the freight amount among the document rows in proportion to the weight of the items in each row. Equally Distributes the freight amount equally among the document rows, for example, the freight amount will be divided by the number of rows and distributed accordingly (regardless of the quantity and total of each row). Row Total Distributes the freight amount among the document rows in proportion to the total amount of each row. For example, if there are 3 rows with a total amount of $500, $300, and $200, and the freight amount is $100; this method distributes the freight amount as follows:
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$50 for the 1st row $30 for the 2nd row $20 for the 3rd row Drawing Method Choose the required calculation method of the freight per row by clicking . The calculation method you select becomes evident when you copy rows from a base document to a target document. The options are: None No freight will be copied to target document. Quantity The amount is divided into the item quantity and each unit carries the same amount of freight. Total SAP Business One calculates which part of the document total or row total is copied to the target document. It then adds the relative amount of the document or row freight to that target document. All Copies all the freight to the target document. Stock Adds the freight amount entered, either in the row level or the total level, to the item's cost calculated when working with perpetual inventory. Last Purchase Price Updates the last purchase price list after adding an A/P invoice, which includes the freight amount per row. Dist. Rule Specify the profit center or distribution rule to be linked to this fright charge. When this freight charge is used in marketing documents, the freight amount will be allocated by default to the profit center/distribution rule specified.
Country Specific Fields: Israel
Tax Liable Specify whether the freight is liable to tax. Revenue Exempted Account, Expense Exempted Account This account is used for freight that is not defined as tax liable, or when the business partner that appears in the document is defined as exempted.
Country-Specific Fields: USA
Include in 1099 Indicates whether this freight will be included in the 1099 Report. More Information Freight Charges
Function
Financials
You make the settings for the Financials module under
Administration
Setup
Financials
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More Information Edit Chart of Accounts G/L Account Determination Currencies - Setup Indexes - Setup Transaction Codes Period Indicators - Setup Projects Doubtful Debts - Setup Tax
Edit Chart of Accounts

Use
Use this function to make changes to a chart of accounts, create new accounts, and change and edit existing accounts.
See also:
Edit Chart of Accounts Window Edit Chart of Accounts - Selection Criteria
Object
Use this function to make changes to a chart of accounts, create new accounts, and change and edit existing accounts. Use this window to specify selection criteria for editing the chart of accounts. To open the window, choose Financials Edit Chart of Accounts .
After defining criteria, you can view the results in the Edit Chart of Accounts window.
Note
Note
Selection Criteria
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Assets, Liabilities, Equity, Revenues, Cost of Sales, Expenses, Financing, Other revenues and expenses Select the drawer(s) you want to view and edit.
Object
Edit Chart of Accounts Window
Displays the chart of accounts in edit mode, according to defined selection criteria.
Edit Chart of Accounts Window
G\L Account Details The account type (title or active), code, name, and level, for the selected account. G\L Account Location Location in the chart of accounts, according to: Drawer - Name of the drawer(s) in which the account resides Parent Article - Immediate level under which the account is found You can view all items on this level that are found in this drawer. Loc. in Drawer - First, last, or after another account in the drawer. Add Sub-Level Acct Adds a lower-level account under the marked account.
Example
Example
Select a Level 3 account, and choose Add Sub-Level Account to create a new account on Level 4 or 5. The selected account becomes the parent article of the new account. End of the example.
Note
Note
This button displays only if the option Use Segmentation Accounts is not selected on theBasic Initialization tab in Administration End of the note. Add Same-Level Acct System Initialization Company Details .
Adds an account on the same level as a selected account, under the same parent article.
Note
Note
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This button exists only if the option Use Segmentation Accounts is not selected on the Basic Initialization tab in Administration End of the note.
Function
Company Details
G/L Account Determination
In this window you can define default G/L accounts to be used when transactions are created in SAP Business One. The window is divided into four tabs. Each tab contains the definitions for G/L accounts related to a specific area of the business activity: Sales, Purchase, General, and Inventory. To access this window, choose Determination
Recommendation
Administration
Setup
Financials
G/L Account
. Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials Prepare for Financials Start Using Financials . View the Default
Accounts for Automatic Posting (G/L Account Determination)
More Information G/L Account Determination: Sales Tab G/L Account Determination: Purchase Tab G/L Account Determination: General Tab G/L Account Determination: Inventory Tab
Object
G/L Account Determination: Sales Tab
Specify the required sales information using the fields below. To access this tab, choose Sales
General Sub-Tab
Administration
Setup
Financials
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Accounts Receivable Opens the Control Accounts Accounts Receivable window, in which you define default G/L accounts for customers. Permit Change of Control Accts Select if you want to assign different control accounts to different customers. Assigning control accounts to each customer is done in the Business Partner Master Data window. If this option is not selected, the control accounts defined in the Control Accounts Accounts Receivable window are used for all customers. Domestic Accounts Receivable, Foreign Accounts Receivable Define the respective collective accounts for posting sales to domestic and foreign customers. SAP Business One posts all sales to customers to this collective account, making your current total sales available at any time. All transactions are also posted to the specific customer accounts. ChecksReceived, Cash on Hand Define the accounts for posting customer payments with checks or in cash. You will usually specify the check register and cash register. Default Customer for A/R Invoice + Payment If you perform one-time sales (that is, the payment is made at the same time that the A/R invoice is generated), enter the code of the one-time customer, to which you will generate the A/R invoice + payment document whenever a one-time sale is made. Over Payment A/R Account, Under Payment A/R Account Define these accounts if you want SAP Business One to handle cases in which the incoming payment amount is slightly different from the A/R invoice(s) amount paid. SAP Business One compares the amount paid to the amount due, and if the difference is less than the amount defined in Administration System Initialization
Document Settings Per Document Incoming Payment Under/Overpayment Amt Allowed field, the application automatically creates the appropriate transaction. Down Payment Clearing Account Define a default clearing account to be used when adding A/R down payment invoices. G/L accounts defined as control accounts cannot be selected. Realized Exchange Diff. Gain, Realized Exchange Diff. Loss Select accounts to be used as default accounts for journal entries created to reflect loss and gain caused by exchange rate differences. Cash Discount Define an account to be used as the default when a cash discount is used. Revenue Account Select a control account to be used as the default when a transaction of revenues is posted, for example, an A/R invoice. Revenue Account Foreign Select a control account to be used as the default when a transaction of revenues is created for a foreign customer.
Note
Note
A customer is indicated as foreign if the country in the bill-to address is different from the country in which the company is located. End of the note.
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Revenue Account - EU Select a control account to be used as the default when a transaction of revenue is created for a customer from a country within the European Union (but not the country in which the company is located).
Note
Note
A customer is indicated as an EU customer according to the country defined in the ship-to address. End of the note. Sales Credit Account Select a control account to be used as the default when a credit transaction of revenue is created, for example, an A/R credit memo. Sales Credit Account - Foreign Select a control account to be used as the default when a credit transaction of revenue is created for a foreign customer.
Note
Note
A customer is indicated as foreign if the country in the bill-to address is different from the country in which the company is located. End of the note. Sales Credit Account - EU Select a control account to be used as the default when a credit transaction of revenue is created for a customer from a country within the European Union (but not the country in which the company is located).
Note
Note
A customer is indicated as an EU customer according to the country defined in the ship-to address. End of the note.
Default Tax Code (New Customers) Select a tax code to be used as the default tax code when creating a new customer. Only valid A/R tax codes are available in this field.
Country-Specific Fields: Canada & USA
Payment Advances Specify an account to be used by default for posting A/R Down Payment Invoice. G/L Accounts marked as Control Account in Chart of Accounts cannot be selected.
Tax Sub-Tab
Withholding Tax
The company maintains withholding tax in sales transactions.
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Once you select this option, the following fields appear: Default Withholding Tax Code Specify the withholding tax code to be used as default for new customers. NI Number Specify the national insurance number. Expiration Date Specify the expiration date of the tax certificate that your company holds. Certificate No. Specify the tax certificate number. Down Payment Tax Offset Acct Select the G/L account to use when creating an incoming payment based on an A/R down payment request. Sales Tax Group (Items), Sales Tax Group (Service) Define a default tax group to use when creating sales transactions for items and services.
Default VATW Code Select the withholding tax code to use as the default withholding VAT tax code for new customers. Default ITW Code Select the withholding income tax code to use as default for new customers who are marked as liable to withholding tax. More Information G/L Account Determination Control Accounts Accounts Receivable
Object
Control Accounts - Accounts Receivable
Specify the required information using the fields below. To open the window, choose Sales Administration Setup Financials G/L Account Determination
. On the General tab, choose next to the Accounts Receivable field.
Control Accounts Accounts Receivable
Domestic Accounts used for regular business partner transactions. Foreign Accounts used for foreign business partner transactions. Open Debts Appears only for accounts receivable. Down Payment Receivables Select a G/L account to be used as a control account when creating an incoming payment based on an A/R down payment invoice.
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More Information G/L Account Determination

Object
G/L Account Determination: Purchase Tab
Specify the required purchasing information using the fields below. To access this tab, choose Purchase
General Sub-Tab
Administration
Setup
Financials
Accounts Payable Opens the Control Accounts Accounts Payable window, in which you can set the controlling account for outgoing payments. Permit Change of Control Accts Select if you want to assign different control accounts to different vendors. You assign control accounts to each vendor in the Business Partner Master Data window. If you do not select this option, the control accounts defined in the Control Accounts Accounts Payable window are used for all vendors. Domestic Accounts Payable, Foreign Accounts Payable Define the respective accounts for posting purchases to domestic and foreign vendors. SAP Business One posts all purchases from vendors to this collective account, making your current total purchases available at any time. Realized Exchange Diff. Gain, Realized Exchange Diff. Loss Select accounts to use as default accounts for journal entries created to reflect loss and gain caused by exchange rate differences in purchase transactions. Bank Transfer Define a default account to use when paying by bank transfer. Cash Discount Define an account to use as default when a cash discount is used. Cash Discount Clearing Define an account to use as the clearing account when a cash discount is used. Expense Account, Expense Account - Foreign, Expense Account - EU Define accounts to use as default expense accounts: For expenses incurred in domestic purchase transactions In a purchase transaction involving a foreign vendor In a purchase transaction involving a vendor from the European Union For foreign expenses Purchase Credit Account
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Select a control account to use as the default when a credit transaction for purchasing is created, for example, an A/P credit memo. Purchase Credit Account - Foreign Select a control account to be used as the default when a credit transaction for purchasing is created for foreign vendors. Purchase Credit Account - EU Select a control account to use as the default when a credit transaction for purchasing is created for vendors from the European Union. Overpayment A/P Account, Underpayment A/P Account Define these accounts if you want SAP Business One to handle cases in which the outgoing payment amount is slightly different from the A/P invoice(s) amount paid. SAP Business One compares the amount paid to the amount due, and if the difference is less than the amount defined in Administration System Initialization Document Settings Per Document
Outgoing Payment Under/Overpayment Amt Allowed field, the application automatically creates the appropriate transaction. Down Payment Clearing Account Select a G/L account to use as the default clearing account when adding an A/P down payment invoice. G/L accounts that are defined as control accounts cannot be selected. Variance Account-Expense and Inventory Acct Define a variance G/L account for clearing journal entries created by: A/P credit memos based on A/P invoices Goods return based on goods receipt POs, in which the freight charges or the price were changed
Country-Specific Fields: Mexico & Chile
Default Tax Code (New Vendors) Select a tax code to use as the default tax code when creating a new vendor. Only valid A/P tax codes are available in this field. Default VATW Code Select the withholding tax code to use as the default withholding VAT tax code for new vendors. Default ITW Code Select the withholding income tax code to use as the default for new vendors who are marked as liable to withholding tax
Country-Specific Fields: Canada & USA
Payments Advances Specify an account to be used by default when A/P Down Payment Invoice is posted. G/L accounts marked as Control Account in Chart of Accounts cannot be selected.
Tax Tab
Name Specify a name for each index. Withholding Tax
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The company maintains withholding tax for purchasing. Default Withholding Tax Code Define the withholding tax code to use as the default for new vendors. This field appears only if Withholding Tax is selected. Purchases Tax Group (Items), Purchases Tax Group (Services) Define a default tax group to use when creating a purchasing transaction of items or services Down Payment Tax Offset Acct Select a default G/L account to use when creating an outgoing payment based on an A/P down payment request. More Information G/L Account Determination
Object
Control Accounts - Accounts Payable
Specify the required information using the fields below. To access this window, choose Determination Purchase Administration Setup Financials G/L Account
. On the General subtab, choose next to the Account Payable field.
Control Accounts Accounts Payable
Down Payment Payables Select a control G/L account to use for vendors as a default when creating an outgoing payment based on an A/P down payment invoice. More Information G/L Account Determination
Object
G/L Account Determination: General Tab
Specify the required general information using the fields below. To access this tab, choose General . Administration Setup Financials G/L Account Determination
G/L Account Determination: General Tab
Credit Card Deposit Fee Define an account for posting the fee for deposit of credit card vouchers. Rounding Account Select a default account to use in journal entries created for rounding differences. This may occur when you define
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rounding for certain currencies. Reconciliation Difference Determines the account to use for the Automatic Balancing Transaction in Automatic Reconciliation. Period-End Closing Account Define an account to use when performing a period-end closing process. Realized Exchange Diff. Gain When reconciling transactions of foreign currency G/L accounts, an exchange rate differences transaction is performed automatically. Define here the account to which the gained exchange rate difference is posted. Realized Exchange Diff. Loss When reconciling transactions of foreign currency G/L accounts, an exchange rate differences transaction is performed automatically. Define here the account to which the lost exchange rate difference is posted.
Country-Specific Fields: Mexico and Chile
G/L Revaluation Offsetting Account Select the offsetting G/L account to use when a G/L revaluation journal entry is created.
Country-Specific Fields: Mexico
REPOMO Revaluation Account Select the G/L account to use when a REPOMO revaluation journal entry is created. This account is being credited or debited in the REPOMO account revaluation. More Information G/L Account Determination
Object
G/L Account Determination: Inventory Tab
Specify the required inventory information using the fields below. To access this tab, choose Inventory . Administration Setup Financials G/L Account Determination
G/L Account Determination: Inventory Tab
Inventory Account Reflects the final inventory value and is recorded in every inventory transaction in SAP Business One. Cost of Goods Sold Account Define the G/L account to use when transactions of goods sold are created. Allocation Account This clearing account is used as an offsetting account to the stock account in goods receipt POs and A/P credit memos. The balance of this G/L account reflects the total amount of open goods receipt POs and goods returns. Variance Account This G/L account is used only in a standard-price inventory system. In certain scenarios, if there are differences
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between the standard price and the actual price in the purchasing document, these differences are recorded in the variance account. Price Difference Account Used in purchasing transactions only. For certain scenarios, price differences between the base and target documents are recorded in this account. Negative Inventory Adjustment Acct This account is used only if: Inventory quantity is negative when the inventory posting takes place The document price is different from the moving average or the FIFO price. In these cases the moving average or FIFO prices are held static, and the differences between these prices and inventory values resulting from the addition of new documents, are posted to this account.
Note
Note
This account is not relevant for the standard price valuation method. End of the note.
Caution
Caution
From an accounting perspective, we do not recommend using negative inventory. However, to use negative inventory, deselect the Block Negative Inventory field in Document Settings End of the caution. Inventory Offset - Decrease Account, Inventory Offset - Increase Account Accounts used as balancing accounts when the stock value is increased or decreased as a result of creating Goods Receipt or Goods Issue. Sales Returns Account Define the G/L account to use when a transaction for a goods return is created. Purchase Account The G/L account you select here is recorded in the journal entry, along with the same amount that is recorded for the stock account, when an A/P invoice or a goods receipt PO is created. Purchase Return Account The G/L account you select here is recorded in the journal entry, along with the same amount that is recorded for the stock account, when a goods return or an A/P credit memo is created. Purchase Offset Account The G/L account you select here is used in order to offset the purchase or purchase-return account, thus maintaining journal entries created by balanced purchasing documents. Exchange Rate Differences Account Used in purchasing transactions only. In certain scenarios, when a target document is created based on a base document whose item price is in a foreign currency, and the target document is connected to a different exchange rate, a difference in local currency occurs. Goods Clearing Account General tab. Administration System Initialization
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An offsetting account to the allocation costs used when closing goods receipt POs or goods returns. In this case, no inventory entry is registered; however, a journal entry is created including this G/L account. G/L Decrease Account, G/L Increase Account G/L accounts used for balancing the change in inventory value resulting from the creation of Inventory Revaluation documents. WIP Inventory Account This account maintains the value of the items that are included in the work process, that is, the period between the start of production and the completion of the final product. WIP Inventory Variance Account This account holds the variance amounts of the items that are part of the production process. Expense Clearing Account Define an offsetting G/L account for clearing journal entries created by A/P invoices and goods receipt POs. This G/L account is used in journal entries whenever the allocation account is also involved. Expense Offset Account If an additional expense influences inventory values, this account is used as an offsetting account for the additional expense value included in the purchasing posting.
Stock Revaluation Account Select a G/L account in which a stock-revaluation journal entry is recorded. This account is the default account when you have not defined one for this purpose at the warehouse, item group, or item/warehouse level. Stock Revaluation Offset Acct. Select a G/L account to be the offsetting account when a stock-revaluation journal entry is created. This account is the default account when you have not defined one for this purpose at the warehouse, item group, or item/warehouse level. Cost of Sale Revaluation Acct Select a G/L account in which to record a cost of sale-revaluation journal entry, resulting from running the cost of sales revaluation. Cost of Sale Rev. Offset Acct Select a G/L account to be the offsetting account when a cost of sales-revaluation journal entry is created. This account is the default account when you have not defined one for this purpose at the warehouse, item group, or item/warehouse level.
Shipped Goods Default account used in stock transactions when selling goods and using Shipped Goods account schema posting. VAT in Revenue Default account used for VAT in Revenue postings. More Information G/L Account Determination
Object
Account Segmentation
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Use this window to define account segments. The window appears only if the Use Segmentation Accounts option is selected in Initialization Company Details Basic Initialization Administration Setup tab. Financials Account Segmentation Administration System
To access this window, choose .

Account Segmentation - Setup
Name Specify an alphanumeric name of up to 100 characters for the segment. SAP Business One provides you with four predefined segments. If required, rename these segments or define additional ones. Size Specify the segment size in characters. Maximal size 20 characters. You can change the predefined size of the predefined segments. Type Select either alphanumeric or numeric. More Information Define Segment Name Segment Codes - Setup Window
Object
Segment Name Segment Codes - Setup Window
Use this window to define segment names and codes. To open this window, choose Administration Setup Financials Account Segmentation
. Double-click the required row number.

Segment Name Segment Codes Setup Window
Code Enter the required codes for the selected segment. You can use the digit 0 in a segment code. For example, if the segment size is 3, you can enter values such as 000 or 001. Name Enter names of up to 100 characters for the segment codes. Short Name Enter a name of up to 10 characters for the segment code. SAP Business One uses this short name when creating automatic names for your G/L accounts.
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Note
Note
You can change the short name even after the segment code has been used for creating G/L accounts. However, the short name in the accounts is not updated. End of the note. More Information Account Segmentation - Setup
Currencies - Setup
Use
This window enables you to define all currencies used by your company for financial transactions. All currencies you work with must be defined in this window. If a currency is not defined in this window, you cannot create a transaction for it. Once a currency is involved in a transaction, you will not be able to delete it. To access this window, choose Administration ? Setup ? Financials ? Currencies.
See also: Currencies Setup Window
Object
Currencies - Setup Window
Use this window to define currency settings. To access this window, choose
Currencies Setup
Administration
Setup
Financials
Currencies
Code Enter a code of up to three characters for the currency, for example, USD, EUR.
Recommendation
Recommendation
If you use the Payment Engine add-on, we strongly recommend that you use internationally agreed-on code abbreviations, as a way of ensuring that banks accept the bank file created by the Payment Engine.
Currency
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Enter the name of the currency. This name appears in the drop-down lists of various windows pertaining to currency. International Code Enter an international code to represent the currency in printed checks, for example, $, . International Description, Hundredths Name Columns Enter the international name of the currency and the name of its decimal unit. The information is required for printing checks in this currency, so that the numerical amount can be represented in words. Rounding This column appears only if the selected rounding method is By Currency. Select one of the following options: No Rounding Prevents any rounding for amounts in this currency. Round to Five Hundredths Example: 4.22 becomes 4.20 and 4.24 becomes 4.25. Round to Ten Hundredths Example: 4.19 becomes 4.20 and 4.14 becomes 4.10 Round to One Rounds to the nearest integer, for example, 4.23 becomes 4. Round to Ten Example: 5.8 becomes 10. Decimals Select the required decimal rounding for each currency. The selected option affects the Price, Line Total, and Document Total fields. If you select Default, the decimal display is determined by the parameters entered in General Settings
Note
Administration
Display
tab.
Note
After journal entries are posted, you can only increase the number of decimal places. Each change is irreversible. End of the note. Rounding in Pmnt Select to round values in payment documents.
Country-Specific Fields: Switzerland
ISR Calculation Select to determine that the currency is subject to ISR calculation. More Information Currencies - Setup Define Currencies: Russia
Object
Define Currencies: Russia
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Special currencies Conventional Units are used for Amount Differences calculations. For more information, see Amount Differences [External].
Define Currencies Russia
Is a Conventional Unit Select to define the currency as a conventional unit. This type of currency behaves as a foreign currency in the system, but exchange rate differences are not calculated during payments. You have to use the Amount Differences Report [External] to calculate the realized differences. Base Currency for Conv. Unit Select a currency defined as conventional unit, on which to base this conventional unit.
Note
Note
The currency you select cannot itself be based on another conventional unit. End of the note. Factor Specify a factor by which to multiply the exchange rate of the Base Currency for Conventional Unit when calculating the exchange rate of this currency. If you set a currency as Is a Conventional Unit and base it on another conventional unit, then Exchange Rate for that particular conventional unit is calculated automatically based on the base currency. If you change the exchange rate of a base currency for a particular date, the exchange rates of all dependent conventional units (currencies) are automatically updated for that date, based on their Factor. If you change the Factor for a conventional unit (currency) that is based on another conventional unit, the exchange rate for the former conventional unit is not updated for any date. You have to change the exchange rate of the base currency for a particular date (as described in point two) to trigger the change of the exchange rate of the conventional unit in focus. When you generate the Exchange Rate Differences or Conversion Differences reports, the currencies defined as Is a Conventional Unit are not available for selection and are not taken into consideration. Use the Amount Differences report [External].
Note
Note
This type of currency must not be used for payment means operations, which means that you must not create actual cash payments or bank transfers in conventional units. End of the note.
Object
Define CCD
Use this function to define the Cargo Customs Declaration (CCD) numbers, used in SAP Business One when creating a marketing document.
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CCD Nr. Specify the unique number of a CCD number. Date Specify the date on which the number was created. Customs Broker Specify the identification number of the company that serves as the customs broker for the organization. Exp./Imp. Doc. Nr. Specify the export or import document number related to the CCD. Exp./Imp. Doc. Date Specify the export or import document date related to the CCD. Supply Agree. No. Specify the supply agreement number. Supply Agreement Date Specify the date of the supply agreement. Customs Terminal Specify the customs terminal. Payment Key Specify the payment key.
Function
Indexes - Setup
Define indexes to use for revaluation of financial reports. Each defined index appears as a column in the Exchange Rates and Indexes window.
Note
Note
You can remove user-defined indexes, but not those provided by default by SAP Business One. End of the note.
Function
Transaction Codes
Transaction codes are used for journal entries. Their descriptions: Are displayed in the Details field of the journal entry Can be used as selection criteria in various reports Once a transaction code defined in the Transaction Codes Definitions window has been chosen in a journal entry, you cannot delete it. The value you enter in the Code column is unique and can consist of up to four characters.
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To access this window, choose

Function
Administration
Setup
Financials
Transaction Codes
Projects
You can define the individual projects that your company runs, and link each transaction you create in SAP Business One to the appropriate project. In the Projects - Setup window, specify a project code of up to eight characters, and the full name of the project. This enables you to track the financial status of each project by using the project code as a selection criterion in various reports. To access this window, choose
Function
Administration
Setup
Financials
Projects
Period Indicators - Setup
Use this window to set up period indicators for posting periods in your company. You can link each numbering series to a specific posting period by relating the same period indicator to both the selected posting period and the selected numbering series. To open this window choose More Information Document Numbering Posting Period Window
Function
Administration
Setup
Financials
Period Indicators
1099 Table - Setup: USA
Use this window to: Define 1099 form types Define the required 1099 boxes for each form type Determine the minimum 1099 amount for each box To access this window, choose More Information 1099 Table Setup Window Administration Setup Financials 1099 Table .
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1099 Boxes Window

Object
1099 Table - Setup Window
Use this window to define criteria for the 1099 Table. To access this window, choose
1099 Table Setup Window
Administration
Setup
Financials
1099 Table
1099 Form Specify the required 1099 form types. SAP Business One provides you with the following predefined 1099 form types: 1099 INT represents transactions related to loan interests 1099 DIV 2005 represents transactions related to profits 1099 MISC general form to represent any other types of transactions 1099 Boxes Choose to open the 1099 Boxes Setup window for a selected 1099 form type. More Information 1099 Table Setup: USA
Object
1099 Boxes Setup Window
Use this window to define 1099 Boxes. To access this window, choose Administration Setup Financials 1099 Table the required form. Choose 1099 Boxes or double-click the row number of the selected form.
1099 Boxes Setup Window
. Select
1099 Box Specify a unique code of up to 20 characters for the 1099 box. SAP Business One provides predefined codes for the 1099 boxes of each predefined 1099 form. Box Description Provide a description of up to 100 characters for each 1099 box you define. Minimum 1099 Amount Specify minimum 1099 amount for each box. Vendors who do not reach this amount are not included in the 1099 report by default. More Information
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1099 Table Setup: USA

Object
Doubtful Debts - Setup
Use this window to define the parameters according to which your company calculates doubtful debts. To display the window choose
Doubtful Debts Setup Window
Administration
Setup
Financials
Doubtful Debts
No. of Days Specify the number of days to which the Doubtful Debt % is effective. You can define a hierarchy according to days past the document posting date / value date. The number of days you enter for each row indicates the lowest range number. If the number in the first row is 30 and the number in the second row is 60, for a range of 30 to 59 days the percentage would be the value entered in the first row. If you want to define percentage from day 1, enter the number 1 in the first row. The number in the last row defines the percentage from this number of days and onward. Doubtful Debt % Enter the percentage for calculating the lost debt, based on the range of days defined in the No. of Days field.
Function
Tax
You use the functions under this menu option to define tax-related settings, according to your country regulations. The definitions you make here dictate the way tax is registered in the accounting transactions and how it is reflected in the different tax reports. To access tax definition functions choose
Function
Administration
Setup
Financials
Tax
Tax Groups
SAP Business One provides predefined tax groups for each supported locality to be used by your company for purchasing, sales, and payments. More Information Tax Groups Setup Window Tax Definition XXX Window
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Object
Tax Groups Setup Window
Use this window to define your company's tax groups. To open this window, from the SAP Business One Main Menu, choose Financials Tax Tax Groups . Administration Definitions
Tax Groups Setup Window
Code, Name Specify a code and name for the tax group. Category Click and choose either: Output Tax tax groups for A/R documents Input Tax tax groups for A/P documents EU Select this check box if the tax group is used for transactions with other European Union countries (relevant only for Output Tax groups). Triangular Deal, Goods Shipment Click and choose a value in either the Goods Shipment field or the Triangular Deal field. The two fields are mutually exclusive. Acquisition/Reverse This column is relevant only for Input Tax groups (A/P). Select this check box to define the tax group as pertaining to Acquisition/Reverse. Specifying the acquisition tax is a procedure used when you record goods purchased from EU countries. Tax is not calculated in the document, but the correct amount is recorded in the journal entry and affects the tax report. In this case, the tax amount in the rows and in the total of the A/P invoice would be 0.
Note
Note
The unique structure of journal entry that involves acquisition tax, is supported only by the creation of purchasing documents such as A/P Invoice or A/P Down Payment Invoice. Acquisition tax codes are not available for selection in manual journal entry. End of the note. Effective from, Rate The values displayed in these columns represent the date from which a tax group rate (%) is effective. Since the tax percentage may change from time to time, you can create additional entries by double-clicking the row number of the tax group and defining them in the Tax Definition window.
Note
Note
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The tax amounts in the documents are calculated according to the tax group's effective date. End of the note. Non Deduct. % The rate of tax that was paid but not allowed as a deduction. The calculation of the non-deductible amount is based on the tax amount. Relevant only for Input tax groups (A/P).
Example
Example
Rate of input tax group: 16% Rate of non-deductible: 4%. When creating an A/P invoice for total amount of 100, the amount of total tax is 16 from which 0.64 (=4%*16) is the non-deductible amount and 15.36 is deductible. End of the example. When using a tax group defined as non-deductible, the total amount of tax is divided between the tax account and the non-deductible tax account.
Note
Note
The Acquisition/Reverse and Non Deductible definitions are mutually exclusive. End of the note. Non Deduct. Acct Specify the account to which you want to post the non deductible tax amounts. Tax Account Specify a G/L account to use in journal entries containing this tax group. Acquisition Tax Specify a G/L account to use in journal entries containing an acquisition tax. Group Description Use this informative field to enter values, which could be used later as parameters in user queries.
Country Specific Fields: Spain
Equalization Tax % Specify the equalization tax percent for each relevant tax group.
Country Specific Fields: Belgium & Portugal
Correction Defines a tax group as a correction tax group in the system. VAT Correction From the drop-down box, select the tax group you want to assign as the correction tax group for the current tax group. More Information
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Tax Groups
Object
Tax Definition - <XXX> Window
Use this window to specify tax information for a specific group. To open the window, from the SAP Business One Main Menu, choose Financials Tax Tax Groups Administration Definitions
. Select the required tax group and choose the Tax Definition button.
Tax Definition - <XXX> Window
Effective From, Rate The values displayed in these columns represent the date from which a tax group rate (%) is effective. Since the tax percentage may change from time to time, you can specify new values.
Note
Note
The tax amounts in the documents are calculated according to the tax group's effective date. End of the note.
Country Specific Fields: Spain
Equalization Tax % Specify the relevant equalization tax percentage. More Information Tax Groups - Setup
Function
Withholding Tax Codes
The withholding tax codes used by your company are assigned to transactions and are reflected in the Withholding Tax report.
Note
Note
There are three additional withholding tax codes available for the UK: Gross Payment, Standard Deduction, and Higher Rate Deduction. End of the note. More Information
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Withholding Tax Codes - Setup Window

Object
Withholding Tax Codes - Setup Window
Use this window to define withholding tax codes for your company. To open the window, from the SAP Business One Main Menu, choose Financials Tax Withholding Tax . Administration Definitions
Withholding Tax Codes - Setup Fields
WT Code Specify a code for the withholding tax. WT Name Enter a description for the withholding tax code. Category Choose one of the following from the drop-down list: Invoice the withholding tax calculation appears in the invoice and is recorded in the journal entry when the invoice is added. Payment the withholding tax calculation appears in the invoice, but is recorded in the journal entry when it is created by the incoming payment based on that invoice. Effective From, Enter the date from which a tax group rate (%) is effective. Rate Enter the rate of tax to be calculated from the date defined in the Effective From field. Base Type Choose either Gross (includes VAT) or Net from the drop-down list to determine from which amount the withholding tax will be calculated. % Base Amount Specify the percentage of the base amount that is subject to withholding tax. The default value is 100%. Official Code Specify the official code to be reported in the withholding tax report. Account Choose the G/L account code to be recorded in journal entries relevant for this withholding tax code. Tax Definition Choose this button to open the Tax Definition - <XXX> window, in which you can define the effective from date and the tax percentage for the selected withholding tax code.
Country - Specific Fields: Australia & New Zealand
Rounding Type Choose the relevant rounding type from the drop-down menu:
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Truncated AU this option is relevant for a penalty withholding tax. The tax amount calculated is truncated, and appears without decimals, for example, a tax amount of 72.25 is truncated to 72.
Example
Example
If the withholding tax is posted when payment occurs, the calculation is done as follows: You create a payment for an invoice whose total value is 11.6 (=net value 10 + 16% vat), and the withholding tax is 18%. The total of 11.6 is truncated to 11. The WT is calculated as: 11*18% = 1.98 The WT amount is truncated to 1. Result: The posted value of withholding tax is 1, and the bank account is credited for 10.6 End of the example. Commercial Values this option is relevant for voluntary withholding tax. In this case the rounding calculation is done as follows: 1 to 49 cents is rounded down to the nearest dollar, for example, 34.27 becomes 34. 50 to 99 cents is rounded up to the nearest dollar, for example, 50.68 becomes 51.
Example
Example
The following explains the calculations when creating the payment for the invoice mentioned above, but according to commercial rounding: The invoice total is 11.6. Withholding tax = 11.6*18% = 2.088. This amount is rounded to 2. A value of 2 is posted for withholding tax while the bank account is credited for 9.6. End of the example.
Mexico & Chile
Withholding Type Choose one of the following: VAT Withholding identifies the withholding tax code as a withholding related to the VAT Code. Income Tax Withholding identifies the income tax withholding code related to indirect withholding taxes. Base Type
Choose one of the following: Net identifies the base amount for tax calculation as the amount before VAT.
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VAT identifies the base amount for tax calculation as the VAT amount.
Function
Tax Declaration Boxes - Setup
Tax declaration boxes are defined in the Tax Declaration Boxes - Setup window for use in the Tax Declaration Boxes report. More Information Tax Declaration Boxes Setup Window Box Definition - Rows Window
Object
Tax Declaration Boxes - Setup Window
Use this window to define selection criteria for the tax declaration boxes appearing in the Tax Declaration Boxes report. To open the window, from the SAP Business One Main Menu, choose Financials Tax Tax Declaration Boxes . Administration Setup
Tax Declaration Boxes Setup Window
Code, Name Enter a code and relevant description for the box. Type Choose one of the following options: Vat Group summarizes VAT groups in the box Box summarizes several boxes in this box Summary Field Choose to display one of the following amounts of the tax transactions in the report: Base Amount Tax Amount the actual tax amount Non-Deductible Amount Equalization Tax Amount relevant in Spain only Debit/Credit Choose one of the following options to determine what to add of the transactions that will be calculated in the box: Debit Side only the debit amount
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Credit Side only the credit amount Debit Side + Credit Side both the credit and debit amount Formula Syntax The calculation formula of the box (the tax groups and the relations between them). For more information on the formula, go here. Sort Order Define the display order of the boxes in the report by entering their successive numbers. By default, the next successive number is entered when you update the Define Tax Declaration Boxes window. Absolute Value Displays the absolute box amount in the report. Box Definition - Rows Opens the Box Definition Rows window, in which you can define a formula for the selected box. More Information Tax Declaration Boxes - Setup
Object
Box Definition - Rows Window
Use this window to define formulas for selected VAT groups or boxes. To access this window, choose Declaration Boxes Administration Setup Financials Tax Tax
. Double-click the relevant box row.
Box Definition Rows Window
VAT Group Click the drop-down list and select the VAT group or box to include in the box. Formula Sign Click the drop-down list and select the arithmetic operation (+ or -) to define the relation between this VAT group or box, and the one below it. Choose Update to move to the next row. After you have finished defining all VAT groups or boxes for the formula, choose Update to save your changes. More Information Tax Declaration Boxes - Setup
Object
Sales Tax Jurisdiction Types - Setup: Canada & USA
Use this window to define jurisdiction types, as required by the tax authorities. Currently, the system contains the
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necessary three jurisdiction types: State, County, and City. To open the window, from the SAP Business One Main Menu, choose Financials Tax Sales Tax Jurisdiction Types . Administration Setup
To add more jurisdiction types, enter the name of the new type in the next available row and choose Update. Choose OK to close the window.
Procedure
Sales Tax Jurisdictions: Canada & USA
Use this window to define tax codes and rates for each jurisdiction type defined in the Sales Tax Jurisdictions Setup window. SAP Business One provides predefined tax codes for the predefined jurisdiction types. Procedure 1. From the SAP Business One Main Menu, choose Tax Sales Tax Jurisdictions . Administration Setup Financials
2. Choose the jurisdiction type. 3. Specify the required information and save your data. More Information Jurisdiction Rates - Setup
Object
Jurisdiction Rates - Setup Window
Use this window to define rates for sales tax jurisdictions. To access the window choose Jurisdictions Administration Setup Financials Tax Sales Tax
. Choose the required jurisdiction and then choose OK.
Jurisdiction Rates Setup Window
Code Specify a short name for the jurisdiction code. Name Enter the name of the jurisdiction code. Rate Enter the tax percent. A/R Tax Account
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Press TAB to choose an account for sales documents. A/P Tax Account Press TAB to choose an account for purchase documents. Use Tax Account Press TAB to choose an account for purchase documents when working with Use Tax. More Information Sales Tax Jurisdictions: Canada & USA
Function
Sales Tax Codes: Canada & USA
Sales tax code definitions are based on a combination of factors from jurisdiction types and jurisdiction rates defined in SAP Business One. The rate of the sales tax code is determined by the jurisdiction rates (included in it) and by the relationship between these rates, for example, tax on tax. More Information Sales Tax Codes Setup Window
Object
Sales Tax Codes - Setup Window
Use this window to define sales tax codes. To open the window, from the SAP Business One Main Menu choose Financials Tax Sales Tax Codes . Administration Setup
Sales Tax Codes Setup Window
Code, Name Enter a code and name for the tax code. Rate Displays the cumulative rate of the tax code, as the sum of the rates appears in the Effective Rate column. Expenses Specifies that this tax code applies to additional expenses. Type Click to choose the required jurisdiction type. Code Press TAB and in the displayed window choose the required code.
Note
Note
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Only the codes related to the selected jurisdiction are available. End of the note. Name Name of the selected code. Tax on Tax Click and from the following options, choose a jurisdiction code to apply to the tax on tax calculation. Code from the previous line. All SAP Business One applies tax on tax calculation to all the lines to this tax code. Blank No tax on tax calculation is done. Rate Tax rate defined for the selected code. Effective Rate Displays the total tax percent, depending on the jurisdiction types and codes you choose, and whether or not tax on tax calculation was applied. A/R Tax Account, A/P Tax Account, Use Tax Account Display the accounts linked to each tax code in the table. More Information Sales Tax Codes - Setup: Canada & USA
Object
Stamp Tax Groups - Setup
Use this window to define the stamp tax groups.

Stamp Tax Groups Setup
Code, Name Define the code and name for the stamp tax group. Category Choose Input or Output from the drop-down menu to define the category to which the stamp tax group belongs. Effective From Date from which the stamp tax group is active. Calculation Method Choose either Defined Rate (default value) or Fixed Amount from the drop-down menu to define how to calculate the stamp tax. Rate % The rate value in percentage, if the selected calculation method is rate. Fixed Amount (LC) The fixed amount in local currency, if the selected calculation method is fixed amount. Stamp Tax Account
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Define an account for recording the stamp tax postings. External Code The code defined here is relevant for the report printout. Tax Definition Opens the Tax Definition Per Row window, for defining additional parameters pertaining to the stamp tax group.
Object
Define Tax Categories
Use this window to define tax categories for sales and purchasing documents.
Define Tax Categories Fields
Name Specify a name for the tax category. VAT Defines the tax category as VAT tax.
Object
Define Tax Rate and Effective Date
Use this window to define for each withholding tax code the values that will appear under the Effective Date and Rate columns of the Define Withholding Tax window. Effective Date Specifies the date from which the tax rate for this code applies. Rate Specifies the tax rate for this withholding tax code.
Object
Define Tax Types
Use this window to define the tax codes and rates that are relevant for each tax category. Code, Name Define the code and name for the tax type. Rate Define the tax rate in percents with decimals, for example, 10,5 %. A/R Tax Account, A/P Tax Account Choose G/L accounts to be used in A/R and A/P journal transaction postings. Non Deductible % Define the non-deductible percent of the tax code. This percentage is the portion of tax that the company cannot deduct.
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Non Deductible Account Choose the G/L account to be used in journal entries created by documents that involve non-deductible tax values. This field is activated only if the non-deductible percentage is higher than 0%.
Country Specific Fields, Mexico
Deferred Tax Account Choose a G/L account to be used as a default account in transactions involving deferred tax.
Object
Define Tax Types - Selection Criteria
Select the tax type for which you want to define tax codes, and choose OK. The Define Tax Category Rates window opens. Tax Category From the drop-down list, choose the tax category for which you want to define tax codes.
Object
Tax Codes - Setup Window
Use this window to define your tax codes. To open this window, choose .
Tax Codes - Setup
Administration
Definitions
Financials
Tax
Tax Codes
Code, Name Define a code and a name for the tax code. Rate Rate of the tax code according to the definitions made in the table rows. This field is not editable. Expenses Calculates tax for additional expenses. Valid for AR, AP Indicate whether the tax code is subject to A/R postings, A/P postings, or both. You must choose at least one of the boxes. Type Choose the required tax type from the drop-down list. Code, Name Choose the required tax code from the drop-down list. Tax on Tax Choose to define a tax on tax calculation. Then define the calculation method by choosing from the drop-down list the tax code that should be the base of the tax on tax calculation.
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Rate Displays the tax rate of the tax code, in percentage. Effective Rate Displays the rate of the tax code taking into account the tax on tax calculation. If you did not define tax on tax calculation, the effective rate and the rate are identical. A/R Tax Account, A/P Tax Account G/L accounts defined in the Define Tax Type window for A/P and A/R tax postings. Non Deductible % The non-deductible tax percentage defined for the tax code. Non Deductible Account The non-deductible tax account defined for the tax code. Deferred Tax Account The G/L account defined for the tax code, and used for deferred tax transactions.
Function
Sales Opportunities
You make the settings for the Sales Opportunities module under Opportunities More Information Defining Sales Stages Partners - Setup Window Competitors - Setup Relationships - Setup Window Sales Opportunity Window
Procedure
Administration
Setup
Sales
Defining Sales Stages
Before you can add new sales opportunities, you have to define the relevant sales stages. Examples of sales stages include first and second meetings, negotiations and quotations. In the Sales Opportunity window, on the Stages tab, these stages can be arranged according to the progress of the sales opportunity. Additional sales stages can be added at any time. Procedure 1. Choose Administration Setup Sales Opportunities Sales Stages - Setup .
The Sales Stages - Setup window appears. The cursor is positioned on the first active row.
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2. Enter a name for the sales stage. You can use the stage number to sort the stages according to how the sales opportunity develops. 3. Enter the expected value for that sales stage in the Closing Percentage field. SAP Business One uses this value to weight the forecast sales. 4. To deactivate a sales stage, check the box in the Cancelled column. This sales stage will no longer be available when processing sales opportunities. 5. Choose Update. The cursor moves to a new row so that another sales stage can be added. Sales stages that have not yet been defined can be added at a later stage. 6. Choose OK to close the window. More Information Sales Opportunities
Object
Partners - Setup Window
Use this window to define partners for sales opportunities. To open this window, choose
Note
Administration
Setup
Sales Opportunities
Partners
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Name Enter the name of the partner. Relationship Type Choose the relationship type of the partner from the list. Related BP If required, link a business partner code to each partner, or choose one from the list. Details Enter any additional details regarding the partner. More Information Competitors - Setup
Object
Competitors - Setup
Use this window to define a list of the companys competitors.
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To access this window, choose . Name
Administration
Setup
Sales Opportunities
Competitors
Enter the name of the competitor. Threat Level Select one of the following levels to define the threat of the competitor: Low Medium High Details Enter any additional details about the competitor. More Information Partners - Setup
Object
Relationships - Setup Window
Business partners relationships can be co-vendors, subcontractors, partners for specific services or types of merchandise, or any other type of relationship. These relationships are defined in this window, including a name and description of the relationship. When you add new sales opportunities, you can select the relationships you defined here. To access this window, choose . More Information Sales Opportunity Window
Function
Administration
Setup
Sales Opportunities
Relationships
Purchasing
You make the settings for the Purchasing - A/P module under . More Information Landed Costs - Setup
Administration
Setup
Purchasing
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Object
Landed Costs - Setup
You define the landed costs to process the costs of importing a delivery from abroad. These costs are then distributed among the items in the delivery according to a specific key. To open the window from the SAP Business One Main Menu, choose Purchasing Landed Costs . Administration Setup
Choose the distribution type for the costs in the Costs by column and choose an entry from the dropdown box. The following distribution types are available:
Note
Note
Landed Costs Fields
Code Enter the code of the landed cost. Name Enter the name of the landed cost. Allocation By
Specify the distribution type for the landed cost. The available values are described below. Cash Value Before Customs The related costs are distributed in relation to the share of an item of the total FOB price of the delivery minus customs. Cash Value After Customs The related costs are distributed in relation to the share of an item of the total FOB price of the delivery plus customs. Quantity The related costs are distributed according to the quantity of an item in proportion to the total quantity of the delivery. Weight The related costs are distributed according to the weight of an item in proportion to the total weight of the delivery. Volume
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The related costs are distributed according to the volume of an item in proportion to the total volume of the delivery. Equal The related costs are distributed equally among the delivery items. Landed Costs Alloc. Account Specify an account to which the landed costs can be allocated. More Information Landed Costs
Function
Business Partners
You make the settings for the Business Partners module under Partners .
Administration
Setup
Business
More Information Countries - Setup Window Address Formats - Setup Window Defining Customer and Vendor Groups Defining Business Partner Properties Defining Business Partner Priorities Dunning Levels - Setup Window Dunning Terms - Setup Window Defining Payment Terms Defining Payment Blocks Agents - Setup Window
Object
Countries - Setup Window
This window contains a list of countries, each of which links to an address format relevant for marketing documents. In it, you can also define bank account information that is valid for each country, and which the application uses to validate the bank accounts entered.
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To access this window, choose

Note
Administration
Setup
Business Partners
Countries
Note
Countries Setup Fields
Code, Name Enter the countrys code and name. Code for Report Enter the country code for the reports. Address Format Each country is assigned to an address format. This format determines the structure of the address in marketing documents. Select a different format, according to the countrys regulations, or define a new one. EU Countries which are members of the European Union are specified as EU. This definition is relevant for tax regulations when you define addresses for business partners and when you create documents. No. of Digits for Bank Code If there is a common definition for all banks in the country, enter the number of digits for the bank code. If this field is filled, it is used for bank account validation. If you leave it blank, the application does not carry out bank account validation for this field. No. of Digits for Branch If there is a common definition for all banks in the country, enter the number of digits for the branch. If this field is filled, it is used for bank account validation. If you leave it blank, the application does not carry out bank account validation for this field. No. of Digits for Account No. If there is a common definition for all banks in the country, enter the number of digits for the account number. If this field is filled, it is used for bank account validation. If you leave it blank, the application does not carry out bank account validation for this field. No. of Digits for Control Key If there is a common definition for all banks in the country, enter the number of digits for the control key. If this field is filled, it is used for bank account validation. If you leave it blank, the application does not carry out bank account validation for this field. Domestic Bank Acct. Validation Select the country-specific validation algorithm to be applied. The following countries are supported: Belgium (includes country-specific validation of the Branch, Account No. and Control Key fields) France (includes country-specific validation of the Bank Code, Branch, Account No. and Control Key fields) Italy (includes country-specific validation of the Control Key field) Netherlands (includes country-specific validation of the Account No. field) Portugal (includes country-specific validation of the Bank Code, Branch, Account No. and Control Key fields)
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Spain (includes country-specific validation of the Bank Code, Branch, Account No. and Control Key fields) IBAN Validation Select this checkbox if you want the system to validate the IBAN used in the bank information of the business partner master data. More Information Default Values for Bank Account Validation
Object
Address Formats - Setup Window
The following table describes the fields that appear in the Address Formats Setup Window. To access this window, choose .
Address Formats Setup
Administration
Setup
Business Partners
Address Formats
Name Specify a name for the address format. The name can contain up to 50 characters. Central Table Each cell in this table represents an element of the address format. You can update, add, or remove address components. List of Address Elements Displays the address elements that can be used as the building blocks of address formats. Free Text When you drag this option to a cell in the table and click it, an additional field appears at the bottom right of the window. Enter the required text, punctuation or symbol in the Edit Free Text field. For example, type a comma to separate a city from a state as in Sacramento, CA. Layout Frame The layout frame is located at the bottom left of the window. You can see the changes in the layout while you edit the address format; however, you cannot make any changes from within this frame. Editing Address Options After you place the required address options into the table, you can customize their layout according to your needs. To edit an address option, select it using the mouse. An additional frame appears at the bottom right enabling you to specify the formatting of the address. Additional Options You can also restrict the number of characters displayed for a row. Choose a row number to access the Line Length field. Enter the required row length. This determines the maximum number of characters to be displayed in this row. If the number of characters deviates from the defined length, the extra text overflows to the next row. The window opens in Add mode. If you want to edit existing formats, switch to Find mode and browse for the required format using the usual search methods. More Information
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Defining Address Formats

Procedure
Defining Address Formats
Procedure 1. Choose Administration Setup Business Partners Address Formats .
The Address Formats - Setup window appears. 2. Enter a name for the address format. 3. Drag the required address options found on the right of the table using the mouse. 4. To add a new row to the table when you have finished editing a current one, choose Row . You can see the number of defined rows in the first column of the table. Data Add
5. Place your cursor in a table cell and adapt the text type to your needs, for example, upper or lower case. 6. If required, choose Free Text to add additional free text. 7. Observe the final layout of the format displayed at the bottom left. 8. Choose Add to save the new format. If you make changes in an existing format, choose Update to save your changes. You can move information from one cell to another by dragging cells with the mouse. You can also delete rows from the table. Select a row number and choose
Procedure
Data
Delete Row
Defining Account Segmentation
The account system in SAP Business One lets you build accounts based on segments. This option is used mainly in the USA. You define account segmentation when you create a new company. Once accounts have been created, you will not be able to change back. Procedure 1. Go to Administration System Initialization Company Details .
2. Choose Basic Initialization tab Use Segmentation Accounts. 3. Choose Update to save the settings and OK to close the window. 4. Choose Administration System Initialization General Settings .
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5. Choose the Display tab and type in a separator character in Account Segment Separator. For example, a minus (). Do not enter asterisk (*) or numbers. 6. Choose Update to save and OK to close the General Settings window. 7. Choose Administration Setup Define Account Segmentation .
By default, there are four segments in the system. You can add up to 10 segments and change Name, Size, and Type for each segment. 8. Double-click a line to classify the segment. A similar window appears, letting you categorize each segment according to your company classification. 9. For each classification, you define Code, Name, and a Short Name. Note that the Code field is limited by the value you specified in Size for this segment. For example, classify the Department segment according to the number of departments in your company; each department will receive a two-digit code.
Procedure
Defining Customer and Vendor Groups
Procedure It may be useful to classify your business partners according to groups, for example, according to the sector or size of your customer. Vendors can be grouped according to their business areas or the business transactions achieved with the vendor. You can only assign a business partner to one group. You can use the groups to format reports and evaluations. You also use the groups to sort data and make selections, such as evaluating your sales figures for each sector. You assign a group when you process the master data of a business partner. If one field in the master record is not sufficient to map the properties you require, you can also use the properties of the business partners (see Defining Business Partner Properties) and the user fields, which can be defined individually. 1. From the SAP Business One Main Menu, choose Customer Groups (or Vendor Groups). The system places the cursor on the first empty row in the window. 2. Enter a descriptive name for the group and choose Update. To change the name of a group, overwrite the relevant entry and choose Update. 3. When you have made all your entries, choose OK. When you process a master record, you select the group from a dropdown list. Therefore, it is useful to put the groups you use most frequently at the beginning of the list to select them more quickly. Unless you specify a particular Administration Setup Business Partners
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group, the master record is assigned automatically to the first entry in the list. To remove a business partner group, select the relevant row and from the menu bar choose Remove Update. Data
More Information Business Partner Master Data

Procedure
Defining Business Partner Properties
You can classify your business partners by up to 64 properties, which you define according to your business requirements. You assign the relevant properties when you process a master record for a business partner.
Note
Note
The properties are not mandatory; a business partner can have none, one or up to 64 properties. End of the note. You can use the properties to: Format reports and evaluations Sort data Select master records during processing Procedure 1. From the SAP Business One Main Menu, choose Business Partner Properties. The window lists the default entries (Default Property 1-64) and entries that you have previously defined. 2. Select the first available default entry, or select an existing entry that you want to modify. 3. Enter a new property description, and choose Update. 4. When you have made all your entries, choose OK. Example You could define the properties fields as follows: Property 1-20 Area East, West, Midwest and so on. Property 20-30 Size 1 to 10 employees, 10 to 50 employees, 50 to 100 employees, and so on. Property 30-40 Industry Sanitation, Electrical appliances, Food, and so on. Administration Setup Business Partners
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You could assign a customer or a vendor as follows: Area East Size 1-10 employees Industry Food Another customer or vendor could be defined as follows: Area West Size No assignment Industry Electrical appliances
Note
Note
When you define customers and vendors, remember that this table applies to customers, leads and vendors. If necessary, you can define one area of the table for customers and a separate area for vendors. If a business partners properties are not sufficient to map the properties you need, you can also apply user-defined fields, which you can customize as required. End of the note.
Object
Business Partner Priorities - Setup Window
Use this window to define business partner priorities. To access this window, choose Priorities
Note
Administration
Setup
Business Partners
Business Partner
Note
Business Partner Priorities - Setup Window
Priority Code Enter a code for the priority, can be alphanumeric. Priority Description Enter the description of the priority.
Object
Dunning Levels - Setup Window
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Use this window to define a letter format for each dunning level in your company. There are three default letter formats, which you can modify to your company standards using the Print Layout Designer. The function Dunning Levels Setup is hidden from the company setup. If you still want to use this function you can reactivate it through
Form Settings
(Form Settings) in the Main Menu. To access this window after you have Administration Setup Business Partners Dunning Levels
activated the function, choose .

Setup Window Fields
Letter Format Choose the required option. Choose All to use a letter format that combines all the dunning levels. Effective After Enter the number of days after which the dunning level becomes effective. This field is disabled when the chosen dunning level is All. Fee Per Letter Enter the fee charged for a specific dunning letter. When the fee is related to the dunning level All, it is relevant only for the combined dunning letter. Minimum Balance Enter a minimum balance amount for the chosen dunning letter. If the debt of the customer is lower than the minimum balance defined, the dunning letter is not issued, even if the dunning level is already effective. Interest Select to have interest calculated for the dunning level. More Information Dunning Wizard
Object
Dunning Terms - Setup Window
Dunning terms are relevant for the automatic creation of dunning letters. To access this window, choose .
Note
Administration
Setup
Business Partners
Dunning Terms
Note
Dunning Terms Setup Fields
Letter Format
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Choose an appropriate letter format for the dunning level. For the highest dunning level, choose Dunning All. Code, Name Define a code and a name for the dunning term. Dunning Level Specify the required dunning level. Apply Letter Template by Highest Level If you select this option, the template for the highest dunning level of all documents included in the letter is used. This field is available only if you choose the dunning letter method One Letter per Dunning Level or One Letter per BP. Effective After (Days) Displays the number of days after which the dunning level becomes effective. The value that appears in this field is taken from the Dunning Levels - Setup window. You can change the number of days if required. Fee Per Letter Displays the fee determined for this dunning letter in the Dunning Levels - Setup window. You can change this amount if required. Minimum Balance Displays the minimum balance for the dunning letter, as defined in the Dunning Levels - Setup window. You can change this amount if required. Interest Displays whether to calculate interest or not. This is determined according to the Interest field in the Dunning Levels - Setup window. Dunning Level Method Select one of the following methods for the creation of the dunning letter: One Letter per Invoice select this option to create a dunning letter for each invoice. One Letter per Dunning Level select this option to group all the debts related to the same dunning level into one dunning letter. This option is selected by default. One Letter per BP select this option to create one letter for each business partner, even if the debts of the customer comprise more than one dunning level. Letter per BP Term If you choose the dunning term All in step 2 of the dunning wizard, the values you enter here are used in the dunning letters to the customers instead of the ones defined for the dunning levels in the table. This field appears only if you use the dunning letter method One Letter per BP and have not selected the option Apply Letter Template by Highest Level. Bank Interest % Define the interest rate to be used in calculations in the dunning letter: Number of Days in Year the default value is 360. Enter a different value, if required. Yearly Interest Rate to be used for calculating the interest per year. Number of Days in Month the default value is 30. Enter a different value, if required. This field appears only if you selected at least one Interest option in this window. Calculate Interest Value on Remaining Amount, Calculate Interest Value on Original Sum
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Choose whether to calculate the interest on the remaining sum (default option) or on the original sum of the debt. These fields appear only if you selected at least one Interest option in this window. Use Original Exchange Rate from Invoice, Use Current Exchange Rate Choose whether to use the original exchange rate defined in the invoice, or to use the exchange rate defined for the day on which the dunning letters are created. This option is relevant when calculating interest in foreign currency.
Background
Interest Calculations in Dunning System
In the Define Dunning Terms window you can determine how interest is calculated. The following examples demonstrate how the calculation is done in each method. Prerequisites 1. There are 30 days in each month. 2. There are 360 days in a year. Example Calculate Interest Value on Remaining Sum: Due Date Document Type 01.01.03 Invoice 01.02.03 Payment Remaining Sum is 10000-3000 = Interest rate is 7% and the dunning wizard is processed on 01.03.03 7000X7%X60*/360 = 81.6667 * number of days counted since the due date of the invoice and the date in which the dunning wizard is processed. Calculate Interest Value on Original Sum: Due Date Document Type 10000 3000 Total 01.01.03 Invoice 01.02.03 Payment Interest rate is 7 % and the Dunning wizard is processed on the 1.3.03 (10000X7%X30/360) + (7000X7%X30/360) = 99.16666 The value of the first parenthesis is the interest that was accumulated until the first payment was created. The value in the second parenthesis is the interest accumulated until the wizard was processed.
Function
Total 10000 3000 7000
Defining Payment Terms
Use this function to define the payment terms that apply to transactions with customers and vendors. Enter the payment terms defined here in the master records of customers and vendors. The payment term specified here is
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proposed automatically when you create a master record. You can then change this data for each customer or vendor. The payment terms represent the typical agreements you have with your business partners. Therefore, you do not have to define this information from scratch for each customer and vendor. When a purchasing or sales document is entered for a customer or vendor, SAP Business One automatically copies the information regarding payment period, price list, and total discount into the document. This information is used to calculate the prices for the items, the due date of an invoice, or the total discount allowed etc. You can also change the payment term data manually in the transaction itself if a special agreement was made for that transaction. In addition, the information on the credit limit is copied from the payment term to the customer master record and then to the sales document, and can be used for a credit check. More Information Payment Terms Window
Object
Payment Terms Window
Use this window to define the payment terms that apply to transactions with customers and vendors. The payment term specified here are proposed automatically when you create a master record. You can change this data for each customer or vendor. To open the window, choose . To remove a record, select the record and choose
Note
Administration
Setup
Business Partners
Payment Terms
Data
Remove
Note
Payment Terms Window Fields
Payment Terms Code Enter a code for these payment terms. This code will appear in the drop-down list of defined payment terms. Therefore, use a code that will allow you to identify the payment terms easily. Due Date Based On Specify the value date of the invoice on which you want to base the installment due date: Posting Date System Date Document Date
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Closing Date Start From Specify when to initiate the payment: Month End - last day of the month. If you base the due date on the posting date and the invoice posting date is October 10, then the month end is October 31. Half Month - either the 15th or the last day of the month. When the base date is earlier than 15, then the 15th is the half month. Otherwise, it is the last day of the month. For 10/13/2008 the due date is 10/15/2008, and for 10/23/2008 the due date is 10/31/2008. Month Start - first day of the month. If you base the due date on the posting date and the invoice posting date is October 10, the month start is set to November 1. + ... Months + ... Days The due date for an installment is based on the date of the order and the values specified in the payment terms. You may set the payment period for the current month or for several months in the future, as well as for a number of days in the last month of the period. Tolerance Days Specify the number of days to subtract from the calculated due date of the invoice. No. of Installments Number of installments for the current payment. Open Incoming Payment When you create an invoice, you can specify the payment data immediately. In this case, a receipt must be created along with the invoice; otherwise, the invoice cannot be added. Set this field if you want the system to display the window for entering the means of payment whenever an invoice is created. The entry in this field determines the default means of payment. If the window for entering the means of payment is opened automatically based on this field, the customer must pay the full invoice amount. If you select No, the window opens automatically only when the Invoice with Receipt function is called. In this case, you can manually open the window for the means of payment for a regular invoice. Cash Discount Name Define a cash discount for your customers or for discounts your vendors give you for advance payments. Total Discount % Specify the total discount that a customer with this payment term should be given. This percentage is copied to the customer master record when you select this payment term. If necessary, you may change this value. The value is copied from the master record to the sales documents. The total discount is calculated from the sum of the prices for all the items sold in a transaction. Interest on Receivables % Define the annual interest rate to charge for open receivables to a customer with this payment term. This data is for information purposes only. Price List Specify a price list for each payment term. When you select a payment term, this information is saved in the master record for the respective customer or vendor. You can manually specify a different price list. The price list from the customer/vendor master record is copied to the purchasing or sales document. The prices of the items in the
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transaction are taken from the price list.

Recommendation
Recommendation
We recommend that you define the names of the price lists (
Inventory
Price Lists
Price Lists
and assign them here to the payment terms. You can define the prices of items in the price lists later. Max. Credit, Commitment Limit Use these payment terms to define the maximum credit limit for a customer. The term can apply to pending sales and invoices only (Maximum Credit) or to the balance of the customer account (Commitment Limit). The values you specify here are proposed automatically when you create a customer master record. You may overwrite these value as required.
Country-Specific Fields: Switzerland
Cash Discount Name Use this field to define cash discounts for your customers or discounts your vendors give you for advance payments. More Information Installments Window Defining Payment Terms Calculating the Installments
Procedure
Assigning Late Payment Fees
In this step, you assign late payment fees to each of the company payment terms. The system uses these fees to calculate interest rates in the Customer Receivables by Due Dates report. You can assign a dunning interest rate either per payment term or to multiple payment terms. Procedure 1. From the SAP Business One Main Menu, choose Administration Setup Define Payment Terms
, and find the payment term code to which you want to add a dunning interest rate. 2. Choose Dunning Interest Rate Name. The Late Payment Fees window appears. 3. Enter Code and Name. 4. In Days after Due Date, enter the number of days after which interest applies.
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For example, if you enter 10, the system starts calculating the interest rate 10 days after the invoice's due date. 5. If applicable, specify the Interest % and a Fixed Sum. 6. To define the number of days regarding the calculation of interest only, specify the Number of days in month. 7. Choose the method of calculating the interest rate: Use original exchange rate from the invoice Bases the exchange rate on the invoice posting date Use Current Exchange Rate Bases the exchange rate on the posting date of the report/letter 8. If you want to issue dunning letters for partially paid invoices, check Calculate Interest on Partially Paid Invoices. The interest rate calculated is based on the invoice open amount. 9. To save this late payment fee and close the window, choose Add.
Object
Cash Discount - Setup
Use the Cash Discount window to customize how discounts are applied. To open this window, choose Administration Setup Business Partners Payment Terms
and select Define New in the Cash Discount Name field. Code, Name Define a code and a name for the cash discount. By Date Sets fixed dates for discounts. In the Day and Month columns in the table below, you specify the exact date until which the discount is effective.
Example
Example
The values entered for Day and Month are 15 and 1 respectively. The cash discount is effective until the 15th of the following month. End of the example. Freight Applies a cash discount to freight. For every cash discount defined in your company, decide whether the discount amount calculated on the invoice total includes freight.
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Days After Posting Date, Discount % You can define a hierarchy based on days. Specify the number of days after the document's posting date for which the discount is given.
Example
Example
An invoice was issued on August 1. According to the customers payment terms, the payment must be made by August 31. If you define a cash discount of 10% for payment after 5 days and a 5% discount for payment after 10 days, a customer who pays his debt by August 6 receives a 10% discount and a customer who pays between August 6 and 10 receives a 5% discount. End of the example.
Country Specific Fields: USA
Sales Tax Applies a cash discount to sales tax amounts.

Country Specific Fields: Portugal
Apply VAT Correction Posts the VAT discount amount to a VAT correction account.
Object
Installments Window
Use the window to define the number of installments, the percentage to be paid in each installment, the credit method, and how tax is applied to the invoice. To open this window, choose , then click . Administration Setup Business Partners Payment Terms
Installments Window Fields
No. of Installments Specify the number of installments. Credit Method Specify the method to be used when a credit memo is created based on an invoice with installments. When the amount of the credit memo equals the invoice amount, all the installments are credit installments. When the credit memo amount is less than the invoice amount, then the installments are credit installments according to the value selected here. First Installment The credit is first applied to the first installment, then to the second one, and so on, until the entire credit amount is applied.
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Last Installment The credit is first applied to the last installment, then to the second last, and so on. Equally The credit is applied to each installment, according to the proportions defined in the % field. Apply Tax in First Installment Adds the tax amount to the first installment only. Update Tax Proportionally Adds the tax amount proportionally to each installment, according to the % field. Month, Days Specify how the installment due date is determined. The due date is calculated from the total amount of the Month and Days fields for each row, starting from the invoice due date. If you want the first installment due date to be the same as the invoice due date, enter 0 in the Month and Days fields. % The installments as percentages of the total payment amount. The total must be 100%.
Procedure
Calculating the Installments
Installments are payments divided into several parts, to be paid at successive fixed times. Customers who pay in installments are charged as defined in the Payment Terms, until the installments balance reaches zero. Procedure To calculate the value date of the invoice: 1. Specify a value in the Due Date Based on field. This date is used as the starting point for calculating the first installment's due date. 2. Specify a value in the Start From field. 3. Enter values in the + Months and + Days fields. These values define the number of months or days to add to the Start From date.
Example
Example
You choose the posting date as your base date and the month start as your start from date. If the posting date is October 10, the month start is November 1. If you enter 30 in the + Days field, the due date is November 30. End of the example. 4. Subtract the value given in the Tolerance Days field. The calculated value is the due date of the invoice.
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More Information Payment Terms Window

Procedure
Defining Payment Blocks
If you use the Payment Wizard to automatically issue and create incoming and outgoing payments, there might be cases where you would want to exclude a specific business partner from the payment run. For this purpose you assign a payment block that indicates the reason for the exclusion. Use the procedure to define the payment blocks. Procedure 1. From the SAP Business One Main Menu, choose Payment System 2. Select Payment Blocks. 3. In the field on the right, choose Define New. The Payment Blocks Setup window appears. 4. In the Payment Block field, enter a description of the payment block reason. 5. Choose Update.
Note
Business Partner
Note
The list is updated after each row entry. End of the note. More Information Business Partner Master Data: Payment System Tab Payment Blocks Setup Window
Object
Agents - Setup Window
The following table describes the fields that appear in the Agents Setup Window. To access this window, choose Administration
Agents - Setup Window Fields
Setup
Business Partners
Agents
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Agent Specify a code for the agent. The code can be alphanumeric, up to 32 characters. Agent Name Specify the agent's name, can be alphanumeric, up to 50 characters. Description Specify any other information that is relevant for this agent. The description can be up to 50 characters.
Function
Banking
You make the settings for the Banking module under More Information Banks House Bank Accounts Credit Cards Credit Card Payment Credit Card Payment Methods Payment Methods
Object
Administration
Setup
Banking
Banks - Setup
In the Banks Setup window, you define the banks with which your company works. To open this window, choose
Banks - Setup
Administration
Setup
Banking
Banks
Country Code Specify a country code to indicate the country in which the bank account is located. Bank Code, Bank Name Specify the code and the name of the bank. SWIFT No. Specify the SWIFT number to be used when the OPEX file is created. Post Office Indicates that the bank is a post office. Account No. Press TAB to open the House Bank Account List window, from which you select the relevant account number or
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define a new one. Branch Bank branch of the selected account. The branch is defined in House Bank Accounts . Next Check No. Number of the next check, as defined in Accounts . Administration Setup Banking House Bank Administration Setup Banking
Bank Statement Processing
The following columns appear only if the option Install Bank Statement Processing is selected in Administration System Initialization Company Details Basic Initialization tab .
Posting Date Definition Specify the method according to which the posting date of bank statement transactions is determined: Statement Date The posting date of all the transactions created for a bank statement is the (posting) date of that bank statement. Row Date The posting date of each transaction is the date assigned to the respective row in the bank statement. Due Date The posting date of all the transactions created for the bank statement is the due date assigned to that bank statement. Current Date The posting date of the bank statement transactions is the current date. Due Date Definition Specify the method according to which the due date of bank statement transactions is determined: Statement Date The due date of all the transactions created for a bank statement is the (due) date of that bank statement. Row Date The due date of each transaction is the date assigned to the respective row in the bank statement. Due Date The due date of all the transactions created for the bank statement is the due date assigned to that bank statement. Current Date The due date of the bank statement transactions is the current date. Bank Operation Code List Specify the relevant list. The lists are defined in Administration Setup Banking Bank
Statement Processing External Bank Operation Code vary from country to country. More Information House Bank Accounts - Setup
Code lists are provided by the national bank and
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Function
Bank Account Validation
Bank account numbers are structured according to national and international standards. In many countries, algorithms are available to check that the bank account number is correct. If this number is not checked in the system and happens to be wrong, any payment orders to this account are rejected and bank fees are charged to the company. SAP Business One performs two types of bank account validation: 1. Validation of domestic bank accounts (available for all countries) The system checks the number of digits of the following data: Bank code Branch Account number Control key Additional country-specific validation for Belgium, France, Italy, Netherlands, Portugal, and Spain 2. Validation of International Bank Account Numbers (IBAN) (available for IBAN countries) The system checks whether the IBAN is correct. These checks are carried out when you enter new bank account information, for example, in the Banks Setup or House Bank Accounts Setup windows, or in the business partner master data. In addition, the checks are carried out when bank account numbers are used in the Payment Engine add-on (through the payment wizard or through Bill of Exchange management). In this case, the system verifies that the bank accounts are correct before creating the payment file. If the bank account number you entered does not comply with the default, the application displays a warning message and you can modify the information entered. You define the parameters for bank account validation in the Countries Setup window under Setup Business Partners Countries . Administration
More Information Banks Setup House Bank Accounts Setup Countries Setup Window Default Values for Bank Account Validation
Background
Default Values for Bank Account Validation
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SAP Business One uses the following default values to validate bank account data: No. of Digits No. of Digits for Bank Code for Branch No. of Digits for Account No. No. of Digits Domestic Bank IBAN for Control Account Validation Key Validation Available N/A No N/A Yes 2 Belgium Yes N/A No N/A No N/A No N/A No N/A No N/A Yes N/A Yes N/A Yes N/A Yes 2 France Yes N/A Yes N/A No N/A Yes N/A No N/A Yes N/A No Italy Yes 1 N/A No N/A No Netherlands Yes N/A No N/A Yes N/A No N/A Yes 2 Portugal Yes N/A No N/A No N/A No N/A Yes N/A No N/A No 2 Spain Yes N/A Yes N/A Yes N/A N/A Yes Yes
Country Australia Austria Belgium Brazil Canada Chile China Costa Rica Cyprus Czech Republic Denmark Finland France Germany Guatemala Hungary India Ireland Israel Italy Japan Mexico Netherlands New Zealand Norway Panama Poland Portugal Puerto Rico Russia Singapore Slovakia South Africa South Korea Spain Sweden Switzerland United Kingdom United States
11
6 5 4 5 3
8 12 7
11
10
More Information
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Bank Account Validation

Object
House Bank Accounts - Setup
To open the House Bank Accounts Setup window, choose House Bank Accounts
House Bank Accounts - Setup
Administration
Setup
Banking
Bank Code Press TAB and select the required bank code from the List of Banks window. Country When you choose a bank code, the country code linked to it is displayed automatically. Branch, Account No. Specify the relevant branch and account numbers. Next Check No. Specify the number of the next check for this account. The checks drawn on this account are numbered sequentially, starting with this number. G/L Account Specify the G/L account that reflects this bank account in your books. G/L Interim Account You can specify a G/L account to be used as an interim account when a payment run takes place. If you define an interim account and set this parameter in the relevant payment methods ( Administration Setup
Banking Payment Methods ), the transactions created by the payment run are posted to the interim account and not to the defined G/L account. IBAN International Bank Account Number Specify the code to be used for banking transactions across country borders. This field is relevant for Europe only. Street, Block, City, County, State, Zip Code Specify the address of the bank branch at which the account is located. Control Key This field is used, together with the IBAN, to export bank transfer files. All information in the files is transferred to the OPEX table. The OPEX table is based on the payment wizard. It is created automatically, along with other tables, in every new SAP Business One company. User No. 1, 2, 3, 4 Use these fields for special purposes. Paper Type Select one of the following options: Blank Paper
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Checks are printed on blank paper. Overflow Prenumbered Check Stock If the check information overflows the preprinted check paper in the printer, it is printed on the next check. Overflow Blank Paper If the check print overflows from the check entered to the printer, it is printed on blank paper. Default Checks are printed as defined in Administration (tab Per Document, document Check for Payment). System Initialization Print Preferences
Maximum Lines Enter the maximum number of lines to be printed on each check issued for the account. If you leave this field blank, SAP Business One considers the value defined in Preferences Administration System Initialization Print
(tab Per Document, document Check for Payment) as the maximum lines per check. Template Name
Specify the print layout template to be used when printing checks. If you leave this field blank, SAP Business One uses the default template defined for the document.
Country Specific Fields: Switzerland
ISR Type Select one of the following types to define the fields to be printed on the invoice slip: ISR with pre-printed amounts BISR with pre-printed amounts ISR + with blank amount fields BISR + with blank amount fields ISR Biller ID Specify an additional identification number. The number must have 9 digits. The structure of this number is XXXXXXXX-X.
Caution
Caution
If the ISR Biller ID is shorter than 9 digits, insert 0 (zero) instead of the missing digits. Since the structure of the number is significant, you must insert the zeros after the second digit from the left. For example, the original number is 123456. Since there are only 6 digits, you add 3 zeros to complete to 9 digits. The result is: 120003456. End of the caution. Customer ID Number Specify the ID number of the company. Use this field if the selected ISR type is BISR.
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The following columns appear only if the option Install Bank Statement Processing is selected in Administration System Initialization Company Details Basic Initialization tab .
Journal Entry Series Specify the numbering series to be used for journal entries that are posted through bank statement processing. If this field remains empty, the default numbering series defined for journal entries in Initialization
Note
Administration
System
Document Numbering
is used.
Note
This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note. Incoming Payment Series Specify the numbering series to be used for incoming payments documents that are created through bank statement processing. If this field remains empty, the default numbering series defined for incoming payments in Administration
Note
Company Details
Document Numbering
is used.
Note
This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note. Outgoing Payment Series Specify the numbering series to be used for outgoing payments documents that are created through bank statement processing. If this field remains empty, the default numbering series defined for outgoing payments in Administration
Note
Company Details
Document Numbering
is used.
Note
This column appears only if the option Permit More than One Document Type per Series is deselected in Administration End of the note. Series This column appears only if the option Permit More than One Document Type per Series is selected in Administration System Initialization Company Details Basic Initialization tab . Specify numbering series to be used for journal entries, incoming and outgoing payments that are created through bank statement processing. Imported Bank Statement Indicates that the bank statement is imported automatically. If this option is deselected, the bank statement is entered System Initialization Company Details Basic Initialization tab .
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manually. Import File Name If Imported Bank Statement is selected, you must specify the XML file format that is used to download the bank statement data of this bank account.
Function
Credit Cards - Setup
In this window, enter the details of the credit cards that you accept as a means of payment from your customers, and by which you pay your vendors. To open the window, choose More Information Credit Cards Setup Window
Object
Administration
Setup
Banking
Credit Cards
Credit Cards - Setup Window
To open the Credit Cards Setup window, choose Cards .
Administration
Setup
Banking
Credit
Credit Cards Setup Window
Credit Card Name Name of the credit card. G/L Account G/L account that is debited or credited when an incoming or outgoing payment for this credit card is created. Company ID Company ID of the credit card company to be used in communications. Telephone Telephone number of the credit card company to be used when an inquiry or approval is required. More Information Credit Cards - Setup
Function
Credit Card Payment - Setup
To set up credit card payments, you enter the appointed times when a credit card company credits your account for credit card vouchers generated by the creation of incoming payments.
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The appointed time of the credit varies from one credit card company to another, and depends on the time at which the credit card vouchers are deposited. More Information Credit Card Payment Setup Window
Object
Credit Card Payment - Setup Window
To open the Credit Card Payment - Setup window, choose Credit Card Payment .
Administration
Setup
Banking
Credit Card Payment Setup Window
Code, Name Specify the code and the name of the credit card payment. Payment After Determines that the credit card company credits you after a fixed period passes from the date on which the voucher is created. To define this period, enter the required values in the Days and Months fields. Voucher Date of Receipt Determines that the credit card company credits you on a fixed date, based on the creation date of the voucher. Define the dates in the table as follows: Voucher Date of Receipt, From... To... Enter a range or ranges of dates through the month. The total number of days in these date ranges must be 31. Payment, On Day... Months+... For each range defined under Voucher Date of Receipt, enter on which day in the month and after how many months the credit card company credits you. More Information Credit Card Payment - Setup
Function
Credit Card Payment Methods - Setup
You define the payment methods to be used when an incoming payment for a credit card is created. If you intend to accept credit cards as a payment means, the credit card payment methods are mandatory. More Information
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Credit Card Payment Methods - Setup Window

Object
Credit Card Payment Methods - Setup Window
To open the Credit Cards Payment Methods - Setup window, choose Banking Credit Card Payment Methods .
Administration
Setup
Credit Card Payment Methods Setup Window
Name Specify a name for the credit card payment method. Card Specify whether to assign the method to a specific credit card or all credit cards. Payment Code Specify the credit card payment code according to which the credit card company credits you whenever the credit card payment method is used. Min. Credit Voucher Specify the minimum amount that may be paid by credit card for this credit card payment method. Min. Payment Specify the minimum amount of a payment made using this credit card payment method. This information is checked whenever a credit card transaction consisting of more than one payment is generated. If the amount of each payment is lower than defined, the credit card vouchers are not created. Without Approval Specify the maximum credit card transaction amount that may be processed without getting approval from the credit card company. Payments Select the required option: No Prevents the creation of multiple payment transactions when this credit card payment method is used. Yes Allows the creation of multiple payment transactions. Cr Allows the creation of multiple payment transactions for this credit type. The credit card company credits you for the total amount of the transaction, according to the credit card payment defined, while the customer makes multiple payments plus interest to the credit cards. Rd Creates payment transactions in which the remittance is immediate, regardless of the value date of the credit vouchers. In return, you pay a predefined commission to the credit vendor.
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More Information Credit Card Payment Methods - Setup

Object
Credit Vendors - Setup
Use this window to define the credit vendors with whom your company works. To open this window, choose
Credit Vendors - Setup
Administration
Setup
Credit Vendors
Vendor Code, Name Specify a code and a name for the credit vendor.
Function
Bank Charges Allocation Codes - Setup
In this window, you define codes for the allocation of bank charges to originator and receiver. These codes can be used as sorting or filtering parameters in the OPEX table that is created by SAP Business One and processed by the payment engine. To open this window, choose Codes
Object
Administration
Setup
Banking
Bank Charges Allocation
Payment Methods - Setup
To open the Payment Methods Setup window, choose Payment Methods

Note
Administration
Setup
Banking
Note
Payment Methods - Setup
Payment Method Code, Description Enter a code and a description for the payment method. Key Code
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Enter a key code to be used while the electronic file is produced. Payment Types Specify whether the payment method refers to outgoing payments (for vendors) or incoming payments (for customers). Payment Means The payment means depends on the selected payment type: Outgoing Select Check or Bank Transfer. Incoming Only Bank Transfer is available. House Bank Choose to open the Choose Bank window in which you select the required house bank. Once you have made your choice, the bank details are displayed in the respective fields in the house bank section. Alternatively, click
Example
in each field and select the required value.
Example . The Choose Bank window displays only
You click in the Country field, select a country, and then choose the banks defined for the selected country. End of the example. Transaction Type Specify a transaction type to be used when the electronic file is produced. File Format
This field appears only when the Bank Transfer or Bill of Exchange payment means is selected. Choose to open the List of File Formats window from which you can choose the required file format to be used when the electronic file is created for the bank. Group Invoices by Pay To Bank Groups the invoices for vendors with multiple pay to addresses by pay to address. This option is available only when the selected payment type is Outgoing. Post to G/L Interim Account Records the transaction created by the payment to the interim account that is linked to the bank account ( Administration Setup Banking House Bank Accounts ) and not to the regular G/L account. This option is available only when the selected payment means is Bank Transfer. Check Address Verifies whether the pay to address of the business partner is fully defined. To view this address, see the Pay to fields Name, Street/P.O. Box, City, Zip Code, and Country on the Master Data Addresses tab. Business Partners Business Partner
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Check Bank Details Verifies whether the business partner's bank details exist in full. To view the bank details, see the Bank and Account fields on the Business Partners Business Partner Master Data Check Collection Authorization Payment Terms tab.
Verifies whether the Collection Authorization checkbox is selected on the Partner Master Data Payment System tab.
Business Partners
Business
This checkbox appears only in customer records, and is therefore relevant for incoming payments only. Foreign Payment Block Blocks this payment method for business partners for whom the bill to country is different than the country defined for your company ( tab). Administration System Initialization Foreign Bank Block Blocks this payment method for business partners for whom the bank country ( Business Partner Master Data company ( Administration Payment Terms Business Partners Company Details General
tab) is different than the country defined for your General tab).
System Initialization Company Details Currency Selection
You can restrict a payment method to certain currencies in which you make or receive payments. Choose (Browse) to open the Currency Selection window, in which you select the currencies to be used by the current payment method. The selected currencies apply to both the business partner's currency and the offsetting G/L account used for the journal entry created by the payment wizard. Post Office Bank Verifies whether the house bank account selected in the payment method is defined as Post Office in Administration Setup Banking Banks - Setup Debit Memo .
Browse
Creates a corresponding indication in the OPEX file created by the payment wizard, which uses this payment method. The Debit Memo indication is required for the Payment Engine add-on. Due Date in Checks This section appears only if the selected payment means is Check. Select one of the following options: Date of Payment Run If this option is selected, the due date of the payment is similar to the posting date set in Step 2 General Parameters of the payment wizard. Due Date of Invoice If this option is selected, the due date of the payment is determined by the due date of the invoice in Step 6 Recommendation Report of the payment wizard. If more than one invoice is chosen in that window, a weighted average is calculated in order to determine the overall due date of the payment. Payment Terms
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If this option is selected, the due date of the payment is determined according to the date of the payment run plus a number of additional days according to the payment terms selected in the dropdown box displayed next to this field. The payment's due date is calculated in the same way as the due date is calculated in a standard invoice. Single Check Restrictions This section appears only if the selected payment means is Check: If these fields are blank, the check amount is unrestricted. MinimumAmount If you define a minimum amount per check, the payment wizard does not create checks for amounts smaller than the amount defined here. MaximumAmount If you define a maximum amount per check, the payment wizard does not create checks for amount greater than the amount defined here.
Country Specific Fields: Belgium, Chile, France, Italy, Spain & Portugal
Payment Means You can select the payment means Bill of Exchange for both payment types, incoming and outgoing. Bill of Exchange Options This section appears only if the selected payment mean is Bill of Exchange: Agent Collection Displays only invoices related to agents in the payment wizard. This is relevant for incoming payments only. Send for Acceptance Sets all bills of exchange created automatically by the payment wizard to Sent status. This is relevant for incoming payments only. Group by Due Date Sorts the bills of exchange by their due date. Deposit Norm You can enter the deposit norm number here. This number does not affect the selection criteria and is displayed in the OPEX file only.
Object
Currency Selection Window
To open the Currency Selection window, choose Methods. . Then choose the
Browse
Administration
Setup
Banking
Payment
(Browse) button next to the Currency Selection checkbox.
Currency Restriction Window
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Code, Name Code and name of the currencies defined in SAP Business One. Choose Select the checkbox for each currency you want to include in the payment method. This setting is valid only if the Currency Selection checkbox is selected in the Payment Method Setup window. More Information Payment Methods - Setup
Function
Payment Run Defaults
Use this window to define general data for the payment wizard. This data is used by default in every payment run. You can change this data at any time. More Information Payment Run Defaults Setup
Object
Payment Run Defaults - Setup
To open the Payment Run Defaults - Setup window, choose Payment Run Defaults . Tolerance Days (A/P)
Administration
Setup
Banking
The number of days you enter here determines which open invoices are displayed in the payment wizard. Min. Cash Discount % (A/P) The minimum cash discount percentage you enter here determines which open invoices are displayed in the payment wizard. Min. Payment Sets a minimum amount for a single incoming or outgoing payment. The amount of the payment may not be less than the amount defined here. Payment Methods Select this option and click (Browse) to open the Payment Run - Payment Methods window in which you select the payment methods to be used by the payment wizard. More Information Payment Run Defaults
Object Browse
Payment Run - Payment Methods
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Use this window to specify the payment methods you want the payment wizard to use by default. To open the window, choose Banking
Browse
Payment System (Browse).
Payment Run Defaults
, select the
Payment Methods checkbox, and click More Information Payment Run Defaults
Object
External Bank Operation Codes
External bank operation codes are used to identify the different types of payment transactions that appear in the bank statement. A list of these codes may be provided by each bank, but usually the national bank publishes one list of codes that is used by all other banks. In the External Bank Operation Codes window, you can define more than one list of codes. To access this window, choose .
Note
Administration
Setup
Banking
Note
This window appears only if the option Install Bank Statement Processing is selected on the Basic Initialization tab in Administration System Initialization Company Details .
End of the note. Specify the list(s) of external codes as provided by the national bank, or by each bank with which your company works.
External Bank Operation Codes Window
Operation Code Category Specify a name for the list of external codes. External Code Enter the external bank code as it appears in the banks list. Operation Description Describe the transaction type that is identified by this code. Internal Code Specify the relevant internal code as defined in Administration Setup Banking Bank
Statement Processing Internal Bank Operation Codes . This allows SAP Business One to identify the different types of transactions that appear in the bank statement, and create the respective transactions. You can relate the same internal code to more than one external code. Filter Records with Internal Bank Operation Codes Only
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Only the external codes with linked internal codes are displayed.
Function
Inventory
You make the settings for the Inventory module under More Information Item Groups - Setup Warehouses - Setup Length and Width UoM - Setup Weight UoM - Setup Customs Groups - Setup Manufacturers - Setup Shipping Types - Setup Locations - Setup Inventory Cycles - Setup Package Types - Setup
Function
Administration
Setup
Inventory
Warehouses - Setup
In this window, define all the general information regarding the warehouses used by your company. There are two tabs: General Accounting To open the window choose Administration Setup Inventory Warehouses
To duplicate the warehouse, right click on the window and choose Duplicate.
Object
Warehouses: General Tab
In this window, define all the general information regarding the warehouses used by your company.
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To open this window, choose

Warehouses, General Tab
Administration
Setup
Inventory
Warehouses
Location Specify the required location. Drop Ship Select this option to define the warehouse as a drop ship warehouse. Use when the company does not manage inventory, but receives commission for every order.
Note
Note
Drop ship warehouses cannot be used for serial or batch items. End of the note. Nettable Select this check box if you want the warehouse to be involved in the MRP process. Address Fields Enter the address of the warehouse. Federal Tax ID Enter the relevant tax ID for this ship-to address. This number is saved in the documents and will be used for calculating the EU Sales Report. This field does not appear on the first invoice address. Use the tax number field in the top section of the template. If you have to maintain a deviating number, you have to enter a second invoice address. The field for the tax number is then activated. If you create a deviating delivery address, the tax number can be stored in the delivery address. When an outgoing invoice is created for the delivery address, the tax number is taken from the delivery address.
Country Specific Fields, USA
Tax Code Specify the default tax code for purchasing documents created for items related to this warehouse. Allow Use Tax Select this check box to determine whether the shipping address of the warehouse may apply use tax. More Information Warehouses Warehouses, Accounting Tab
Object
Warehouses: Accounting Tab
Use this tab to define all the accounts relevant for inventory management per warehouse. If you determined G/L
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account settings by warehouse ( Inventory window. Items
Administration
General Settings
sub-tab), once you create a new item it will be related to the accounts defined in this
To open the window choose

Warehouses, Accounting Tab
Administration
Setup
Inventory
Warehouses
Expense Account Specify an account in which the expenses incurred by purchasing are posted. Revenues Account Specify an account in which the income incurred by sales are posted. Inventory Account Reflects the stock final value and recorded in every stock transaction which involves items of this warehouse. Cost of Goods Sold Define the G/L account to be used when transactions of selling goods are created Allocation Acct This clearing account is used as an offsetting account to the stock account in goods receipt POs and A/P credit memos. The balance of this G/L account reflects the total amount of open goods receipt POs and goods returns related to items in this warehouse Variance Acct This G/L account is used only in a standard price inventory system. In specific scenarios, if there are differences between the standard price and the actual price in the purchasing document, these differences will be recorded in the variance account. Price Differences Account Used in purchasing transactions only. Price differences between the base document and the target document will be recorded in this account in specific situations. Inventory Offset Decrease, Inventory Offset Increase These accounts are used as balancing accounts when the stock value is increased or decreased due to the creation of material revaluation document. Sales Returns Specify the G/L account to be used when a goods return transaction is created. Sales Revenue EU Define an account to be used whenever items of this warehouse are sold in the European Union. EU Expenses Acct Define an account to be used for expenses related to documents created for the European Union. Sales Revenue Foreign Define an account to be used whenever items of this warehouse are sold out of the European Union. Foreign Expenses Acct Define an account to be used for expenses related to documents created for countries outside of the European Union. Purchase Acct Define an account to be used whenever a purchasing transaction is created for items in this warehouse. Purchase Returning Acct Define an account to be used whenever purchased items from this warehouse are returned to vendors.
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Exchange Rate Differences Acct Used in purchasing transactions only. In certain scenarios, creating a target document from a base document when the item price is in a foreign currency and the target document is connected to a different exchange rate, a difference in local currency occurs and is posted to this account. Goods Clearing Acct An offsetting account to the allocation costs used when closing goods receipt POs or goods returns. In this case, no inventory entry is registered; however, a journal entry is created and includes this G/L account. G/L Decrease Acct Offsetting account to the stock account used in goods issues and negative difference in stock postings (updates after inventory). You can change this account manually while creating its corresponding document. G/L Increase Acct Offsetting account to the stock account used in goods receipts and positive differences in stock postings (updates after inventory). You can change this account manually while creating its corresponding document. WIP Material Account This account maintains the value of the items that are in the process of production, that is, when the final product is not ready yet, but the production has already begun. WIP Material Variance Account This account holds the variance amounts of the items involved in the production process, that is, the variance between the cost of the products and the cost of the components in a production order. Expenses Clearing Account If freight charges are defined as influencing on inventory values, this account used as a clearing account for the expense amounts included in the postings created by the Goods Receipt PO. Expense Offset Account If freight charges are defined as influencing inventory values, this account is used as an offsetting account for the freight value included in the purchasing postings. More Information Warehouses - Setup Warehouses, General Tab
Object
Package Types - Setup
Use this window to enter different package types. In the SAP Business One main menu, choose Types . Administration Setup Inventory Package
Package Types
Type Enter the type of the package.

Object
Customs Groups - Setup
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You define customs groups to determine the customs duty for an item purchased abroad. The customs duty is calculated when you enter the import data in the Purchasing application. To display this window, choose
Note
Administration
Setup
Inventory
Customs Groups
Note
Customs Groups Setup
Name Enter the name for the customs group. Number Enter the number for the customs group. Customs Enter the customs deduction (percentage). Purchase Enter the purchase deduction(percentage). Other Enter an additional deduction (percentage) if necessary. Total Displays the total customs percentage. Customs Allocation Account Specify an account to which the customs duty can be allocated.
Function
Service
You make the settings for the Service module under More Information Contract Templates Queues
Function
Administration
Setup
Service
Contract Templates
In SAP Business One, you define a basic structure for a service contract that includes the contract type, coverage
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time, resolution time, and so on. This structure is called a contract template. The contract template enables you to work with several basic contracts at one time and simplifies the creation of service contracts for each customer. When you create a new contract, you must base it on a contract template; coverage details are automatically copied from the contract template. For example, if you add an attachment to a contract template, the attachment is then copied to all service contracts based on the template. You can modify a contract template at any time, but you cannot delete it. To prevent a contract template from being used in the future; you change its status to Expired. To access the window, choose Activities Adding Contract Templates Updating Contract Templates More Information Contract Templates: General Area Contract Templates: Coverage Tab Contract Templates: Remarks Tab Contract Templates: Attachments Tab
Procedure
Administration
Setup
Service
Contract Templates
Adding Contract Templates
Procedure 1. Choose Administration Setup Service Contract Template .
The Contract Template window appears. 2. Enter a new contract code and define its duration. 3. Select the contract type. 4. On the Coverage tab, define the days and time for the service and select whether the cost is included. 5. On the Remarks tab, you can add remarks about the contract template. 6. On the Attachments tab, you can add an attachment to the contract template. 7. Choose Add. More Information Contract Templates
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Object
Contract Templates: General Area
Use this window to define different types of contract templates. To access the general area, choose .
General Area Fields
Administration
Setup
Service
Contract Templates
Name Enter the name of the contract template. For example, VIP template. Contract Type Specify the type of contract template: Serial Number To provide service for the selected serial numbers. Customer To provide service for all items the customer has. Item Group To provide service for the defined item groups. For example, only for monitors and printers. Response Time Enter the maximum amount of time necessary to respond to the service call. Resolution Time Enter the maximum amount of time necessary to solve the problem. Description Enter a description of the contract template. Expired Defines the template as expired. Once expired, a template cannot be used as the basis for contracts. You cannot renew contracts based on this template either. However, you can base such contracts on a different template. Duration Enter the number of months for which the contract is valid. Renewal Allows the contract to be renewed. Reminder Enter the number of days, weeks, or months for an alert to appear prior to the termination of the contract. You can enter a value in this field only after you select Renewal. More Information Contract Templates
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Object
Contract Templates: Coverage Tab
Use this tab to define the hours during which the customer is entitled to receive service. To access the tab, choose
Coverage Tab Fields
Administration
Setup
Contract Templates
Coverage
Week Days Select the days, Monday through Sunday, on which service will be provided to the customer. Start Time Enter the hour at which the company starts its workday. End Time Enter the hour at which the company ends its workday. Include Select one or more of the following to include them in the service coverage: Parts Items used by a technician to fix broken goods Labor Amount of time it takes a technician to fix the problem at the customer's site Travel Amount of time it takes a technician to travel to and from the customer's site Including Holidays Allows a customer to receive service on public holidays. More Information Contract Templates
Object
Contract Templates: Remarks Tab
Use this tab to enter, update, or delete any free text or other necessary details regarding the contract template. You can later use this information as a reference for the contract you have selected. To access this tab, choose Remarks . Administration Setup Service Contract Templates
More Information
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Contract Templates
Object
Contract Templates: Attachments Tab
Use this tab to add and view attachments related to the contract template. To access the tab, choose Attachments . Administration Setup Service Contract Templates
More Information Contract Templates

Procedure
Updating Contract Templates
Procedure
Note
Note
You cannot delete a contract template. However, you can mark it as Expired. Expired templates cannot be used to create or renew contracts. End of the note. 1. Choose Administration Setup Service Contract Template .
The Contract Template - Setup window appears. 2. Switch to Find mode as described in Working With the Find Mode. 3. Display the contract template. 4. Make the necessary changes. 5. Choose Update. More Information Adding Contract Templates Contract Templates
Object
Queues - Setup
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Use this window to define a team of employees responsible for managing service calls. You can also enter the queues manager and include a list of members. From the SAP Business One Main Menu, choose .
Queues Fields
Administration
Setup
Service
Queues
Queue ID Enter an alphanumeric value to define Queue ID. Description Enter a full description of the queue. Queue Manager Specify the code of the employee assigned to be the queue manager. Queue Email Enter the email address of the queue. Inactive Select if you want to define the queue as inactive. Queue Members Choose to display the Queue Members Setup window and to add the list of employees.
Object
Queue Members - Setup
In this window, choose members for the team that you defined in the Queues - Setup window.
Function
Data Import/Export
Prior to using SAP Business One, you must update master data, such as customers and vendors, or products and transactions, in the system. In addition, you can import files from companies within SAP Business One, or from external software applications, to update certain other companies. The mode of import depends upon considerations such as the types and the volume of data to be imported. These can include master data, for example, business partners, items, chart of accounts, and transactions such as journal entries, inventory transfer, and so on. The company may choose to add new accounts or customer codes during system initialization. In this case, a combination of manual and automatic data migration may be appropriate. Note that the migration of documents is affected if master data is modified during data transfer, for example, if new customer numbers are added. More Information Importing Data
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Exporting Data
Function
Data Import
The setup of SAP Business One requires the migration of legacy data from an external software product into the system. Master data includes customers and vendors, or product data and transactions, such as opening balances. The data must be available as Microsoft Excel or Microsoft Access files. SAP Business One features import programs that copy the data from a transfer file to the system and save it in the database. You can import the following: Data for business partners and items, from a Microsoft Excel file. The Excel import is used only for importing very basic data. It can also be used for a combination of loading and updating master data manually. The fields to be imported must be reconciled with the fields available in SAP Business One. Transactions from one company into another in SAP Business One Sales and purchasing postings from an external software product Selected data and transactions using Data Transfer Workbench; see the online help in Data Transfer Workbench for SAP Business One. This tool provides an easy-to-use wizard that imports new data into the system and updates existing data. To simplify the preparation of the data for import, predefined data file templates are provided. More Information Data Import/Export Importing Transactions from SAP Business One Importing an MS Excel File Exporting Data
Procedure
Importing a Microsoft Excel File
You can import data for business partners and items from a Microsoft Excel file to a company in SAP Business One. The data is copied from the cells of the Microsoft Excel table and written to the corresponding fields in SAP Business One.
Note
Note
This method is not valid for importing accounts. End of the note. Use this method to add new master records for business partners or items, or to update existing master records.
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You must first configure the definitions for the import, according to the following rules: Files must not contain a title row or any blank rows. Business partner and item numbers must not contain any of the following invalid characters:
! < > * ? % { } =
Microsoft Excel files must be closed before the import. Microsoft Excel files must be saved as .txt files (text files with Text Only). Iimport data must be saved in columns A to BT in the Microsoft Excel table. Some columns can have empty fields. The number of characters in the cells of the Microsoft Excel table must not be greater than the length of the corresponding fields in SAP Business One. Prerequisites You have backed up the database. If SAP Business One is running on a network, you have ensured that other users will be logged off the system during the import. Procedure 1. Log on to the company into which the data is to be imported (target). 2. Choose Administration Data Import/Export Import Data Import from Excel .
3. From Data Type to Import, choose the required entry, either Business Partners or Items. For example, to import a price list, choose Items. 4. Each row in the price list represents a column in the Microsoft Excel spreadsheet being imported. Choose the corresponding field for each row from the list, in accordance with the column definition from the Microsoft Excel spreadsheet. 5. To update existing data records in the system during the import procedure, select Update Existing Records. The system overwrites the data in the corresponding fields of the existing master records. The numbers of the master records for business partners or items cannot be overwritten. The type of a business partner cannot be changed once business transactions have been entered for that partner. 6. When importing item data, you can also update the information for the expense and revenue accounts. Select Update Accts in Existing Items to overwrite the respective Item Master Data record. 7. Choose OK. 8. When the file manager opens, select the file to be imported and choose Open. The status bar displays the progress of the import.
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To interrupt the import process, if necessary, choose the Stop button that appears in the status bar. Result Once the import process is complete, the system opens a Message window that contains the messages generated during the import process. The window displays the number of imported business partner/item master records. To make sure that all the rows have been imported from the Microsoft Excel table, compare the number of master records reported in the message with the number of rows in the Excel table. We recommend that you save this import report, to enable tracking any errors that may have occurred. Choose Save in the Message window and enter a meaningful name for the file. The next time you import data in this window, the fields you selected during the last run are displayed by default. Choose Clear to delete this information. All the entries in the list are deleted and you can redefine the sequence of the fields. The following error messages may appear after an import: Error 47 The Microsoft Excel file was open when the import was attempted. Close the Excel file and restart the import. Invalid Entry The entry in the cell of the Microsoft Excel table is longer than the corresponding field in SAP Business One. Invalid Code The number of the business partner or item contains an invalid character. More Information Preparing an MS Excel Import File for Business Partners Preparing an MS Excel Import File for Items
Function
Preparing a Microsoft Excel Import File for Business Partners
The following fields for Business Partners can be imported into SAP Business One, and therefore, can be contained in a Microsoft Excel file: Field Name BP Code BP Name Max. Length Data Type 15 Alphanumeric 100 Alphanumeric C Customer S Vendor BP Type 1 L Interested party Entries must be upper case. Alpha (in accordance with the defined currencies in SAP Business
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BP Currency (see 1) Foreign Name Group Code (see 2) Bill to Street (Address) Bill to City (Address) Bill to Zip Code (Address) Bill to County Bill to State (Address) Bill to Country (Address) Ship to Street (Delivery Address) Ship to Block Ship to City (Delivery Address) Ship to Zip Code (Delivery Address) Ship to County Ship to State (Delivery Address) Ship to Country (Delivery Address) Ship to Default Telephone 1 Mobile Telephone 2 Fax Number E-Mail Additional ID No. Federal Tax ID
3 100 20 100 100 20 100 100 100 100 20 100 100 20 50 20 20 100 8 32
One) Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Y Liable to pay tax N Not liable to pay tax Entries must be upper case.
Tax Definition
Liable for Ded. at Source % W/holding Tax Ded. Exp. Date for -% of Deduction Contact Person (see 3) Remarks Sales Employee Code (see 4) Re (1)
90 100 32
Alphanumeric Alphanumeric Alphanumeric
If an imported currency is not yet defined in the system, during the import you see a query window in which you can confirm the information for the new currency. The system automatically adds the currency to its list of defined currencies. Re (2) If an imported group is not yet defined in the system, a new group is automatically created. Re (3)
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The system automatically creates a new contact employee if one is not yet defined for an existing business partner. Contact employees are also automatically added to new master records. Re (4) If an imported sales employee is not yet defined in the system, a new entry is automatically created for the sales employee. More Information Importing a Microsoft Excel File
Object
Preparing an MS Excel Import File for Items
The following fields for items can be imported into SAP Business One and can therefore be contained in the Microsoft Excel file: Field Name Item Code Item Description Foreign Description Group (1) EAN Code (Barcode) Max. Length 20 100 100 20 16 Data Type Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Y Liable to pay tax N Not liable to pay tax Entries must be upper case. Numeric Numeric Alpha (in accordance with the defined currencies in SAP Business One) Alphanumeric Alphanumeric Alphanumeric Alphanumeric Alphanumeric Numeric Alphanumeric Numeric Numeric Numeric Y Yes N No Entries must be upper case.
Tax Definition
Price List Code (3) Price in the Price List Currency of the Price List Sales Account Expense Account Regular Vendor (4) Vendor Catalog Number Unit of Measure for Purchasing Quantity per Purchase Unit Unit of Measure for Sales Quantity per Sales Unit Target Warehouse Inventory in Purchasing Unit Minimum Warehouse Inventory
6 17 3 15 15 20 17 5 20 5 20 20 20
Purchasing Item (5)
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Y Yes Sales Item (5) 1 N No Entries must be upper case. Y Yes Warehouse Item (5) 1 N No Entries must be upper case. Y Yes Fixed Assets 1 N No Entries must be upper case. Alphanumeric Alphanumeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric Numeric
Brand (6) Customs Group (7) Sales Factor 1 Sales Factor 2 Sales Factor 3 Sales Factor 4 Purchasing Factor 1 Purchasing Factor 2 Purchasing Factor 3 Purchasing Factor 4
30 20 20 20 20 20 20 20 20 20
Additional fields are available for importing information on length, width, height, weight and volume. You can also import the packaging unit and the quantity per packaging unit for an item. Re (1) If the imported group has not been defined in the system yet, the system automatically creates a new group. Re (2) If items that are liable for tax are involved, the default tax groups for the items defined under G/L account determination are used. Re (3) The price list with this number must already exist in the system. Therefore, you may have to define the corresponding price list before the import. Re (4) If no master record for the imported regular vendor exists yet in the system, the system will automatically add it during the import. Re (5) If these fields do not contain entries during the import, the system automatically adds the master records as purchasing, sales, and warehouse items.
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Re (6) If the imported brand has not been defined in the system yet, the system automatically creates a new brand. Re (7) The customs groups specified for the import must be defined in SAP Business One before the import. If one of the customs groups in the Microsoft Excel table has not been defined in the system, you will not be able to import the data.
Procedure
Preparing a Microsoft Excel Import File for Price Lists
When importing a new item, you can also specify a price in a certain price list. This automatically inserts the price for the new item in this price list. However, to maintain several price lists, use Excel to import the prices into the remaining price lists. To import price lists, define a Microsoft Excel table that contains the number of the item and the price information. The procedure is identical to the one used to import items. You can import several price lists for items simultaneously. You must add to the Microsoft Excel table, additional columns for these price lists. The three columns of a price list must be imported together. When an item is already in the system, specify the following mandatory fields when importing a price list: Item code Price list code Price Price list currency This ensures that the prices for existing items are inserted into the specified price list.
Note
Note
A price list can be defined in different currencies. If no currency is specified in the Price List Currency field of the import file, the prices are automatically assumed to be in the defined local currency, and are assigned the corresponding currency symbol. Ensure the Price List Code column appears before the Price List Currency column in the Excel spreadsheet. To add the euro symbol to its corresponding column in the import table, use the key combination Alt+0128 if the keyboard does not have a special key. End of the note. Procedure Define the following three columns for the price information (in addition to the item number and any other item data) in the Microsoft Excel table:
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Number of the price list Price in the price list Currency of the price list More Information Preparing an MS Excel Import File for Items
Procedure
Importing Foreign Journal Transactions (MOVEIN.DAT): Israel
You can import, from an external software product into SAP Business One, sales and purchasing documents that have been prepared in a MOVEIN.DAT file. You can also convert other file formats to a MOVEIN.DAT file and then import them into SAP Business One. MOVEIN.DAT is a standard format for import and export files that also defines the fields that can be contained in the file. For more details about this procedure and for information about the file format, contact SAP Business One Support. This window is only available in certain countries. Prerequisites You have backed up the SAP Business One database. If you run SAP Business One in a network, you have made sure that other users will be logged off the system during the import. Procedure 1. In SAP Business One, log on to the company into which you want to import data. 2. Choose Transactions Administration Data Import/Export Import Data Import Foreign Journal
(MOVEIN.DAT).
The file manager opens. 3. Select the MOVEIN.DAT file to import, and choose Open. After the import operation is complete, the Messages window displays any error and warning messages, as well as remarks about the import operation. The transactions are added as journal vouchers. 4. Choose Financials Journal Voucher .
5. Select the imported journal voucher, and choose Save. 6. When the confirmation prompt appears, confirm that you want to save the journal vouchers to the permanent
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file.
Procedure
Importing Transactions from SAP Business One
Transactions accounting documents can be copied from one company to another in SAP Business One. The transactions must first be exported from one company (source), and then imported into another (target). If a master record for a G/L Account or Business Partner does not exist yet in the target company, the system creates this object automatically, in accordance with the data in the posting. If importing and exporting transactions are executed on a regular basis, it is advisable to keep a separate, written record of the transactions that were copied during each operation. Prerequisites You have backed up the database before starting the import. If SAP Business One is running on a network, you have ensured that other users are logged off the system during the import. You have ensured that the master record numbers in the G/L Accounts and the Business Partners that are contained in the postings, are identical in both companies. Procedure 1. Log on to the target company. 2. Choose Administration . Data Import/Export Data Import Import Transactions from
SAP Business One
3. When the file manager opens, select the export file that has been prepared, and choose Open. The system imports the data into SAP Business One. After the import operation is complete, a window appears containing any error and warning messages, as well as remarks on the import operation. Any new master records for G/L Accounts or Business Partners that were added as a result of the import are also listed. The transactions are added as journal vouchers. 4. To add the journal vouchers to the permanent journal entries file, choose Voucher . Financials Journal
5. Select the imported journal vouchers and choose Save. 6. When the confirmation prompt appears, confirm that you want to save the journal vouchers to the permanent file. More Information
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Importing Data Importing Data From MS Excel

Procedure
Trans. Import from External Software Window
This window is used to import transactions from external applications into SAP Business One. The import file must be organized in a specific format. For more details about this procedure and for information about the file format, contact SAP Business One Support. This window is only available in certain countries. Prerequisites Back up the SAP Business One database before you start the import. If you run SAP Business One in a network, make sure that no other users are logged on to the system during the import. Procedure 1. Log on to the company in SAP Business One into which you want to import the data. 2. Choose Administration . Data Import/Export Data Import Trans. Import from
External Software
The browser window opens. 3. Choose the prepared file and select Open. The Messages window displays the success and error messes at the end of the procedure.
Background
Import Accounts from Foreign Software: Israel
This window is used to import accounts from external software applications into SAP Business One. The import file must be organized in a specific format, and it is highly recommended that the fields in the Sort area be defined. It is preferable that the fields in the left side of the window in the Accounts area also be defined, to ensure an orderly import of the data. For example, if Customers are not defined in this window, these ranges are imported as accounts. To select the prepared file, in the File Name field click Tab, and from the browser window select the file. To complete the import, choose Execute. To display this window, choose Accounts from Foreign Software Administration . Data Import/Export Data Import Import
For more details about this procedure and for information about the file format, contact SAP Business One Support. This window is only available in ceratin countries.
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More Information Import Items from Foreign Software

Background
Import Items from Foreign Software: Israel
To import Item data from external software applications into SAP Business One, the file must be prepared in a specific format. The G/L Accounts should be defined in this window, to ensure that the imported items are linked correctly to the required accounts after the import. Choose the required G/L Accounts for the following: Sales Revenue Follow-Up Account Tax Exempt Revenues Account Costs Follow Up Revenues Account Select the required account by choosing Tab. This opens the window from which the file can be selected. For more details about this procedure and for information about the file format, contact SAP Business One Support. To display this window, choose Items from Foreign Software More Information Importing Data
Function
Administration .
Data Import/Export
Data Import
Import
Import Selection: Israel
You can use this function to import data from an external software product into SAP Business One. To do so, the data must be available as Microsoft Excel or Microsoft Access files. SAP Business One features import programs that copy the data from a transfer file to the system and save it in the database. You can use this function to import documents, business partners, account data, item data, transactions, and stock movements into SAP Business One. If you want to use this import function, please contact your SAP Business One Support Center for more information.
Background
Comprehensive Import Window: Israel
Note
Note
This function is available in other localizations as well, only if you have upgraded to SAP Business One 2007 A from previous releases.
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End of the note. This window is used to import Accounts, Journal Entries, Sales and Purchasing and Item data. The import file must be in a specific Excel format or an Access text file. Columns within the file can remain empty, but cannot be deleted as the order of the columns is crucial. Certain fields are mandatory, for example the G/L Accounts field must have a value when importing an Accounts file. Fields on the right side of the window should be defined, to ensure that the correct columns are imported into the most specific locations. If required, specific ranges can be defined for the accounts and customers and/or vendors. An account defined in an account field on the left side of the window can become a G/L Account in the import. For more details about this procedure and for information about the file format, contact SAP Business One Support. This window is only available in certain localizations. To display this window, choose Comprehensive Import Window More Information Importing Data
Function
Administration .
Data Import-Export
Data Import
Data Export
Use this function to export data from SAP Business One. You can perform the following types of exports: Transactions to another company in SAP Business One Accounting documents to an external software product You can export nearly all objects and data directly into Microsoft Excel or Microsoft Word, including report results that are defined in the SAP Business One system. To do so, choose the Print Layout Designer icon in the toolbar when editing an object or a report. More Information Export Transactions to SAP Business One Exporting Transactions for an External Software Product Exporting Transactions for Hashavshevet Software
Procedure
Exporting Transactions for an External Software Product: Israel
You can export accounting documents from SAP Business One in order to import them into an external software product. The exported data is saved in a file with MOVEIN.DAT format, which is a standard format for import and export files. The standard also contains a definition of the fields that can be contained in the file. This window is only available in ceratin countries. For the Israeli localizations, this procedure applies to export to the
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Sharoni, Pinkasit and SuperTaktziv accounting packages. For more details about this procedure and for information about the file format, contact SAP Business One Support. Procedure 1. Log on to the company in SAP Business One from which you want to export the data. 2. Choose Administration Data Import/Export Data Export Export Transactions to
Sharoni or Pinkasit or SuperTaktziv
or other relevant accounting package.
3. Specify any combination of selection criteria. Only documents that fulfill all the criteria will be exported. 4. Select the business partners by marking the BP checkbox. If required the range can be filtered according to the business partners code ranges, and specific customers and/or vendor groups can also be defined. 5. Select the accounting documents to be exported by marking the G/L Accounts checkbox. Choose the accounts by selecting via Find or increasing the levels which displays more details of the Accounts. 6. If required, filter the export by Properties, choose specific business partner Properties in the window that displays. 7. Select the ranges of dates by selecting the required fields in the Transactions area. 8. Select Choose All to select all the document types. 9. Choose OK to start the export. The system opens the file manager. Specify where to save the export file, MOVEIN.DAT, either on the hard drive or on a data medium. 10. Choose Save in the file manager. A message appears as soon as the document export has been completed successfully. The export operation generates at least three files: MOVEIN.DAT, MOVEIN.ERR, and MOVEIN.PRM. The first file contains the exported data, while the latter two contain information about the structure of the MOVEIN.DAT file. More Information Exporting Data
Procedure
Exporting Transactions to Another Company in SAP Business One
You can copy transactions accounting documents from one company to another in SAP Business One. To do this, you export the transactions from one company (source) and import them into another (target). If you regularly perform export/import operations of transactions, we recommend writing down which transactions were copied during each operation. Prerequisites The master record numbers in the G/L accounts, and the business partners that are contained in the postings,
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are identical in both companies. If a master record for a G/L account or business partner does not exist yet in the target system, the system will create this object automatically in accordance with the data in the posting. If you run SAP Business One in a company network, you have made sure that other users are logged off when you start exporting the transactions. Procedure 1. In SAP Business One, log on to the source company. 2. Choose Administration Export Data Export Transactions to SAP Business One .
3. In the dialog box that appears, choose the selection parameters for the transactions to be exported. You can specify the parameters for selecting the accounting documents on the left side of the window; you can also select accounting documents through certain original journals on the right side. Selection Parameters You can select accounting documents by: Document number Reference numbers Ref 1 and Ref 2 Transaction code Project number You can limit the export to documents with a specific total amount in local, system, and/or foreign currency. You can select documents by specifying a text or string from the Details Contain field. Only the documents that contain this text or string in their Details fields are selected. 1. Enter a value range for each parameter. If you specify multiple parameters, only the documents that fit all the parameters are exported. 2. Choose the flag on the left of the parameter field to select it. 3. Specify the value range for that parameter in the fields to the right. Original Journal You can select accounting documents for export through the underlying original journal documents. For example, you can export all accounting documents that were created as a result of incoming (AP) invoices. You can select several original journals simultaneously. 1. Choose Original Journal to specify original journals as an export criterion. You can specify both selection parameters and original journals for an export operation. In this case, the
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documents from the original journals that fulfill the parameters in the left half of the screen are exported. 2. If you want to export all the accounting documents, select Choose All. The selection you make here becomes the default when you next call the function. 3. When you have selected all the necessary accounting documents, choose OK. When the file manager opens, indicate where you want to save the file, for example, on the hard drive or on a data medium. If you want to specify a custom file name, overwrite the default proposal. The file must be saved in .txt format. 4. In the file manager, choose Save. A message appears as soon as the document export has been completed successfully. More Information Importing Transactions from SAP Business One
Procedure
Exporting Transactions to SAP Business One
Transactions recorded in sales and purchasing documents can be copied from one company to another in SAP Business One. The transactions are exported from the source company and then imported into target company. Before exporting the transactions, ensure that the master record numbers in the G/L accounts and the business partners that are contained in the postings are identical in both companies. If a master record for a G/L account or business partner does not exist yet in the target system, the system creates this object automatically in accordance with the data in the posting. You can also select accounting documents for export through the underlying original journal documents. For example, you can export all accounting documents that were created as the result of incoming (AP) invoices. You can also select several original journals at the same time. If you regularly export transactions from the source company and import them into the target company, it is recommend to keep a record outside SAP Business One of the transactions that were copied during each operation. If you run SAP Business One in a network at your company, make sure that no other users are logged on when you start exporting the transactions. Procedure 1. Log on to the company in SAP Business One from which you want to export the data. 2. Choose Administration . Data Import/Export Export Data Export Export Transactions
to SAP Business One
3. In the Export Transactions to SAP Business One window, choose the parameters for selecting the transactions to be exported. The checkbox on left of each parameter field must be checked for that range to be selected. If you specify multiple parameters, only the documents that meet all the parameters will be exported.
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You can select accounting documents by the document number, the reference numbers Ref 1 and Ref 2 (from the Journal Entries, for example an Invoice number), the transaction code, and the project number. You can limit the export to documents with a specific total amount in the local, system, and/or foreign currency. To select documents that contain a certain text or string, type this text or string in the Details Contain field. 4. In addition, select accounting documents through certain original journals on the right side. Original Journal must be checked for any of the fields in the column on the right to be selected. Specify the value range for that parameter in the fields to the right. You can specify both selection parameters and original journals for an export operation. In this case, the documents from the original journals that fulfill the parameters in the left half of the screen will be exported. 5. To export all the accounting documents, select Choose All. This selection becomes the default the next time this window is selected. 6. When you have selected all the necessary accounting documents, choose OK. The file manager displays. Indicate where you want to save the file, for example, on the hard drive or on a data medium. If you want to specify a custom file name, simply overwrite the default. The file must be saved in a .txt format. 7. Choose Save in the file manager. The progress of export is displayed in the status bar. A Stop button appears in the status bar during the export to enable termination of the procedure if required. The Message window displays as soon as the document export has been completed successfully. More Information Data Import/Export Importing Transactions from SAP Business One
Background
Export Transactions for Hashavshevet Software: Israel
SAP Business One supports export to certain accounting software packages. For Hashavshevet, available in the Israeli localization, the export can be filtered according to certain criteria. The transaction date and or posting date ranges can be selected by marking the checkbox beside either field, and if required entering the range to filter the selection. Choose Convert Reference to truncate the account number to either the first or the last four digits once exported. If required, the number of transactions to be exported in each batch can be defined to suit the batch definitions in Hashavshevet. To select only certain documents, choose Original Journal and select the required documents. The file can be exported in foreign currency instead of the local or system currency, by selecting Export FC Values. For more details about this procedure and for information about the file format, contact SAP Business One Support. To display this window, choose Administration . Data Import/Export Data Export Export
Transactions to Hashavshevet Software
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More Information Exporting Data

Procedure
Export to Sharoni: Israel.
This enhancement allows companies working with multi year database to export accounting data (Sharoni/Pinkasit/Super-Takziv) when all periods are closed including the current period. In addition, companies are able to export data in system currency as well. Scenario: You are working with a multi year database. You are working on the same database in the years: 2004, 2005, 2006, and 2007 You have performed Period End Closing process for the years: 2004, 2005, and 2006. You want to export data for 2006 to Sharoni/Pinkasit/Super-Takziv and define the date range as 1.1.2006 31.12.2006. Procedure 1. Choose the appropriate export function to your company: Administration > Data Import/Export > Data Export > Export Accounts to Sharoni/Pinkasit/Super Takziv Software. The Export window appears. 2. Defines the required data range. 3. To export data for the year 2006 in the scenario above: 1. Select the options Add Opening Balance for Period and OB from Start of Company Activity. The system adds all transactions prior to the selected period. 2. Select the options Add Closing Balances and CB before Selected Period Only. All closing balances are included in the balance except for closing balance of 31.12.06 period.
Note
Note
P&L balances are also added, but the options Add Closing Balances and CB before Selected Period Only zero the P&L accounts. The final result is opening balances only for balance sheet accounts. End of the note. 4. Under Display in Report, select the currency in which you want to generate the report. 5. Choose Execute.
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The system opens Windows File Manager. Specify where to save the export file. More Information Trial Balance Selection Criteria
Function
Utilities
You use the utilities to perform period-end and year-end closings, as well as for regular maintenance work. The latter is required to ensure smooth operation of the system.
Function
Period-End Closing
The Period-End Closingwindow enables you to create postings in the accounting system when a fiscal year or posting period ends. This window allows the transfer of previous profit and loss G/L account balances from one fiscal year or period to another. You can transfer the balance sheet account balances from one fiscal year or period to another in the following local versions of the software: Italy, Spain, France, and Portugal. To open this window, choose More Information Period-End Closing Selection Criteria Period-End Closing Settings Window Period-End Closing Window
Object
Administration
Utilities
Period-End Closing
Period-End Closing Window
The following table describes the fields appear in the Period-End Closing window. To open this window, choose Administration Utilities Period-End Closing EndClosing SelectionCriteria window and choose Execute.
Period-End Closing Window
. Set the required parameters in the Period-
For Closing Period Displays the period category selected in the previous window. From, To Displays the period range selected in the previous window.
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Ref.1, Ref.2 Enter required references for the journal entries. If you had set default values in the previous window using the Settings option, these would be displayed here. You can overwrite them if required. Due Date, Tax Date Enter required dates for the journal entries. If you had set default values in the previous window using the Settings option, these would be displayed here. You can overwrite them if required. These fields are mandatory Remarks Enter any remarks for the journal entry if required. Approve Select this checkbox to approve the creation of a period-end closing journal entry for the G/L account.. Account Code, Account Name These columns display the accounts code and name. Currency Displays the accounts currency. Balance (LC), Balance (FC), Balance (SC These columns display the accounts closing balances in each one of the currencies: Local, Foreign and System currency. Execute Choose this button to create period-end closing journal entries for all the G/L accounts you have approved to close. Create Auto. Remarks Select this checkbox to add automatic remarks to the journal entries. The automatic remarks string will contain the period's name. Save Choose this button to save your selection as a draft. This draft can be displayed later and be executed. To display draft data click on Previous Report in the Period-End Closing Selection Criteria window.
Country-Specific Fields: France, Italy, Portugal & Spain
Closing Balance Enter the relevant values to the following fields: Ref. 1, Ref. 2 - Enter appropriate references for closing balance journal entries. Due Date Enter the appropriate due date for closing balance journal entries. Document Date - Enter the appropriate document date for closing balance journal entries. If you had set default values in the previous window using the Settings option, these would be displayed here. You can overwrite them if required. Opening Balance Enter the relevant values to the following fields: Ref. 1, Ref. 2 - Enter appropriate references for opening balance journal entries. Due Date Enter the appropriate due date for opening balance journal entries. Document Date - Enter the appropriate document date for opening balance journal entries. Posting Date - Enter the appropriate posting date for opening balance journal entries
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If you had set default values in the previous window using the Settings option, these would be displayed here. You can overwrite them if required. Control Account Displays the control account linked to the G/L account or business partner in the row, and provides a link to it. G/L Acct/BP Code, G/L Acct/BP Name Display the code and name of G/L account or business partner. More Information Period-End Closing
Object
Period-End Closing - Selection Criteria
The following table describes the fields appear in the Period-End Closing Selection Criteria window. To open this window choose Administration Utilities Period-End Closing .
Period-End Closing Selection Criteria
P/L Accounts Select to include P/L Accounts in the report. If the box is cleared all the fields related to the P/L Accounts selection criteria are not displayed. Find Choose to open the G/L Accounts window, in which you can define the selection of G/L accounts to be displayed in the report. The chosen accounts are marked with an X after the selection in this window is made. Level Choose the Level of the accounts to be displayed in the table. If you choose Level 1, the table will display the highest level titles for the accounts. If you select a row in the table, you actually select all the accounts that are displayed under this title. X This column indicates which accounts or titles have been selected. If a row is marked with X, that specific account or group of accounts will appear in the report. To select an account, click in the selected row, or, to cancel a selection, clear the X from the relevant account. In addition, to clear all selections in the table, click on the X in the column header. Click it again to choose all the accounts that appear in the table. Account Displays the codes and the names of the accounts. You can view details of each account by using the arrow that appears next to its code and name. Period Select the required posting period category. Click the icon and choose an entry. When you choose a category that contains more than one period, relevant values will be displayed in the From and To fields. From, To When you choose a category in the Period field, you will have to select values in these fields. Click the icon in the fields and choose the relevant sub-period range for closing. Retained Earnings Account
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Choose the relevant G/L account to be used as the clearing account in the journal posting made in the accounting system. Period-End Closing Account Choose the relevant G/L account to be used as a clearing account to the P&L account, and to the retained earnings account. Execute Choose this button to open the Period-End Closing window that recommends the transactions that should be created, based on the selections made. Settings Opens the Period-End Closing Setting window allowing you to set relevant values for the Period-End Closingtransactions.
Country-Specific Fields: Czech Republic, France, Hungary, Italy, Portugal, Slovakia, & Spain
BP Select this option to display business partners in the report. When this option is not selected, the other fields related to business partner selection criteria are not displayed. Code From... To... Use these fields to define a range of business partner codes. Customer Group, Vendor Group Enables you to include business partners from a specific group, divided between customers and vendors. For example, to display only customers, choose None in the Vendor Group field. Properties Choose to open the Properties window, and define the required selection of properties. Your choice will appear in the field next to this button.
Country-Specific Fields: Czech Republic, Hungary, Slovakia
Period-end opening account Choose the relevant G/L account to be used as the period-end opening balance sheet account. Profit and loss account Choose the relevant G/L account to be used as the profit and loss account. More Information Period-End Closing
Object
Period-End Closing Settings Window
The following table describes the fields that appear in the Period-End Closing Settings window. To open this window choose Administration Utilities Closing Selection Criteria window.
Period-End Closing Settings Window
Period-End Closing
. ChooseSetting in the Period-End
Ref.1, Ref.2
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Enter appropriate references for the journal entries. These would be used as a default in each period-end closing posting Due Date, Document Date Enter appropriate dates for the journal entries. These would be used as a default in each period-end closing posting.
Country-Specific Fields: France, Italy, Portugal & Spain
Closing Balance Settings Enter the relevant values to the following fields: Ref. 1, Ref. 2 - Enter appropriate references for closing balance journal entries. Due Date Enter the appropriate due date for closing balance journal entries. Document Date - Enter the appropriate document date for closing balance journal entries Opening Balance Settings Enter the relevant values to the following fields: Ref. 1, Ref. 2 - Enter appropriate references for opening balance journal entries. Due Date Enter the appropriate due date for opening balance journal entries. Document Date - Enter the appropriate document date for opening balance journal entries. Posting Date - Enter the appropriate posting date for opening balance journal entries Display Control Accounts in Report/Display Business Partners in Report Select whether to display in the Period-End Closing window control accounts or business partners. More Information Period-End Closing
Procedure
Defining the Period-End Closing
Use the period-end closing function to create postings in the accounting system when a fiscal year or posting period ends. This procedure transfers previous G/L account balances from one fiscal year or period to another for accounts defined as assets, liabilities or equity. Procedure 1. To display the Period End Closing Window, choose Closing Administration Utilities Period-End
. The Period-End Closing Selection Criteria window displays.
2. Choose the required criteria, see Period End-Closing Selection Criteria Window. Additional settings can be defined by choosing Settings. 3. Choose Execute. The Period-End Closing Window displays.
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4. Choose the required criteria, see Period-End Closing Window. 5. To save the Report as a draft, choose Save. Choose the Previous Report button in the Period-End Closing Window to display the draft. 6. To create the Accounting Postings for all the selected accounts that have been selected for closure, choose Execute. More Information Period-End Closing Window
Process
Year Transfer: Israel & Netherlands
As the current fiscal year ends and towards the new fiscal year, a Year Transfer process is required to maintain data continuity. SAP Business One provides an automatic Year Transfer function that allows you to transition quickly and easily to the new fiscal year.
Caution
Caution
Before commencing this procedure, contact SAP Business One support at http://service.sap.com/smb/support for more information. End of the caution. Process The Year Transfer process comprises five stages: 1. Transfer of system initialization, general settings, print layout designer templates, and user queries In this stage you create a new company for the coming fiscal year, based on the definitions and settings of the company from which you perform the process. 2. Transfer of indexes In this step, you transfer to the new company the business partners, items, and the accounts in Chart of Accounts. 3. Document transfer In this step, you transfer to the new company open documents that should be processed during the coming year. 4. Balance transfer In this step you transfer balances of accounts, business partners, and items to the new company. 5. User-defined objects transfer In this step you can transfer to the new company the data stored in user-defined objects. Result By the end of the Year Transfer process, the new company contains all the settings, definitions, accounting and inventory related data from the previous year, that are relevant for proper bookkeeping and inventory management in the coming year.
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Object
Select Database
Use this window to select the company database to which you want to transfer data from the current company.
Caution
Caution
We strongly recommend that you consult support before transferring data from one company to another. This process may cause a loss of data if performed incorrectly. Make sure you back up both data bases (source company and target company) before you initiate the process. End of the caution. More Information Year Transfer
Object
BP Properties
Use this window to define the range of business partners you want to transfer to next years company, or the range of business partners for which you want to transfer the opening balance to next years company. You can do this by using the From... To... fields, by choosing specific vendor/customer groups, and/or by specifying properties linked to the relevant business partners.
See also:
Year Transfer
Object
Items - Selection Criteria
Use this window to define the range of items you want to transfer to next years company. You can use the From... To... fields, select a specific item group, and/or select properties linked to the items you want to transfer.
Note
Note
The relation between the different selection parameters is AND. It means that if you define a range of item numbers in the From... To... fields and you also choose an item group, SAP Business One transfers the items that are included in the From ... To... range AND also those linked to the selected item group. End of the note. More Information Year Transfer
Object
Year Transfer - Document Selection
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Use this window to select the documents you want to transfer to next years company. Once you select a specific document type, all the documents of this type are transferred. More Information Year Transfer
Object
Accounts - Selection Criteria
Use this window to define a range of G/L accounts for which you want to transfer the opening balance to next years company. You can use the From ... To... fields, or select the required G/L account drawers. If you select a specific drawer, the system includes all its G/L accounts.
See also:
Year Transfer
Object
Transaction Settings
Use this window to define the details of the opening balance transactions of G/L accounts, business partners, and items. More Information Year Transfer
Object
Year Transfer - User-Defined Objects
Use this window to select the user-defined objects you want to transfer to next years company. More Information Year Transfer
Object
Update Control Report
Use this report to view database information after restoring the application and the database.
Caution
Caution
The Records Before and Records After columns should match. If the number of records is different, check the system
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message. End of the caution. To display this window, choose Table Displays the name of the database table. Message Displays system messages, for example, an error or alert message. Display Incorrect Entries Only Select this checkbox to define whether to display incorrect database entries only. Table Displays the name of the database table. Records Before Displays the number of records in the database table before the restore operation. Records After Displays the number of records in the database after the restoration of the database has been completed.
See also:
Admininstration
Utilities
Update Control Report
Restoring
Function
Execute Commands: Israel
Use this function to execute automatic procedures based on the defined files. Processes are first defined (in an internal macro language) and can then be executed automatically. Contact your SAP Business One Support Center before trying to use this function.
Object
Restore
During regular work in SAP Business One, you enter, process, and update data. In specific scenarios, this data can be corrupted or disrupted due to certain user actions or global malfunctions. You can resolve some of these cases by using the restore functions.
Caution
Caution
Do not run any of the restore functions yourself. It might damage your database permanently. Restore should be undertaken only with the explicit instruction and assistance of SAP Business One support consultant. End of the caution.
Function
Transfer Posting Correction Wizard: Germany
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Caution
Caution
Use this wizard only after January 1, 2007. End of the caution. The Transfer Posting Correction Wizard enables you to post corrections resulting from VAT changes, for amounts transferred from revenue or expense accounts to new accounts. This wizard guides you in defining parameters required to generate these postings. To access the wizard, choose
Note
Administration
Utilities
Transfer Posting Correction Wizard
Note
Ensure that you execute the wizard only once for the selected period and the selected accounts. End of the note.
Note
Note
All documents that you post after executing the wizard, that are valid for this period, must be transferred manually. To transfer the posting manually, create a journal entry. End of the note. More Information Transfer Posting Correction Wizard - Selection Criteria Transfer Posting Correction Wizard - Transaction Selection Transfer Posting Correction Wizard - Transaction Confirmation Transfer Posting Correction Wizard - Summary
Object
Transfer Posting Correction Wizard - Selection Criteria Window
Use this window to specify the selection criteria for the wizard run.
Selection Criteria Fields
Date From... To... Specify the date range for the wizard run. By default, the transactions within the posting date range are selected.
Caution
Caution
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There should be no overlap of the date ranges specified in different wizard runs; otherwise, you could correct the same posting twice. End of the caution. Doc. Date Selects documents within the document date range.
Caution
Caution
Always use the selected option during the rest of the period; otherwise, you could correct the same posting twice. End of the caution. Tax Rate Specify the tax rate of the transaction 16% or 19% that the wizard uses to select documents. Code Tax group code Name Tax group name Display Deselect the tax group that you do not need in the wizard run.
Note
Note
Only those tax groups with the tax rate of 16% or 19% are valid for the wizard. End of the note. G/L Accounts Limits the selection to specific G/L accounts only. Click where you can select the needed G/L accounts. More Information Transfer Posting Correction Wizard: Germany
Object
to open the Accounts - Selection Criteria window
Transfer Posting Correction Wizard - Transaction Selection Window
Use this window to select the transactions that you want to include in the wizard run.
Recommendation
Recommendation
We recommend that after selecting the needed transactions, you print the screen or export it to Excel; you may use it for future verification.
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Note
Note
Transaction Selection Fields
App Select the posting that you want to correct G/L Account The revenue or expense account relevant to a transaction Tax Code The tax group code associated with a transaction Tax % The tax rate that was effective for the tax code at the time the transaction was posted Doc. No. The document number in SAP Business One Debit, Credit (FC, SC) The debit or credit tax amount (in terms of foreign currency or system currency) More Information Transfer Posting Correction Wizard: Germany
Object
Transfer Posting Correction Wizard - Transaction Confirmation Window
Use this window to confirm the amount, accounts, and tax codes for which correction posting will be created.
Note
Note
Transaction Confirmation Fields
Interim Account Specify the clearing account to be used during the correction posting process. Expense Account Specify the account to which the expense is posted. Revenue Account Specify the account to which the revenue is posted. Input Tax Group Specify the input tax group to be used in the correction posting.
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Acquisition Tax Group Specify the acquisition tax group to be used in the correction posting. Non-Deductible Tax Group Specify the non-deductible tax group to be used in the correction posting. Output Tax Group Specify the output tax group to be used in the correction posting. More Information Transfer Posting Correction Wizard: Germany
Object
Transfer Posting Correction Wizard - Summary Window
In this window, you can see how many journal entries have been made during the correction process. The number appearing is twice the number of the corrected transactions. You can view the transactions created by the wizard in the Journal Entry window of the Financials module. More Information Transfer Posting Correction Wizard: Germany
Function
Approval Procedures
Approval procedures are used in companies in which the standard work procedure requires an approval from a manager or senior member in order to generate certain documents. A documents approval procedure begins as you add it as a draft document in SAP Business One. At that same moment, a request for approval is sent to the appropriate employee (according to the definitions in SAP Business One). The procedure ends when you receive a final approval and add the document. Approval procedures are conducted by the authorization stages and authorizing users.
Procedure
Defining Approval Procedures
Prerequisites Identify the approval processes at the company. This can include approvals for purchase orders or for a customer to exceed a defined credit limit. From the SAP Business One Main Menu, choose Administration System Initialization General
Settings and, on the Sales tab, select the Manage Document Generation Authorizationscheckbox. Users defined as Originatorsof the documents requiring approval cannot change this setting.
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Procedure 1. If approval stages have not been defined, under Approval Stages Administration Approval Procedures
, enter a name for each stage and, if preferred, a description of the stage.
See Approval Stages Setup Window. 2. In the No. of Approvals Required field, enter the number of users that are required for approval of each stage. It is often useful to have more than one approver; if one of the approvers is absent, another approver can still approve a document. 3. Enter the name of each of the users with approval privileges. By default, their department is taken from the user account. You can override this when you define approval procedures. 4. To save the data, choose Add. 5. Choose Administration Approval Procedures Approval Templates and enter the name of the approval procedure, such as budget, exceed credit limit, and so on (see Approval Templates Window). Since you may have several procedures for the same topic, it is also useful to provide a description. 6. If this template is required as part of the approval procedure, select the Activecheckbox. A template can be inactive for certain situations where a conflict might arise with other procedures, or when it is no longer required. 7. On the Originator tab, enter the user who requires approval for his or her documents. Multiple users can be assigned to an approval procedure 8. On the Documents tab, select the documents that will be processed through this approval procedure. 9. On the Stages tab, select one or more approval stages (or steps) that have been defined in the Approval Stages Setupwindow. 10. On the Termstab, if you select Always, this approval procedure is applied to all combinations of the selected originators and documents. To define specific conditions when this approval procedure should be followed, select When the Following Applies. If you choose When the Following Applies, two tables are displayed. The upper table contains predefined conditions that can be selected. The Choosecolumn allows users to apply one or more tests using the predefined variables. The Termcolumn contains the list of predefined variables. The Ratiocolumn contains a list of predefined mathematical operators to compare to the selected variable. Enter the threshold amount in the V aluecolumn. If the term is compared to this amount using the selected ratio and the comparison holds true, then the approval procedure is triggered. The lower table permits selection of one or more saved queries for execution. If the result of the saved query is True , then the approval procedure is triggered. An approval procedure can be contingent upon both multiple predefined variable
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comparisons and multiple saved queries A total for the number of selected conditions displays at the bottom of the window. 11. To save the data, choose Add. 12. To update an Approval Stage, switch the Define Stageswindow to the Findmode and use standard search functions to locate the required stage. 13. Modify the information as required and choose Update, then OK to save the data. More Information Define Approval Stages Window Define Approval Templates Window
Object
Approval Stages - Setup Window
Use this window to define which users may approve specific transactions and how many approvers are required in each case. A specific approval stage can be assigned to one or more approval procedures. To access this window from the SAP Business One Main Menu, choose Procedures Approval Stages . Administration Approval
Approval Stages Setup Window
Stage Name Enter a name for the stage. Define a name that is not too specific so as to allow its use for multiple approval procedures. The stage name is unique. Stage Description Type a short description that explains the stage essence. No. of Approvals Required Set the minimal number of approvals required to complete this stage e.g. in case 2 authorizing users have been defined for this stage, but only 1 is required in order to complete it and move on to the next stage, this stage will be completed even if only 1 of the 2 users will approve it. User Select the authorizing users for this stage. Department Displays the department linked to the user. To select only users from a certain department, select the appropriate department and click Tab in the field User to open a List of Users window; Only users linked to the selected department will be displayed More Information Approval Procedures
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Object
Approval Templates Setup Window
Use approval templates to define the various approval procedures for the company. To access this window from the SAP Business One Main Menu, choose Procedures
General Area
Administration
Approval
Approval Templates
Nam Enter a unique name for the approval template. Description Specify relevant description for the template Active Select to activate the approval template. If an approval procedure is no longer required, deselect this option to deactivate it. Users who are defined as originators in an approval template cannot change this option, and therefore cannot bypass the approval procedure.
Originator Tab
User Select the users to whom the approval template applies. Department To narrow the user selection into specific department, select the required department, and return to the user column. Only users from the selected department can be now selected.
Documents Tab
Documents Select this option to apply the approval template on Sales A/R and/or Purchasing A/P documents. Then select the specific sales and/or purchasing documents. An approval template that is applied on Sales A/R and/or Purchasing A/P documents cannot be applied on Inventory documents. Inventory Select this option to apply the approval template on Inventory related documents. Then, select the specific documents. An approval template that is applied on Inventory documents cannot be applied on Sales A/R and/or Purchasing A/P documents.
Stages Tab
Stage Name Select the stages that the approval template should contain. Stage Description Displays the name of the selected stage. Order buttons The appearance order of the stages in this tab is the order according to which the stages will be activated in the approval procedure. To change the stage order, use the arrow up and arrow down buttons.
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More Information Approval Procedures

Object
Approval Templates - Setup: Terms Tab
Define in this tab the certain term or set of terms that should be fulfilled in order to activate the approval template. To access this tab choose: .
Approval Templates Setup: Terms Tab
Administration
Approval Procedures
Approval Templates
Terms
Always Select to activate the approval template whenever the selected users (in the Originator tab) initiate the selected documents (in the Documents tab). When the following applies Select to define a term or set of terms that only when fulfilled, the approval procedure is activated.
Note
Note
If you defined more than one term, the approval template will be activated only when all the defined terms are fulfilled. Realization of only part of the defined terms will not activate the approval template. End of the note. Choose Select the checkboxes of the terms you want to apply on the approval template. Term Displays the name of the different predefined terms. The terms appear here depends on the selected option in the Documents tab. Ratio Select the relevant ratio for each selected term.
Note
Note
You can not select ratio for a deselected term. End of the note. Value Specify the required value for each selected term. Specify the values for the ratios In Range and Not in Range in the following format: Low amount-high amount.
Example
Example
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For gross profit percentage lower than 20% and higher than 50%, select the ratio Not in Range and in the Value column type: 20-50. End of the example. When the specified values are amounts, specify the required currency as well. If you specify an amount only, the local currency is taken by default. Query Name To define terms based on user queries, (either instead or in addition to the predefined terms) follow the steps below: 1. Define the required queries and save them. 2. Double click on the Query Name column. The Query Manager window appears. 3. Select the requires query, and choose OK. Total Selected Terms Displays the number of the selected terms. It includes both predefined terms and user queries.
Procedure
Adding Approval Templates
Several approval templates or approval procedures can be defined for a document type. For example, approval procedures can be defined with different terms for different originators. An approval procedure can be triggered for the credit limit for some originators of invoices, and an approval procedure for the gross profit and the credit limit for other originators. In addition, a template can be defined so that all purchase orders created by a certain originator that have a value greater than EUR 1,000.00 must be run through the approval procedure. Procedure 1. Choose Administration Approval Procedures Define Approval Templates .
2. Enter a unique name and description for the approval template, see Define Approval Templates Window. 3. Select Active. If you do not select this option, the approval procedure cannot occur. 4. On the Originator tab, enter the user for whom the specified documents trigger an approval procedure. Also enter his or her department. 5. On the Stages tab, enter the required approval stages, or define a new stage. Change the sequence of the stages as necessary. 6. Select whether the approval procedure is always triggered, or only when certain conditions occur. Base the variance on queries if required. 7. To save the template, choose Add. More Information
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Define Approval Templates Window

Procedure
Updating Existing Approval Stages
Procedure 1. Go to Administration Release Procedure Define Approval Stages .
The window is opened in Add mode. If you want to search for an existing approval stage, switch to Search mode. 2. You can then use the familiar search functions to search for an existing approval stage, display it, and change it if necessary. 3. When you change an approval stage, the OK button is replaced with the Update button. 4. Select to confirm and save your changes. More Information Defining Approval Stages
Procedure
Canceling and Restarting Approval Procedures
Approval procedures can be cancelled, and restarted at a later date if required. Procedure 1. To view the approval procedure, choose Status Report Administration Approval Procedures Approval
. The Approval Status Report - Selection Criteria window displays.
2. Select at least one of the document types, then OK to display the report. 3. To cancel an approval procedure, position the cursor on the row of an approval template in the report results and choose Cancel from the Data menu. The creator of the document receives an appropriate message. The transaction can be located later based on this status. 4. To restart a approval procedure, select the transaction from within the report. Click the row with the cancelled approval template in the report results. 5. Choose Data Restore in the menu bar.
The creator of the document receives an appropriate message. The approval procedure is restarted from this point. Other approval stages may be necessary before the transaction is ultimately approved. More Information
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Defining Approval Procedures

Procedure
Updating Existing Approval Templates
Approval templates can be modified, but the stages of an approval template cannot be deleted once documents have been created for that approval procedure. Procedure 1. Choose Administration Approval Procedure Define Approval Templates .
The window is opened in Add mode. To search for an existing approval template, switch to Find mode. 2. Use the search functions to locate an existing approval template, and modify it if necessary. 3. Choose Add to save the changes. More Information Define Approval Templates Window
Procedure
Generating the Approval Status Report
The system differentiates between documents that are pending, already approved, and rejected. When a document is rejected, the document remains in the system as a draft. The draft can either be changed but not deleted. The approval procedure itself can be canceled. Procedure 1. Choose Administration Approval Procedure Status Report Selection Criteria window displays. Approval Status Report . The Approval
2. To filter the report, select the required Document Status for which to filter the report. 3. Enter a selection range for Originator, Authorizer, and/or Template. 4. Choose the Document Types to display in the report. The selection becomes the default for the next report selection. 5. Choose OK to generate the report. All the transactions that meet the criteria selected in the selection window are displayed in a list. The report results initially only display the categories for each document type, such as Sales Orders. 6. Use the Expand and Collapse buttons to expand/collapse all the detailed rows of the report at the same time. 7. To update the approval template for a document, when the detailed documents rows are displayed, click the arrow beside the document in the Template column. The Define Approval Templates window displays, and updates can be made, see Define Approval Templates Window.
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In addition, clicking the row of a specific document displays additional details of the specific approval in the lower section of the window, including the approval stage, authorizer and the decision. If there are documents awaiting your approval, you can approve them from this report by clicking the row of the specific document. In the lower table, in the Answer column select either Approved, Not Approved or leave the status as Undecided. This table is only displayed when the user clicks a line without using the collapse/expand icon. More Information Approval Status Report Selection Criteria Approval Decision Report
Object
Approval Status Report - Selection Criteria
Transactions are assigned status values during a approval procedure, based on their processing progress. Use these status values to display and monitor the various transactions that are currently subject to approval procedures. Document originators can use this report to display the status of the documents they have created. The report displays a list of documents with their approval status and the history of the transaction. To display this window, choose .
Document Status Fields
Administration
Approval Procedures
Approval Status Reports
Pending A transaction is assigned this status when it is waiting for approval. Generated A transaction is assigned this status when the originator of a document has converted the draft document to a regular document after approval. Approved A transaction is assigned this status when it has been approved. The draft document has not yet been converted to a regular document. Generated by Authorizer A transaction is assigned this status when the authorizer of a document has converted the draft document to a regular document after approval. Rejected A transaction is assigned this status when approval for a transaction has been rejected. The draft document cannot be converted to a regular document in this case. The authorizer can grant approval for a rejected transaction by changing the status accordingly. Cancelled An approval procedure can be cancelled and restarted as necessary. If the approval procedure is cancelled, the draft document cannot be converted to a regular document. Originator, Authorizer, Template, Request Date, BP Code, Total (LC) Enter a selection range for these fields to narrow the range of the report. Templates are defined in the Define Approval Templates window. One or more criteria can be specified. The selection becomes the default for the next report.
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Sales A/R, Purchasing A/P, Inventory To limit the report to certain document types, choose the required sales or purchasing documents.
See also:
Defining an Approval Procedure Generating the Approval Status Report

Procedure
Generating the Approval Decision Report
The Answer column is only active for a defined authorizer for that document. In addition, the document status must be Pending , Approved , or Not Approved . Procedure 1. From the SAP Business One Main Menu, choose Approval Decision Report . Administration Approval Procedures
2. To filter the report, choose the required decision statuses, and enter a range for Originator, Authorizer, Template, and/or Request Date. The Request date is the date on which the original document that triggered the approval procedure was created. 3. To start the report, choose OK. The Report R esultswindow shows the documents that correspond to the specified selection criteria. A row is displayed in the report results for each authorizer, assuming the selection criteria were not limited to a single authorizer. Therefore, the same transaction may appear several times in the list, but involve a different authorizer each time. 4. Decide whether or not to approve a transaction directly from the report result window: 1. To approve or reject a document, in the Answer column, select either Approvedor Not Approved from the list. Documents waiting for approval display as Pending . 2. To enter an approval decision for several transactions at the same time, click the required rows, then choose Global Update. In the Global Update window, you can approve or reject all the selected documents and include a remark. The remark is copied to all the documents in the report results. 5. Once all the documents have been processed, to save the data, choose Update. More Information Approval Decision Report, Selection Criteria
Object
Approval Decision Report - Selection Criteria
Authorizers can use this report to display all documents for which an approval decision is pending. The approval can
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be made directly within the results list. When a release is rejected, the document remains in the system as a draft. The draft can either be changed or deleted. The release procedure itself can also be cancelled. To access this window, choose .
Approval Decision Report Selection Criteria Fields
Administration
Approval Procedures
Approval Decision Report
No decision yet, Document Production Approved, Document Production Not Approved Choose the approval status of the documents to display. SAP Business One differentiates between documents that are pending, already approved, and rejected. Originator, Authorizer, Template, Request Date, Enter a selection range for these fields to narrow the range of the report. Templates are defined in the Define Approval Templates window. One or more criteria can be specified. The selection becomes the default for the next report. More Information Generating the Approval Decision Report
Process
Approval Processes
SAP Business One provides internal messages to support the workflow of an approval procedure, informing all involved users of the transaction status at any time. When a document is entered, a message window appears indicating that an approval procedure is required. The originator of the document can add a remark that then appears in the message to the authorizer. The document is initially saved as a draft. When the document (or draft) is displayed, the status of that document appears in the header of the window. The Approvals Status Reportcan also be generated from the Windows menu, as the Approvals Status Reportoption is added to this menu during the document processing. The details of the approval procedure for the document are also displayed. Process 1. When a document is created that is subject to an approval procedure, a message is sent to the users who are required to approve the transaction. The authorizer can approve or reject the transaction from within the Messages/Alerts Overview window. 2. The Messages/Alerts Overviewwindow contains information about the document that is pending approval. The document number and the draft are displayed, along with the approval details. The user can display the various objects by clicking on the corresponding orange arrows. 3. Choosing the orange triangle displays the approval history. This enables the user to see, for example, whether other authorizers are involved in the transaction. The authorizer can approve or reject a transaction in the Answer field, and can also enter a remark. 4. If the transaction is approved, the originator of the document receives an appropriate message. The user can then convert the approved draft to a regular document. This function is also available within the message. The
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user can open the underlying document and then convert it. 5. If the transaction is rejected, the originator of the document receives an appropriate message. The draft document cannot be converted to a regular document in this case. The draft document can be deleted or canceled, but first the approval procedure must be canceled. 6. If an authorizer cancels the approval procedure during an approval stage, the originator of the document receives an appropriate message. In this case, the draft document cannot be converted to a regular document. 7. If an approval step was canceled and the approval procedure was restarted at a later point in time, that is, the approval step is created again, the originator of the document receives an appropriate message. Additional remarks can be added to each message to provide additional information about the approval procedure. 8. The user can execute the next respective work step from within each received message. 9. In addition, two reports are available that enable authorized users to monitor and process all the transactions that are currently subject to an approval procedure in the system. One of these reports is intended primarily for the document originator, the other for the authorizer. More Information Defining Approval Procedures
Function
License
The functions listed under this menu enables you to set the license related parameters. More Information License Administration Add-on Identifier Generator
Procedure
Allocating Licenses
To allow users to access the application, you must allocate them with one of the SAP Business One licensing options (CRM-Sales, CRM-Service, and Professional).
Note
Note
The total number of licenses is shared between all the companies connected to the same license service. Therefore, while you are logged on to a specific company, you may see less available licenses than what you have expected. End of the note. Prerequisites Define users in the system. For more information, see Defining Users.
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Allocating licenses requires Superuser permissions in SAP Business One. Procedure 1. From Administration License , choose License Configuration.
2. Choose the icon and choose Refresh to get the most recent status of available licenses. This will prevent other users from allocating licenses at the same time as you. 3. Make sure all users are logged off from the application. 4. Select a user and choose the appropriate license in the Used column. The Available column is updated accordingly. You can choose the Properties tab to view current license information. Information include: Total number of licenses Number of available licenses Begin and expiry dates Machine name of the license server More Information Getting a License Key (Upgrades) Getting a License Key (New Installations) Importing a New License Key File
Object
License Administration Window
Use this window to manage and allocate licenses to users. License administration includes allocating licenses, viewing license file information, importing a new license file, and modifying the license server. For more information, refer to the License Guide located in the Documentation folder of the installation CD. The Components Tab displays license information from the current license key file.
License Administration Fields
License Server Displays the name of the license server machine to which the company is connected. Displays the port on which the license service runs. We recommend that you do not change the default port 30000. To change the license server, choose Browse and select a machine from the window that opens. The change will take
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effect in the next logon to the company and will affect all companies connected to this server. Import License File Opens the Select License File window, where you browse and select a new license file.
Note
Note
You cannot import a new license file while the DI Server service is running. End of the note. [Insert icon] Prevents users from connecting to the license service. Use this option while allocating licenses to users. Other administrators will still be able to allocate licenses. Refresh Gets the most updated status of your license service.
Allocation Tab Fields
Users Lists all the users defined in the company to which you logged on. Licenses Shows available licensing options as defined in your license key file. Used/Available Show allocation of licenses and the number of licenses currently available for each option.
Note
Note
Any user with Superuser permissions can allocate licenses. Therefore, before allocating licenses, choose Refresh and lock the license service by choosing the [insert icon] icon. This will block other users trying to allocate license at the same time. End of the note. Licenses Lists the available license components. Choose a license component to display additional information for this component: Total number of licenses Available licenses Start date and expiry date
Object
Add-On Identifier Generator Window
Use this window to generate unique identifier strings to your SDK add-ons. During run time, the license service uses these identifier strings to recognize your add-ons before allowing them to connect to the SAP Business One application.
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Each licensing option in the SDK (Development, Installation, and Solution) requires its own identifier. You cannot use the same identifier for the same add-on but in a different license. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
Add-On Identifier Generator Window
Development, Implementation, Solution Depending on the type of SDK license you have, choose the appropriate licensing option. For example, to run your add-on in Development license, choose Development. License Key Name Enter a license key name. This is required only for running add-ons in Solution license. To get your license key name, post a request on the SAP Service Marketplace.
Caution
Caution
The license key name is composed of two parts:

<add-on name>_<database type>.
Enter only the add-on name without the database type. End of the caution. Generate Creates an add-on identifier string. In your add-on code, set the AddonIdentifier property with the generated string.
Procedure
Getting a License Key (New Installations)
Use this procedure to get and activate a license key for new installations. The license key file is required to run SAP Business One permanently. You will be required to get a new license key in the following situations: Hardware key was changed Note that the hardware key may change when the computer host name or domain change (including removing from and adding back to the same domain.) Licenses were expired Additional licenses are required Procedure
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1. Extract the hardware key of your SAP Business One application from
Help
About
2. Post a request for license key in the SAP Service Marketplace and provide the hardware key. 1. From the Internet address service.sap.com\licensekey, choose SAP Solutions for SMB. 2. Choose Request License Key, select your installation number and follow the instructions provided onscreen. For more information, see SAP Notes 578256 and 622998. SAP will generate a license key file and will send it to you via e-mail. 3. Make sure that all users log off from their respective companies. You will not be able to import a new file, while there are users logged on to the application. 4. Import the license key file, using the application License Administration window: 1. Choose Administration License License Configuration .
2. Choose Import License File, then locate and select your file in the window that opens. More Information Getting a License Key (Upgrades)
Procedure
Getting a License Key (Upgrades)
Use this procedure to upgrade your current license key. The license key file is required to run SAP Business One permanently. You will be required to get a new license key in the following situations: Hardware key was changed Note that the hardware key may change when the computer host name or domain change (including removing from and adding back to the same domain.) Licenses were expired Additional licenses are required
Caution
Caution
You will not be able to complete the upgrade process, without a valid license key. End of the caution. Prerequisites
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To begin the upgrade process, you must have the Server Tools application installed. For more information, see the Upgrade Guide on the installation CD. Procedure 1. Run the Service Manager from SAP Business One Server Tools .
2. Select the License Manager service and choose Settings. 3. Enter the name of the License Service Machine and choose Connect. The hardware key appears in the corresponding field. 4. Post a request for license key in the SAP Service Marketplace and provide your hardware key. 5. From the Internet address service.sap.com\licensekey, choose SAP Solutions for SMB. 6. Choose Request License Key, select your installation number and follow the instruction provided on-screen. For more information, see SAP Notes 578256 and 622998. SAP will generate a license key file and will send it to your via e-mail. 7. Make sure that all users log off from their respective companies. You will not be able to import a new file, while there are users logged on to the application. 8. Using the Service Manager, import the license key file. 1. Select the License Manager service and choose Settings. 2. Under Install License File, choose and then locate and select your license key file. 9. Choose Import License File. More Information Getting a License Key (New Installations)
Function
Add-Ons
This menu option lists the functions that enable you to manage the add-on activation and to define add-on preferences in company level and user level. More Information Add-On Manager Add-On Administration
Object
Add-On Manager Window
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Use this window to monitor running add-ons and to manually start or stop an add-on. This window displays add-ons that were specifically assigned to you or to the company to which you have logged on. In the Pending Add-Ons tab, you can view a list of add-ons that are registered for the company, but not yet installed on this client machine. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
Add-On Manager Window
Add-On ID, Partner Name, Add-On Name, Display add-on information. Status Displays the add-on status: Running Disconnected Failed to install Group Displays the add-on assigned group. Your SAP Business One administrator assigns groups in the Add-On Administration window. Manual You can start or stop the add-on manually. Automatic The add-on is stated automatically. You can stop it manually. Mandatory The add-on is mandatory to your SAP Business One application. You cannot start or stop it manually. Stat/Stop Starts or stops the selected add-on. You can start and stop multiple add-ons at the same time. You cannot stop add-ons that are classified as Mandatory. Version Displays add-on version number
Object
Add-On Administration Window
Use this window to deploy and manage add-ons for end-user workstations. To run add-ons with the SAP Business One application, you must register them with the application. Registering addons allows the SAP Business One application to identify the add-on and also lets you set company-wide preferences and user-specific preferences. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
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More Information Company Preferences Tab User Preferences Tab

Object
Add-On Administration: Company Preferences Tab
Use this tab to register and assign add-ons and to set company-wide preferences. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
Company Preferences Tab Fields
Available Add-Ons Displays a list of add-ons available for registration and assignment. Register Add-On Opens the Add-On Registration window that allows you to register add-ons. Remove Add-On Removes the selected add-on from the list. Send Notification to Users Opens a window in which you can create a notification on new add-ons and send it to all the users of the company. Company Assigned Add-Ons Displays a list of add-ons that were assigned to the company that is currently logged on. Use and to assign or un-assign registered addons. Order Displays the add-on position within the event-receiving order. This position determines the order in which company-assigned add-ons receive events from the SAP Business One application. You can modify this order using and . Default Group Defines the way this add-on will be launched when the SAP Business One application launches. Mandatory add-on is necessary to the successful operation of the SAP Business One application. The add-on is started automatically by the application at start-up. If the add-on is terminated for any reason, the application will shut down as well. End users cannot start or stop mandatory add-ons. Automatic add-on is started automatically by the SAP Business One application. End-users can stop and restart automatic addons. Manual add-on is not started automatically. end-users can manually start and stop the add-on at their discretion.
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Force Install Forces the SAP Business One application to install the add-on each time this client logs on to the assigned company. If the add-on is already installed, the application does not reinstall it. Active Temporarily activates or disables the selected add-on. This is used mainly for debugging purposes. A disabled add-on is not available for the assigned company and all its users. More Information User Preferences Tab
Object
Add-On Administration: User Preferences Tab
Use this tab to set the start-up behavior of add-ons for specific users in the company. The settings you define in this tab override the settings in the Company Preferences tab, except for mandatory add-ons.
Note
Note
You cannot set user preferences for add-ons defined as Mandatory in the Company Preferences tab. In the User Preferences tab, mandatory add-ons receive the Default setting. End of the note. For more information, refer to the License Guide located in the Documentation folder of the installation CD.
Add-On Administration: User Preferences Tab
Users Displays a list of defined users in the company. Preferences Defines the add-on start-up behavior specifically for the selected user. Manual add-on is not started automatically. The selected users can manually start and stop the add-on at their discretion. Automatic add-on is started automatically by the SAP Business One application. The selected users can stop and restart automatic addons. Disable add-on is disabled for the selected users. Default preferences for the selected user are as defined in the company preferences.
Function
Alerts Management
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Use the alert function to have the system automatically notify selected users in SAP Business One whenever certain system events occur. There are two types of Alerts, predefined alerts and user-defined. In addition, approval procedures also generate alerts if their conditions are met. Messages triggered by alerts can be sent internally, or externally by e-mail, SMS message, or fax. Alerts are optional and can be modified, deactivated or removed at any time. The following pre-defined Alerts are available for immediate use: Deviation from Credit Limit: Each business partner can have a predefined discount percentage. This Alert is triggered when a quotation or other type of document varies from this Credit Limit. Deviation from Commitment: Alerts when the Commitment limit, as defined by the sum of the credit limit and the cheques received but not cashed yet is breached. Deviation from % of Gross Profit: The conditions for the Profit Percentage in the document can be defined in the Conditions tab of the Alerts Management window. This Alert is triggered when a document has a gross profit less than this value. Deviation from Discount (in %): Each BUSINESS PARTNER can have a predefined discount percentage. This Alert is triggered when the discount for a certain document varies from this discount. Deviation from Budget: Alerts when a new Purchase Order is calculated and a divergence from the budget occurs. Minimum Stock Deviation: Detects when the inventory for an Item falls below the minimum level, which has been defined in the Item Master Record. For the above predefined alerts, the user can decide which documents to check and therefore limit or expand the scope of the alert. Alerts just notify the appropriate parties. They do not stop a document from being posted. The notified user can reply to the alert using the messaging function and this reply like the original alert can be sent internally, or externally via e-mail, SMS message, or fax To display the Alerts, if Saved History has been chosen in the Alerts Management window, choose Window Messages/Alerts Overview. More Information Alerts Management Window Messages/Alerts Overview Window Defining Alerts Services
Procedure
Defining Alert Services
You can define alerts to automatically send an internal or external message, by E-mail or fax, to selected users in the system whenever certain events occur. The settings for the Alert Services are optional and can be changed at any time. Procedure
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1. Choose
Administration
General Settings, Services
2. Select the Inbox check box to display the Inbox when a message arrives. 3. Define the refresh time for the Inbox. The default is 5 minutes. 4. Select the Display Recurring Postings on Execution check box to enable same. 5. Select the Send Alert for Contacts Scheduled for Today check box to enable same. 6. Choose Update and then OK to save the settings. More Information Alerts Management
Object
Alerts Management Window
The Alerts Management window is used to configure User-defined Alerts, and Pre-defined Alerts. After a Pre-defined Alert has been selected, the Conditions and Documents tabs are displayed. In the Conditions tab, the deviation amount is set according to the Alert type. In the Documents tab, the relevant documents are selected, so that the Alert is triggered only for those document types.
Fields in the Alerts Management Window, Find and Add Mode
Name Enter a name for a new User Define Alert, or in Find mode, search for Pre-defined Alert. Because the message generated by the Alert has the same title as the Alert function itself, it may be preferable to modify the name of the Alert to a name in accordance with the company's terminology. Priority Choose Low, Regular or High. Messages sent with High Priority are displayed in red in the recipients inbox with an exclamation mark. Active Click this checkbox to ensure that the Alert will be sent. Query Double-click to open the Open Saved Query window and select the required query. To Choose the User (s) to whom the Alert is sent. Int. Click this checkbox for each user to whom the Internal message is sent. Internal Alerts can be viewed in the Messages / Alerts Overview window if the Saved History checkbox has been clicked. E-mail, SMS Fax Choose some or all of these options per user. Frequency Select how often the Alert should be sent. New time periods can also be defined. Save History
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Click this checkbox so that a log of the Alerts is saved in the Messages/Alerts Overview window.
See also
Alerts Management Adding a User-Defined Alert

Procedure
Adding a User-Defined Alert
Users can define many types of Alerts to their specifications. Prerequisites Users to whom the Alerts are to be sent, must be defined. A Query must be defined before the Alert can be configured. Procedure 1. Choose Add mode. Administration Alerts Management . The window displays in Find mode. Switch to
2. Enter a Name for the Alert. 3. Choose the Priority, either Low, Normal or High. 4. Click the Active checkbox, otherwise no messages are sent for this Alert. 5. Double-click on the Query field. The Open Saved Queries window displays. 6. Choose the required Query by double-clicking on it. 7. Select the recipient(s) of the message from the list of Users. Click the checkboxes to determine how the Alerts are sent to each user, e.g. by SMS. 8. In the Frequency field enter a value for the time interval, i.e., how often the Alert should be sent. If this field is empty, the message will be sent only once. 9. Click the Save History checkbox for the log of Alerts to display in the Messages / Alerts Overview window. If it is left unchecked, each new Alert overwrites the previous one. 10. Choose Add to save the Alert. The Alert is now active and triggers a message to the selected user(s) as soon as the event defined in the specific Query occurs. More Information Alerts Management Window
Procedure
Updating Alerts
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Alerts can be modified, for example to keep the settings of the Alert but activate it for a different Query. Since the message generated by the Alert has the same title as the alert itself, it may be preferable to change the name of a predefined alert to correspond to the company's terminology. Procedure
Updating Alerts
1. To change the details of an alert function, open the relevant alert window and make the necessary changes to the message, the message type, the terms, or the documents. 2. To change the name of an Alert, open the alert window and overwrite the name. Choose Update then OK to save the changes. 3. To change the Query for a user-defined alert, hold down the Ctrl key and double-click on the Query field. The Saved Query window displays. 4. Search for the required query and double-click on it to select it. 5. Choose Update, then OK to save the data. More Information Alerts Management Window
Procedure
Activating a Predefined Alert
It is recommend to set Alerts for deviation from discount percentage for all outgoing sales documents, such as quotation, order, delivery, and invoice. Prerequisites Messages can only be sent externally when the corresponding address details for the user have been defined in the system. Procedure 1. Choose Administration Alert Management . The window displays in Find mode.
2. Choose one of the Predefined Alerts using the standard search method. The window displays with the Conditions and Documents tabs. 3. In the Priority field, choose Low, Normal, or High priority. Messages sent with High priority are displayed in red in the recipients inbox. 4. Click the check box in the Active field, otherwise, no messages are sent for this alert. 5. In the Conditions tab, enter the Profit Percentage. 6. In the Documents tab, select the document types that trigger the alert.
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7. Choose Update, then OKto save the entries. More Information Alerts Management
Procedure
Deactivating an Alert
Procedure 1. To deactivate an alert, choose Administration Alert Management .
2. In the Alert Management window, select the required Alert using Find mode. 3. Uncheck the Active checkbox. 4. Choose Update. The alert function is now inactive. More Information Alerts Management Window
Function
Messages/Alerts Overview Window
The Messages/Alerts Overview window provides an overview of the user's messages and alerts. The information in this window is updated whenever a new message is received, or at regular intervals, according to the settings defined in the Administration module, Alerts Management. The inbox contains all the received messages, the sender, and status of the message. It also contains the objects that belong to a message. These can include a list of materials whose warehouse stocks have fallen below the defined minimum inventory level, or information regarding a document involved in a release procedure. The outbox contains the pending messages or the messages that could not be sent by the system. Messages to external recipients cannot be sent, for example, when the fax server or mail server is down. It also displays the recipients of the message. This tab contains all the messages sent as well as the recipients along with the send date and time for the various methods (e-mail, SMS, or fax) used to send the message. If the message is an email to an internal user, it is possible to view whether or not the user has already viewed the message. To display this window, choose More Information Alerts Management Window
Function
Window
Messages/Alert Overview
Send Message
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In SAP Business One, you can define different messages to be sent as internal messages, emails, SMS messages, and faxes. The messages can be sent to the system users as well as to defined business partners. You can also send messages to any other recipients. You can either send messages to individual recipients or use the distribution list to send messages to groups of recipients. You can also utilize alerts to send messages to selected users each time a specific event occurs. You can predefine such messages. In addition, if you have defined a release procedure for entering purchasing and sales documents, the workflow for an approval procedure also utilizes these messages. If you want to send emails, SMS and fax messages from SAP Business One you must install the necessary communication software . Note that sending by SMS is only available in Israel and Panama. More Information Send Message Window
Procedure
Using the Messages/Alerts Overview
1. To display a message, double-click on the column to the far left in a message row. The system displays the message in a new window. 2. To forward a message, choose the row with the message to select it and then choose the Forward button. The system opens the window for sending a message. The data from the original message is copied to the new message. You can change, delete, or add to the message as necessary. 3. To reply to a message, choose the row with the message to select it and then choose the Reply button. The system opens the window for sending a message. The data, including the sender of the original message, is copied to the reply. You can change, delete, or add to the recipients and data as necessary. 4. To delete a message, choose the row with the message to select it and then choose the Delete button. The message is deleted from your inbox. You can also select several rows and delete them all at once. Procedure
Object
Send Message Window
To send a message, use the address information of a contact employee originally entered in the Business Partner Master Data. You can also send a message to a recipient who is not defined in the system. In this case, enter the address data manually. Once you have selected recipients, you can choose the means for sending a message, such as by fax or email. You can send various messages of different types to the same contact employees by making the necessary selections.
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You can also use the Send command in the File menu to call up the function for sending an e-mail, SMS, or fax message. Alternatively, you can choose one of the corresponding icons in the toolbar. The Send Message window appears, on which you can enter and send a message: To open this window, choose File Send Send Message , or choose one of the email or SMS, fax icons from the toolbar. Note that SMS is only available in Panama and Israel. To The name of the recipient is displayed. Int. (Internal message) Select the check box to send an internal message to an employee in SAP Business One. You can only send internal messages to employees You can send internal message only to users defined in the system. See Define Users. E-Mail Select the check box to send an e-mail message to the recipient. E-Mail Address The email address appears automatically, if you have previously defined the value in the system. You can change it if necessary SMS Select the check box to send an SMS message to the recipient. Phone No. The mobile telephone number appears automatically, if you have previously defined it in the system. You can change the value if necessary. Fax Select the check box to send a fax message to the recipient. Fax No. The Fax number appears automatically, if you have previously defined it in the system. You can change the value if necessary. Text Tab Enter any free text for the message. Data Tab Choose an existing document or a report and send the message selecting a relevant icon on the toolbar. The Data tab becomes enabled in this case. Attachments Tab Attach an Excel or Word document, or an image file to the document. Choose Browse to select the necessary file. Choose Display to display the contents of the attachment. Choose Delete to delete the attachment. Save as Distribution List Choose Save as Distribution List to create a list of recipients to whom you send messages most frequently. Add Recipient Choose Add Recipient to select a recipient from the contact persons list.
See also
Send Message
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Object
Add Recipients
You use the window to select users, contact persons, or distribution lists for whom you want to create and to send different types of messages. The window contains three tab pages: Users displays all SAP Business One users. Contact Persons displays a list of Business Partners and enables you to include Business Partners into the Contact Persons list. Distribution Lists displays predefined lists of permanent recipients.
See also:
Defining and Deleting Recipients

Object
Add Recipients Window: Contact Persons Tab
The window displays the list of customers and vendors that you have defined as your contacts. Use the window to select such contact persons and to include them in the message.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Find Enter a full or a partial name of the contact Business Partner to whom you send the message and press Tab to display the results. Item Displays the position of the Business Partner within his company or enterprise. BP Displays the name of the company or enterprise. Select the check box next to the contact person to include the recipient in the message. Display Default Contact Persons Only Select the check box to display only contact persons defined as default. Clear Table Clears all the entries in the table. BP Displays the Choose BP table where you can enter your search criteria.
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Object
Add Recipients Window: Users Tab
The window displays the list of all the users of SAP Business One. Use this tab to choose one or several recipients in the message.
Users Tab Fields
Find Enter a full or a partial name of the user to whom you send the message and press Tab to display the results. For more information about the search functions see Search Functions in SAP Business One in the online help. User name Select the check box next to the user name to include the user in the message.
Object
Add Recipients Window: Distribution Lists Tab
The window displays distribution lists you have defined for sending messages. Use the window to select recipients to whom you send messages most frequently.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Find Enter a full or a partial name of the distribution list and press Tab to display the results. List Name Select the check box next to the distribution list to include the recipients from the list in the message. More Information Creating a Distribution List Adding Additional Recipients to a Distribution List Using a Distribution List to Send a Message
Procedure
Adding Additional Recipients to a Distribution List
Procedure 1. Choose Administration Send Message .
2. Call up the distribution list and copy the members of the distribution to the window for editing the message. 3. Now add the additional recipients to the list.
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These can be system users, contact employees at your business partners, or other users. You can also call up other distribution lists and add their members. 4. When you have entered all new recipients, choose OK. The system then returns to the Send Message window. The list of recipients now contains both the members of the original distribution list and the added recipients. 5. Now choose Save as Distribution List. The window with the list of distribution list names appears. 6. Instead of entering a new name, choose the distribution list that you want to supplement to select it. The name of the distribution list appears in the List Name field. 7. Choose Save. 8. When the confirmation prompt appears, confirm that you want to replace the selected distribution list. The system saves the changed distribution list.
Procedure
Creating a Distribution List
2. Select the recipients who you want to add to the distribution list.
Note
Note
You do not have to enter or send a message to create a distribution list. Once you have created the distribution list, you can exit the message editing window without sending a message. End of the note. 3. Choose Save as Distribution List . 4. The system opens a window with the distribution lists. 5. Enter a name for the distribution list in the List Name field. Distribution lists that are already defined in the system appear in the lower section of the screen. 6. Choose Save. The names of the recipients and all their address details are saved in the distribution list.
Procedure
Defining / Deleting Recipients
Procedure
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1. To define any other recipients for a message, choose Add Row (from the menu bar).
Administration
Send Message
Data
The system activates a row in the recipient table for entry. 2. Enter the name of the recipient in the To column. Set the flag for the appropriate message type, depending on which method(s) you want to use to send the message. Enter the corresponding e-mail address, mobile phone number, and/or fax number. 3. To delete a recipient from the recipient list in the message, select the recipients line in the Send Message window and then choose
Procedure
Data
Delete Row
from the menu bar.
Using the Distribution List to Send a Message
Alternatively, you can use the Send command in the File menu to call up the function for sending an e-mail, SMS, or fax message. Or choose one of the corresponding icons in the toolbar. The Send Message window appears, in which you can now enter and send a message. 2. Choose Send Message Add Recipient .
3. Select the Distribution List tab. All the distribution lists defined in the system appear in the tab. The following options are available to select distribution lists for the message: 1. Select a distribution list by selecting the flag in the column to the right of that list. 2. To select all the distribution lists as recipients of the message, choose the title of the column containing the flags. 3. To deselect one or more distribution lists, choose the flag again. 4. To deselect all the distribution lists, choose the title of the column containing the flags again. 4. When you have selected all the required distribution lists, choose OK. The system then returns to the window for editing the message. All the members of the distribution list(s) are added to the table of recipients for the message. 5. To delete a distribution list, choose Save as Distribution List in the window for editing a message. 6. Select the distribution list that you want to delete and then select Remove. When the confirmation prompt appears, choose OK to confirm the deletion.
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The distribution list is deleted.

Procedure
Sending Data or Documents from Within the System
Documents, for example the results of a report, or any other data such as the content of a processing window can be sent internally as a message. These messages can be sent by email or fax, as the data volume involved exceeds the supported length of an SMS message. When internal messages are sent to a system user, the user receives these messages in the overview of messages and alerts. An internal message can be sent in the following cases: An internal message is entered manually by another user. The system sends an automatic message due to a defined alert function. The system sends an automatic message for steering a document release workflow based on a defined aproval procedure. Procedure 1. Open the required document. 2. Choose the File Send from the menu bar to call to send an email, SMS, or fax message, or choose one of the corresponding icons in the toolbar. The query window displays. If you choose Yes, the document is copied to the email in accordance with the default template defined for the user. If you choose No, the operation is cancelled. The system opens the Send Message window. The contact employee at the customer who is defined in the document is automatically inserted as the document recipient, including all address details. If no email address has been specified for the contact employee in the customer master record, the system uses the customers name and general email address as the recipient. If this email address is not defined in the SAP Business One, the system proposes the user who is entering the message as the recipient. 3. Add any other necessary recipients to the message. 4. Add any necessary texts or other attachments to the message. 5. Choose Send to send the message. The message contains the following information: - Data: If the message was entered from within a document, a brief summary of the data from that document appears here. You can also navigate directly to the document. - Attachments: The corresponding document is added to the message in accordance with the default template of the user who entered the message. This tab contains the path under which the system has saved the document. The document is saved in JPEG format. 6. Select the document and choose the Display button to display the document.
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The document is opened in the Microsoft Photo Editor. You can edit the document here if necessary. You can also delete the attachment, if necessary. To do this, choose the attachment to select it and then choose Delete. More Information Send Message Window
Procedure
Entering an Out of Office Message
Procedure 1. In the Message/Alert Overview window, choose the Out of Officebutton. The system opens a window in which you can set the flag indicating that you are out of the office. Indicate whether incoming messages should be forwarded to your external e-mail address, mobile phone as an SMS message, and/or by fax. These address details must be defined in the Define User window. 2. Upon return to the office, uncheck the I'm not in the office checkbox. Incoming messages are then no longer forwarded to the selected addresses. The selection for forwarding incoming messages is saved so that the next time the Out of Office function is used, the previous selection displays automatically. More Information Messages/Alerts Overview Window
Object
Out of Office Window
This window is opened from the
Messages/Alert Overview window
Out of Office button
Use the window to select the out of the office option and to forward incoming messages to: Email address SMS Fax
Component
Financials
This module: Includes all functions and reports required for the accounting and financial operations of the company
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Includes all tax-related reports according to the regulations in each country Enables you to document all financial and accounting-related transactions More Information Chart of Accounts Edit Chart of Accounts Account Code Generator Journal Entry Journal Vouchers Posting Templates Recurring Posting Reverse Transactions Exchange Rate Differences Conversion Differences 1099 Editing (USA) Financial Report Templates Budget Cost Accounting Revaluation Financial Reports
Function
Chart of Accounts
The chart of accounts is an index of all general ledger (G/L) accounts used by one or more companies. Each G/L account has a code, a description, and information that determines its functions. To access the chart of accounts, from the SAP Business One Main Menu, choose Accounts . Recommendation Financials Chart of
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following
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training: Accounts
Financials .
Prepare for Financials
Start Using Financials
Navigate the Chart of
More Information Creating New G/L Accounts Chart of Accounts Window G/L Accounts Details
Procedure
Creating New G/L Accounts
Procedure 1. From the SAP Business One Main Menu, choose The Chart of Accounts window appears in Add mode. 2. Choose the drawer to which you want to add the new account. 3. Enter a unique code in the G/L Account field, and then specify all other relevant details. 4. Choose Add. Result The new account is: Added to the selected drawer Located at the end of the drawer Created by default as an active account at level two You can change any details/parameters in the Edit Chart of Accounts window, as long as no transactions have been posted. More Information Chart of Accounts
Procedure
Financials
Chart of Accounts
Assigning Distribution Rules to G/L Accounts
Use this procedure to assign distribution rules to G/L accounts of type Expenditure or Sales.
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Note
Note
You cannot assign distribution rules to G/L accounts of type Other. End of the note. Prerequisites You have defined the required profit centers in . You have defined the required distribution rules in Distribution Rules . Financials Chart of Accounts , and Financials Cost Accounting Financials Cost Accounting Profit Centers
You have defined the required G/L Accounts in specified them as Expenditure or Sales. Procedure 1. From the SAP Business One Main Menu, choose
Financials
Chart of Accounts
2. Select the G/L Account to which you want to assign a distribution rule. 3. In the G/L Account Properties section, select Distribution Rule. A drop-down menu appears. 4. Select the required distribution rule, or specify a new one. 5. To save your choice, choose Update. Result Every transaction involving the G/L account to which the distribution rule was assigned is recorded automatically in the appropriate profit center(s), according to the ratio defined in the distribution rule.
Note
Note
The distribution rule assigned to G/L accounts according to this procedure functions as the default distribution rule when you post different transactions in SAP Business One. You might have transactions or documents in which you may be required to assign a different distribution rule to a specific G/L account. In such cases, the default distribution rule can be changed in most forms in the application. For the complete list, click here. End of the note. More Information One time update of distribution rules
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Procedure
Linking Transaction Code to G/L Accounts: France
Use this procedure to link a default transaction code to a G/L account. This can be useful for: Using transaction codes as selection criteria in reports Assigning a specific transaction code to G/L accounts that represent bank accounts
Note
Note
If you intend to generate a Journal Centralisateur report, you must define a default transaction code for the bank account. End of the note. Prerequisites You have defined the bank accounts to which you want to link the default transaction code (see Administration Setup Banking Banks ).
You have linked the relevant G/L account from the chart of accounts to each bank account (see Administration
Note
Setup
Banking
House Bank Accounts
).
Note
To achieve accurate results in the Journal Centralisateur report, we recommend that you link a different G/L account to each bank account. End of the note. Recommended: You have defined the required transaction codes (see Financials Procedure 1. From the SAP Business One Main Menu, choose Financials Chart of Accounts the G/L account linked to the bank account to which you want to set the transaction code. 2. To open the G/L Account Details window, choose Account Details. 3. Select the Transaction Code checkbox and choose the required transaction code from the drop-down box. To create a new transaction code, choose Define New. 4. Choose Update. Result and select Transaction Codes ). Administration Setup
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The selected transaction code is assigned by default to each transaction posted to the bank account. A transaction can be either a manual journal entry or a journal entry created by SAP Business One documents such as incoming or outgoing payments.
Note
Note
You can change the transaction code in the journal entry even after the journal entry is added. End of the note.
Note
Note
You can change the transaction code linked to a G/L account at any time although it is not recommended to do so after transactions have been posted to the account, since that would affect the results of the Journal Centralisateur report. End of the note. More Information Chart of Accounts
Object
Chart of Accounts Window
Use this window to define a chart of accounts. To open the window, choose
Chart of Accounts Window
Financials
Chart of Accounts
Title, Active Account Account categories. You can select the desired classification after you define the account / title code. Classifying an account as a title is conditional on the account having child accounts that can be summarized. If you classify an account as an active account, you must associate it to one of the groups in order for it to be totaled. G/L Account Enter an alphanumeric code of up to fifteen characters (letters, numbers or a combination of both) for the account. Name Specify an account name of up to 100 characters. External Code Define an additional code for sorting purposes. The additional code is informational only and allows you to refine queries (customized reports). Currency
The account currency is the currency in which all journal entries for that account are recorded. By default, the currency is defined as All Currencies.
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In an all currencies account, transactions can be executed in a foreign currency without the accounts foreign currency balance having any significance. Therefore, the account can accept journal entries in different currencies.
Example
Example
A foreign sales account can be used for every sale abroad, even though the sales are in different currencies. Accounts are then settled with these customers in their account currency (an American customer buys in US dollars). However, the revenue account accumulates revenue from all the various currencies. Since this account is not a debit/credit account, its updated foreign currency balance is not relevant, and you refer only to its LC (local currency) balance. End of the example. If you work with a number of countries but use only one revenue account, define this account as All Currencies. If the account currency is defined as a foreign currency, all postings in this account are recorded in both the local currency (as required by law) and in the defined foreign currency. If you define a foreign currency account and record transactions for it, you cannot later change the account currency or perform transactions in any currency other than the defined account currency. Accounts defined as foreign currency accounts are usually foreign bank accounts, and so on. A foreign currency account has two balances: a local currency balance and the account currency balance. Confidential Defines certain accounts as confidential, preventing unauthorized users (according to defined permissions) from using them or viewing their activities in the system. Level Define the level of the account. Level 1 is the drawer level, so you cannot define an account or a title as Level 1. Levels 2 to 4 are for either titles or accounts. Only an active account can be defined in Level 5. Balance The account balance displayed in the currency defined for the account, after various journal entries have been recorded.
Note
Note
End of the note. If the account is defined in a foreign currency, select LC from the field drop-down list to display the balance in local currency. Account Type Appears only in the last five drawers, which contain the consequential accounts. Use this list to define an account as a revenue or expense account. Control Account Defines this account as a control account.
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In the business partner master data, you can select this account as a reconciliation account. This checkbox appears in the first three drawers. Cash Account This checkbox appears in the first three drawers that include the balance sheet accounts, and defines an account as a monetary account. Cash flow statements refer only to monetary accounts. SAP Business One defines the following as monetary accounts: cash funds and bank accounts (current and short-term deposits).
Note
Note
End of the note. An account cannot be defined as indexed and monetary at the same time. Therefore, selecting the Indexed Account option automatically clears the Monetary Account option and vice versa. Indexed Defines an account as indexed. SAP Business One: Revalues only indexed accounts when performing valuations of financial statements to an index Defines every consequential account as indexed, by default Reval. (Currency) Select this box for companies whose defined currency is not the local currency. Selecting this box enables you to: Generate a conversion differences report for the account. Produce an automatic differences reconciliation to adjust the balance of the account in the system currency to the balance in the account currency. Distribution Rule Links an account to a distribution rule. Appears only in accounts located in Revenues, Expenses and Financing. Account Details Opens the G/L Account Details window in which you can define and add more information pertaining to the account.
Country-Specific Fields: Mexico & Chile
Reval. by Index G/L account is subject to G/L accounts revaluation. Post G/L Reval. Differences to Account This field appears only after the option Reval. by Index is selected. Enter a G/L account, in which the revaluation differences transaction will be recorded.
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Tax Exempt The Tax report considers the transactions pertaining to this account as tax-exempt. Advance Payment Includes the transactions related to this account in the Advances on Corporate Income Tax on Sales Report. More Information Chart of Accounts G/L Account Details
Object
G/L Account Details
Use this window to display data from a specific account according to your selection criteria. To open the window, choose choose Account Details.
G/L Account Details
Financials
Chart of Accounts
. Then select the required account and
G/L Account, Account Name Read-only account code and name, as defined in the Chart of Accounts window. Foreign Name Name that appears in several reports (on screen and in printed reports) when Display Foreign Names is selected in the selection criteria window of the report. Code for Exporting Additional code for the account, used only when exporting transactions from SAP Business One to another software. Project Specify whether to relate the account to one of the projects defined in SAP Business One. Details Specify additional details regarding the account. Default Tax Posting Account Field in GUI, but not in IO.(Spelling mistake in GUI) Default Tax Code Field in GUI, but not in IO. Active Enables you to determine an active date range for the account: From...To... Specify the date range. Remarks Specify a relevant comment.
Note
Note
If a user tries to add a journal entry, for example, on a date that exceeds the defined range, the remark appears
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in an error message. End of the note. On Hold Enables you to deactivate an account for a determined period of time. From...To... Specify the date range during which the account cannot be used. Remarks Specify a relevant comment.
Note
Note
If you try to add a journal entry on a date within the defined range, the remark appears in an error message. End of the note. Relevant to Budget Enables you to define budgets for the account.
Note
Note Administration System Initialization General
Only available if Budget Initialization is selected in Settings Budget .
End of the note. Exchange Rate Differences Includes the account in the automatic creation of exchange rate differences transactions. Rate Conversion Includes the account in the automatic creation of rate conversion transactions.
Country-Specific Fields: Europe
Default VAT Group Specify a default VAT group for the account. The chosen group is applied automatically, and appears when you create a manual journal entry or service document for the selected account. Permit other VAT Group Enables you to change the default VAT group defined for the account, when creating manual journal entries or service documents.
Country-Specific Fields: France
Transaction Code
Links a default transaction code to the G/L account. The transaction code you specify is automatically linked to every transaction posted to the account both manual journal entries and transactions created as a result of incoming payments and other documents.
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Example
Example
If you set a transaction code to an account that represents one of your bank accounts, you can later generate a report that lists all transactions posted to the account. End of the example.
Category Supports the creation of the Cash Flow report: In the first field, choose between: Balance Sheet Accounts from the Assets, Liabilities and Equity drawers are related by default to the Balance Sheet category. Profit and Loss Accounts located in the other drawers are linked to the Profit and Loss category. In the second field, choose between predefined subcategories, depending on the category selected in the first field (29 for balance sheet and 15 for profit and loss). Link the required category and subcategory to each account included in the cash flow report.
Note
Note
You can define new subcategories if required. You cannot delete or modify subcategories provided by SAP Business One. You can change the category and subcategory defined for G/L accounts at any time. End of the note. More Information Chart of Accounts
Object
Balance Sheet Categories - Setup: Canada & USA
Use this window to define new categories that can be linked to balance sheet accounts included in the Cash Flow report. SAP Business One offers predefined categories, which you cannot modify or delete. To open the window, choose Financials Chart of Accounts Account Details Category field, choose Balance Sheet, and then in the appurtenant field, choose Define New. More Information . In the
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G/L Account Details

Procedure
Defining Profit and Loss Categories
SAP Business One offers predefined categories that can be linked to profit and loss accounts included in the Cash Flow report. Since these cannot be modified or deleted, use this procedure to define new categories. Procedure 1. From the SAP Business One Main Menu, choose 2. Choose Account Details. 3. In the Category field, choose Profit and Loss. 4. In the appurtenant field, choose Define New. 5. Enter a description of the category and choose Update. More Information G/L Account Details Cash Flow
Procedure
Financials
Chart of Accounts
Deleting G/L Accounts
Prerequisites No transactions have been posted to the account, including the opening balance. The account is not: Defined as a control account Included in G/L Account Determination Procedure 1. From the SAP Business One Main Menu, choose Financials Edit Chart of Accounts .
The Edit Chart of Accounts Selection Criteria window appears. 2. Select the required drawers and choose OK. 3. Select the account you want to delete. 4. In the Data menu on the menu bar, choose Advanced Delete Account .
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More Information Chart of Accounts

Procedure
Moving Accounts Within the Chart of Accounts
Procedure 1. From the SAP Business One Main Menu, choose 2. Do one of the following, and choose OK. To change the location of accounts within a drawer, select the relevant drawer. To move accounts between drawers, select the relevant drawers. The Edit Chart of Accounts window appears, listing the accounts included in the selected drawer(s). 3. Select the account you want to move. The G/L Account Location section displays the current location parameters.
Note
Financials
Note
To find an account, press CTRL+F, enter its code and/or name in the Find Account window, and choose OK. End of the note. 4. In the Drawer, Parent Article, and Loc. in Drawer fields, specify the target location of the account.
Note
Note
The options in the G/L Account Location fields depend on the selections made in the Edit Chart of Accounts Selection Criteria window. End of the note. 5. Choose Update to move the account.
Note
Note
Moving a parent account also moves its sublevel accounts. End of the note. More Information Edit Chart of Accounts
Procedure
Displaying Business Partner Codes in the G/L Account Balance
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You can display the business partner code in the G/L account balance. Procedure 1. From the SAP Business One Main Menu, choose 2. Choose an account and click the arrow next to Balance. The Account Balance XXX window appears, where XXX stands for the account title. 3. Choose
Function Form Settings
Financials
Chart of Accounts
(Form Settings) and select the Visible option for the BP/Account Code column.
Account Code Generator
Use this function to create: An unlimited number of active accounts from a combination of different segments A specific G/L account in several different account groups (for example, departments), simultaneously More Information Account Code Generator Window Account Code List Window
Object
Account Code Generator Window
Use this window to create an unlimited number of active accounts from a combination of different segments. To open the window, choose
Account Code Generator Window
Financials
G/L Account Details For all G/L accounts to be created, define the following: Natural Account Number of characters is limited to the value of the Size field in the Account Segmentation Setup window for the first segment: Natural Account Account Name String you enter here, plus a suffix from the short name of every segment Currency Specify the appropriate currency Level Specify the level in the chart of accounts G\L Account Location
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Drawer: Specify the chart of accounts drawer to which to add the G/L accounts. Parent Article: If you create G/L accounts in Levels 3 to 5, you can set the appropriate title in the drawer to which the accounts are added. The drop-down box displays titles from one level below the value you set in Level of G\L Account Details.
Example
Example
When you select 3 in the Level field, the Parent Article field displays titles from Level 2 of the selected drawer. End of the example. G\L Account Properties The fields from the Chart of Accounts window appear according to the selected drawer. Division, Region, Department Choose the button for each segment to open the Segment Code Selection Criteria window, where you select the required codes from each segment to be included.
Note
Note
You must use all the segments defined in SAP Business One when you create new G/L accounts. End of the note. More Information Account Code Generator Chart of Accounts Window Segment Code - Selection Criteria window
Object
Segment Codes - Selection Criteria
Use this window to specify selection criteria for the Segment Codes. To open the window, choose Financials the Division, Region, or Department options.
Selection Criteria
. Choose the ... button next to
Choose Includes the accounts defined under this segment in your selection criteria. Code These columns display identifying details regarding the segments defined in SAP Business One. More Information
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Object
Account Code List Window
This window displays accounts that you can create in the chart of accounts, according to the parameters you set in the Account Code Generator Window.
Account Code List Window
Add Select the accounts you would like to create. G/L Account Code that will be assigned for each new account. Name Combination of the specified account name and the short name for the selected segment codes. Change the name if required. Currency Currency code. You can change the currency if required. Parent Article Drawer in the chart of accounts. All the accounts will be created according to the level set in the Account Code Generator window, under the selected title. Add Adds the selected accounts to the chart of accounts. More Information Account Code Generator
Function
Journal Entry
Use this function to manually create journal entries for accounts and business partners.
Note
Note
Manual entries are recorded directly in the database and cannot be deleted. To cancel a journal entry, create a correction journal entry (storno). End of the note. You can view and create journal entries in expanded or reduced editing mode.
Recommendation
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following
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training:
Financials
General Ledger
Post a Journal Entry
Post a Journal Entry
More Information Journal Entry Window

Procedure
Creating Journal Entries Manually
Caution
Caution
You cannot delete a journal entry after it has been added manually to the database. End of the caution. Procedure 1. From the SAP Business One Main Menu, choose The Journal Entry window opens in Add mode. 2. In the header fields, enter the relevant transaction information, such as reference number, dates, and so on. 3. In the table area, enter accounting information, including amounts and additional details, using a separate row per G/L account or business partner. 4. After inserting all the rows, ensure that the debit and credit total amounts are balanced, in local currency, foreign currency and system currency.
Note
Financials
Journal Entry
Note Settings Document
To enable creating unbalanced transactions in foreign currency, choose Form General End of the note. 5. Choose Add. Result The transaction is recorded in the database and affects financial and accounting reports.
Recommendation
, and select Allow Unbalanced Transaction in FC.
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials General Ledger Post a Journal Entry Post to a Different Posting
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Period / Post to a Business Partner
More Information Journal Entry

Procedure
Creating Journal Entries Based on Posting Templates
You can manually create journal entries by using previously defined posting templates. Procedure 1. From the SAP Business One Main Menu, choose The Journal Entry window appears. 2. In the Template Type field, select the required category: Percentage to use a template defined in Recurring Posting to use a template defined in Financials Financials Posting Templates Recurring Postings Financials Journal Entry .
3. In the Template field, press TAB to open a list of available templates of the selected template type.
Note
Note
Choosing the Recurring Posting template type displays a list of instances of the recurring posting templates. End of the note. 4. Select the required posting template or instance: Selecting Posting Template displays the G/L accounts and/or business partner codes in the table area, together with the respective percentages representing the amounts of debit and credit. Selecting a Recurring Posting instance displays the complete journal entry in the window, including all G/L accounts, and/or business partners and amounts. You can change the amounts, as necessary. 5. If you selected Posting Template, enter the relevant amount in one of the rows and press TAB. The amounts in the remaining rows are updated accordingly. 6. Enter any other details that might be required, such as reference numbers, and check the dates. 7. Choose Add. More Information
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Journal Entry Posting Templates

Procedure
Changing the BP Control Account in Journal Entries
Whenever a journal entry is posted to a business partner, it is also automatically posted to a control account defined for the business partner. This enables SAP Business One to reflect in the accounting system and the financial reports all business activities carried on with business partners. The control account to which a journal entry is posted is defaulted, but can be changed. To achieve more detailed reports, you can change the control account. This procedure: Explains how to change the control account for a business partner when you create manual journal entries Is also relevant for the journal entries that are first recorded as journal vouchers Prerequisites You have defined all accounts you want used as control accounts for a specific business partner (see Partners Business Partner Master Data Accounting ). General Control Accounts Business
Control Accounts Accounts Payable/Receivable Procedure 1. From the SAP Business One Main Menu, choose The Journal Entry window appears. 2. Open the Journal Entry Form Settings window.
Financials
Journal Entry
3. On the Table Format tab, select the options Visible and Active for the Control Acct column, and choose OK. The Control Acct column appears in the table area of the Journal Entry window. 4. Create the journal entry. Notice that once you choose a G/L account or business partner code, the defaulted control account is recorded in the Control Acct column. Move to the Control Acct column in the business partner row and delete the control account you want to replace. 5. To view the available control accounts, press TAB and choose the required account.
Note
Note
It is not possible to change the control account in the G/L account row. End of the note.
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6. Choose Add. Result The system posts the journal entry to the selected control account. More Information Journal Entry
Procedure
Canceling Journal Entries
You cannot delete journal entries from the database, but you can create a reversal journal entry that voids the original transaction. Use this procedure to cancel manual journal entries.
Note
Note
You can reverse journal entries created by documents by creating the opposite document or a manual journal entry that reflects the reversal. End of the note. Prerequisites The transaction is a manual journal entry of type JE (displayed in the Origin field of the Journal Entry window). Procedure 1. From the SAP Business One Main Menu, choose 2. Display the journal entry you want to cancel. 3. From the menu bar, choose Data Cancel . Financials Journal Entry.
The following message appears: Create reversal for this transaction? 4. To continue, choose Yes.
Note
Note
If the selected journal entry has been reconciled, a notification appears and you can decide whether to continue or not. The Journal Entry window displays the reversed transaction. The dates of the new transaction are the same as in the original transaction. If required, you can change the dates. End of the note.
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Note
Note
The reversed transaction format is determined by the selection made in the Company Details. If Use Negative Amount for Reverse Transaction is selected, the amounts in the reversed transaction appear on the same sides as in the original transaction, but with a minus sign. If the option is not selected, the same amounts appear on opposite sides. End of the note. 5. Choose Add. Result The reversed transaction is added to the database. SAP Business One automatically adds the text (Reversal) original trans. no. to the transaction details for reporting purposes.
Object
Journal Entry Window
Use this window to display journal entries. The fields in the General area are relevant for the entire journal entry, while the fields in the Expanded Editing Mode section reflect the data relevant to the selected row in the journal entry. To open the window, choose
Note
Financials
Journal Entry
Note
General Area
Series Displays the default numbering series of the journal entries. Choose another series if required. Number Entry number allocated by the system according to the selected numbering series. Due Date, Posting Date, Doc. Date By default, the posting date is the current date. Change it if necessary. The due date is the date on which the entry takes place. The document date is the journal entry date for tax reporting purposes. Ref. 1, Ref. 2 Specify relevant references for the journal entry, or leave these fields blank. Trans. Code Select a transaction sort code from a previously defined list of codes to help you find a particular transaction. Choosing a code automatically inserts the code description as the default setting in the Details field. Remarks Enter any relevant information regarding the journal entry. Origin, Origin No., Trans. No.
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The Origin field displays the abbreviated name of the original journal. If the journal entry was created when you added an A/R invoice, the abbreviation IN is displayed. The Origin No. field displays the number of the document that was generated by the transaction. Choose to display the document that generated the transaction. The Trans. No. field displays the automatically assigned number of the journal entry. Template Type, Template You can record transactions according to one of the defined posting templates. Choose Template Type (percentage or recurring) and in the Template Code field, select the appropriate template code. Indicator Select the relevant indicator code from a list of previously defined codes to help you find a particular transaction. Project You can link a transaction to a previously defined project in order to use the project as a selection criteria in reports. Use the icon to link the transaction to a project in the list of projects defined for the company. Fixed Exchange Rate If you create a journal entry with an exchange rate different than the one defined in the Exchange Rate and Indexes table, select this check box and specify the exchange rate used for that specific journal entry. This information is essential if you revaluate reports. When setting the parameters for revaluation, and choosing the option to refer to the rates defined in journal entries, SAP Business One performs the revaluation according to the exchange rate you specify in this field.
Caution
Caution
If you create a journal entry with a different exchange rate, and you do not select this option, the revaluation results for this kind of journal entry might be inaccurate, since SAP Business One considers the exchange rate defined in the Exchange Rate and Indexes table, and not the actual rate used in the journal entry. End of the caution. Reverse Enables you to create a reversal transaction for the current journal entry and define the date on which the reversal transaction should be created. Adj. Trans.(Period 13) Enables you to mark the closing entries. If required, you can exclude closing entries when generating a report. Autom. VAT If this option is selected, once you create a row in the journal entry for a G/L account for which a default VAT group was defined, SAP Business One automatically creates a row for the VAT transaction. The check box is not editable once the journal entry is added. Display in FC, Display in SC By default, journal entry amounts are displayed in local currency. Select these options to display the amounts in foreign and/or system currency. Clear Template
Disconnects a journal entry based on a specific posting template, from that template.
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A message asking whether to clear the table appears. To have all rows of the journal entry deleted, choose Yes. To keep the journal entry rows while clearing the Template Type and Template fields, choose No.
Expanded Editing Mode
G/L Acc./BP Code, G/L Acc./BP Name Selecting the G/L Account/BP Code in the table, automatically inserts the G/L account/business partner name. Ref. 1 Displays the document number for all the rows in the journal entry, if the entry resulted from a document such as an A/R Invoice, Incoming Payment, and so on. Displays for all the rows, the data specified by the user in the header field Ref. 1, if the journal entry was created manually. Ref. 2 Displays different information, depending on the document through which the journal entry was created: Displays the customer/vendor reference number assigned to the document, if the journal entry resulted from an A/R Invoice, Incoming Payment, and so on. Displays the number of the base document, if the journal entry resulted from a reversing document (A/R Credit Memo based on A/R Invoice). Displays the data specified in the document header Ref. 2 field, if the journal entry resulted from an inventory transaction document, such as Goods Receipt. Displays the data specified in the Ref. 2 field of the Opening Balance or Period-End Closing Balance window, if the journal entry was created through one of these windows. Displays data specified by the user, if the journal entry was created manually. Ref. 3 The information displayed here depends on the document through which the journal entry was created: A/R and A/P Invoice, A/R and A/P Credit Memo, A/R and A/P Down Payment Invoice, A/R and A/P Reserve Invoice: Business partner row: sequential installment number Withholding tax row: sequential number of the last installment Incoming and Outgoing Payments: Business partner row: document number Check payment: check number Credit card payment: credit card voucher number Bank transfer payment: reference number specified by the user In the case of a cash payment, nothing is displayed. When canceling an incoming or outgoing payment, the document number of the cancelled document is displayed.
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When creating an incoming or outgoing payment on account (not based on selected transactions) the document number is displayed in the Ref. 3 field in the tax line. When creating an incoming or outgoing payment to account, the document number is displayed in the Ref. 3 field of the account rows. Deposits: Check deposit: check number Credit card voucher deposit: credit card voucher number Cash deposit: deposit number Offset Account Automatically specifies the offset account of the posting. You can specify any account from those that were posted in this document. The offset account is then displayed in accounting reports. Debit (FC), Credit (FC), Debit, Credit, Debit (SC), Credit (SC) Display the credit or debit amount of every row in the transaction currency, foreign currency, and system currency. Due Date, Posting Date, Doc. Date By default, the posting date is the current date. Change it if necessary. The due date is the date on which the entry takes place. The document date is the journal entry date for tax reporting purposes. Project Enter the project to which the line refers. Tax Group Tax group connected to the G/L account or business partner that appears in the selected row. Distr. Rule The pricing code defined for the account in the chart of accounts. You can change the pricing code for the entire transaction using the Preferences Journal Entries window (on the Table subtab of the Document tab). Use the expanded editing mode to change the pricing code for a specific line in the transaction. Remarks Specify row details. The default entry consists of details for the entire transaction.
Table Fields
G/L Acc./BP Code, G/L Acc./BP Name Business partners and/or accounts involved in the transaction. Due Date Due date of each line in the transaction. Tax Amount Gross Value
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Note
Note
The above-mentioned fields appear in the table section by default. Use the Form Settings window to add more columns to the table. End of the note.
Recommendation
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Calculation Financials . General Ledger Post a Journal Entry Post with Automatic Tax
EU Report Includes the journal entry in the EU Sales report.

Caution
Caution
Once this journal entry is reported, and the report is approved, the status of this checkbox cannot be changed. End of the caution.
Note
Note
A journal entry that includes more than one or no business partner, cannot be specified as relevant to the EU Sales report. End of the note. Tax Group
Stamp Tax Enables creating a manual journal entry that involves the stamp tax. As such, when you choose a tax code for the journal entry: Only the stamp tax group is displayed in the drop-down list The VAT groups cannot be chosen
Tax Refund
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Indicates whether the tax pertaining to the journal entry was refunded or not. Once you generate the Tax report, this field is automatically updated from No to Yes in all the report transactions. You can change the value in this field at any time.
349/EU Report Includes the journal entry in the 349 report and/or the EU Sales report.
Caution
Caution
Once this journal entry is reported, and the report is approved, the status of this checkbox cannot be changed. End of the caution.
Note
Note
A journal entry that includes more than one or no business partner, cannot be specified as relevant to the EU Sales report and/or the 349 report. End of the note. 347 Report Includes this journal entry in the 347 report.
Caution
Caution
Once this journal entry is reported and the report is approved, the status of this checkbox cannot be changed. End of the caution.
Note
Note
A journal entry that includes more than one or no business partner, cannot be specified as relevant to the 347 report. End of the note.
Country-Specific Fields: Canada, Chile, Mexico, & USA
Tax Posting Account Tax Code Tax Jurisdiction Code
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Folio Number The Folio number assigned to the document that initiated the journal entry. This field is disabled and is updated automatically after you print the document. Remains empty for journal entries that result from cancellation of documents with Folio numbers, and for manual journal entries.
Country-Specific Fields: Czech Republic, Hungary, Poland, & Slovakia
VAT Date More Information Journal Entry Defining and Using Transaction Templates Reverse Transactions EU Sales Report: Europe 349 Report: Spain 347 Report: Spain
Background
Transaction Type Abbreviations Legend
The following table lists abbreviations and their meanings for the transaction types that exist in SAP Business One. The abbreviated transaction types appear in the Origin field in the Journal Entry window, as well as in other windows in the application. Transaction Type Abbreviations Legend Transaction Type Opening Balance Closing Balance Journal Entry Delivery Return A/R Invoice A/R Invoice + Payment A/R Reserve Invoice A/R Debit Memo A/R Invoice Exempt A/R Bill Abbreviation OB BC JE DN RE IN IN IN IN IN IN
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A/R Exempt Bill IN A/R Export Invoice IN A/R Down Payment Invoice DT A/R Credit Memo CN Goods Receipt PO PD Goods Return PR A/P Invoice PU A/P Reserve Invoice PU Internal Invoice PU A/P Debit Memo PU A/P Down Payment Invoice DT A/P Credit Memo PC Landed Costs IF Incoming Payment RC Deposit DP Postdated Credit Voucher Deposit DD Outgoing Payments PS Checks for Payment CP BoE Deposit to Paid BT Goods Issue SO Goods Receipt SI Inventory Transfer IM Stock Posting ST Inventory Revaluation MR Production Order PW Receipt from Production SI Issue for Production SO
Function
Journal Vouchers
A journal voucher is a draft stage document that creates no values in the general ledger. At this stage, the journal voucher can be checked and completed, and then recorded. The input template is identical to that of the Journal Entry window. To open a journal voucher, choose More Information Adding New Journal Vouchers Adding Entries to Existing Journal Entries Posting Journal Vouchers Deleting Entries from Journal Vouchers Removing Journal Vouchers Financials Journal Vouchers .
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Journal Vouchers Window Journal Voucher Entry

Procedure
Adding New Journal Vouchers
Use the following procedure to create a new journal voucher for temporary recording of journal entries. Procedure 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. Choose Add Entry to New Voucher. The Journal Voucher Entry window appears. 3. Record the journal entry you want to save in the new journal voucher. 4. Choose Add to Voucher. Result The system adds a new record to the upper table in the Journal Vouchers window. Selecting the record displays, in the lower table, a row representing the journal entry you saved in the new journal voucher. More Information Journal Vouchers
Procedure
Financials
Journal Vouchers
Adding Entries to Existing Journal Vouchers
Prerequisites At least one journal voucher with the status Open exists in the upper table of the Journal Vouchers window. Procedure 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. In the upper table, select the voucher to which you want to add the new entry.
Note
Financials
Journal Vouchers
Note
You can add new entries only to vouchers with the status Open.
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End of the note. 3. Choose Add Entry to Existing Voucher. The Journal Voucher Entry window appears. 4. To record the new entry, choose Add to Voucher. 5. To return to the Journal Vouchers window, choose Close. Result Selecting the voucher containing the new entry displays the new record in the lower table of the window. More Information Journal Vouchers
Procedure
Posting Journal Vouchers
Use journal vouchers as a temporary storage facility for journal entries that cannot yet be posted to the company database. Once you have checked and approved the journal voucher content, you save it to the database. It is then reflected in the accounting system. Procedure To post journal vouchers to the database and record them as any other journal entry: 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. In the upper table of the window, choose the journal voucher you want to post.
Note
Financials
Journal Vouchers
Note
You can post journal vouchers as long as they have the status Open. End of the note. 3. Choose Post Voucher. A system message appears prompting you to save the voucher to the permanent file. 4. Choose Yes. Result The status of the posted voucher changes to Closed. More Information Journal Vouchers
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Procedure
Deleting Entries from Journal Vouchers
Prerequisites The journal voucher from which you want to delete entries has the status Open. Procedure 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. In the upper table of the window, choose the journal voucher from which you want to delete entries. The lower table of the window displays the entries recorded in the selected voucher. 3. In the lower table, select the row(s) for the entries you want to delete. 4. In the menu bar, choose 5. Choose Update. More Information Journal Vouchers
Procedure
Financials
Journal Vouchers
Data
Delete Row
Removing Journal Vouchers
The system saves journal vouchers as temporary files until a user posts them to the database. Until such a time, you can remove them, along with their recorded entries. Use this procedure to remove irrelevant journal vouchers.
Note
Note
You can only remove one voucher at a time. End of the note. Prerequisites The journal voucher has the status Open. Procedure 1. From the SAP Business One Main Menu, choose The Journal Vouchers window appears. 2. In the upper table, select the voucher to remove. Financials Journal Vouchers .
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3. From the menu bar, choose A confirmation message appears. 4. Choose OK.
Object
Data
Remove
Journal Vouchers Window
Use this window to view and enter journal vouchers. To open the window, choose
Note
Financials
Journal Vouchers
Note
Voucher-Related Fields
Find Trace a journal voucher by its number. Open Only Displays only open journal vouchers. Post Voucher Posts the journal entries of the selected journal voucher (one that you have finished processing) to the database.
Note
Note
When a journal voucher is posted, its status changes to Closed. End of the note. Date Date when the journal voucher was created. Total (LC) Total value in local currency of all journal entries included in the journal voucher. User Name of the user who created the journal voucher.
Entry-Related Fields
Trans. No. The successive number of the journal entries for each journal voucher. Status
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Status of the journal voucher containing the journal entry. Total (LC), Total (FC) Total value of each journal entry, in local currency and foreign currency. Remarks Content of the Remarks field in the Journal Voucher Entry window. Base Ref., Posting Date, Ref. 1, Ref. 2, Trans. Code, Project Code Details taken from journal entries, not displayed by default.
Note
Note
To view these fields, choose Form Settings in the toolbar. End of the note. Add Entry to New Voucher Opens the Journal Voucher Entry window where you can create a journal entry for a new journal voucher. Add Entry to Existing Voucher Opens the Journal Voucher Entry window where you can create a journal entry for the journal voucher selected in the upper table.
Note
Note
Journal entries can be added for open journal vouchers only. End of the note. More Information Journal Voucher Entry
Object
Journal Voucher Entry
Use this window to add a journal entry to a journal voucher. This window is identical to the Journal Entry Window except for the following field: Voucher No. Number of the voucher to which the journal entry is added. More Information Journal Voucher
Function
Posting Templates
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Every commercial organization has transactions presented in template format, in which only the recorded amounts vary from transaction to transaction (for example, the separation of VAT in purchasing or sales). SAP Business One enables you to create fixed templates for such recurrent journal entries. When recording this type of transaction, choose the relevant template and fill in the missing items. SAP Business One separates the amounts in accordance with the account assignment template. More Information Creating Posting Templates Removing Posting Templates Posting Templates Window
Procedure
Creating Posting Templates
You can create a percentage-based posting template for journal entries requiring a format that: Includes the same accounts and/or business partners Is characterized by a specific ratio of amounts Procedure 1. From the SAP Business One Main Menu, choose The Posting Templates window appears. 2. Specify a unique code and description for the template. 3. In the table area, specify the G/L accounts and/or business partners for inclusion in the template.
Note
Financials
Posting Templates
Note
The default control accounts for the business partners included in the posting template can be changed; therefore, journal entries based on this template are posted to the selected control accounts. End of the note. 4. For each G/L account/business partner, specify the ratio that reflects the debit or credit amount in the transaction.
Note
Note
The total percentage in the debit and credit sides must be equal, though it need not be 100%. End of the note. 5. Choose Add. Result
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The posting template is saved in the database and can be updated. Example You can use the following posting template to create journal entries that reflect A/R Invoices: Posting Template G/L Account/BP Code Debit % Credit % Customer 117 Tax Account 17 Sales Credit Account 100 Total 117 117 More Information Posting Templates
Procedure
Setting Templates for Recurring Postings
Use this procedure to create a template for recurring postings and set its frequency and expiration date. Procedure 1. From the SAP Business One Main Menu, choose The Recurring Postings window appears. 2. In the window header, specify a unique code, an expressive description, and other relevant details. 3. In the table area, build the transaction. Enter the accounts and/or business partners and expected amounts, and ensure that the transaction is balanced.
Note
Financials
Recurring Postings
Note
You can change the amounts of each instance of the transaction before you confirm it. End of the note. 4. In the footer, set the frequency according to which you want SAP Business One to create instances for the transaction. The default frequency is Monthly. 5. To set a date after which SAP Business One should not create instances of the transaction, use the Valid Until option. Result SAP Business One creates the recurring posting template. The instances are created according to the frequency you set, and are stored in the Confirmation for Recurring Posting window until you execute or remove them. More Information
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Recurring Posting
Procedure
Executing Instances of Recurring Postings
Use this procedure to add instances of recurring posting templates and turn them into journal entries. Procedure 1. From the SAP Business One Main Menu, choose Confirmation List . Financials Recurring Postings
The Confirmation of Recurring Postings window appears, in which each row represents one instance of a recurring posting template.
Note
Note Administration System Initialization
To set the automatic display of this window, choose General Settings Services
. For more information, see General Settings: Services Tab.
End of the note. 2. Deselect the rows you do not want to execute. All are selected by default.
Note
Note
You can display each instance and make required changes, such as updating amounts or dates. You can also change control accounts for business partners. End of the note.
Note
Note
Every change you make in a specific instance is valid only for that instance and does not affect other instances of the same template. End of the note. 3. Choose Execute. A message appears, asking whether you want to save the posting to the permanent file. 4. To complete the action and create journal entries, choose Add. Result The selected instances become journal entries and no longer appear in the Confirmation of Recurring Postings window. More Information
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Recurring Postings
Procedure
Removing Recurring Postings
Procedure 1. From the SAP Business One Main Menu, choose Confirmation List . Financials Recurring Postings
The Confirmation of Recurring Postings window appears. 2. Deselect instances you do not want to remove. 3. Choose Remove. A confirmation message appears. 4. Choose Remove. More Information Recurring Postings
Object
Recurring Posting Window
This window lets you define and display a recurring posting template according to your defined criteria. To open the window, choose
Recurring Posting Window
Financials
Recurring Postings
Code Enter a unique code of up to 8 characters for the recurring posting template. We recommend that you choose a meaningful code, one that will be understandable to users when they need to choose a recurring posting template in a journal entry. Instance Indicates the instance of the transaction. By default you can leaf only between instance 0. However, if you search using an asterisk (*), you can see all the instances and you can display a specific instance. Description Enter a short description of the recurring posting. Ref. 1, Ref. 2 Use these fields to predefine the transaction details, or to specify them just before adding the transaction on the defined date. Trans. Code From the drop-down list, choose either the required code or Define New to open the Transaction Codes - Setup
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window. The chosen code automatically appears in the Tran. Code field of the Journal Entry window. Remarks After you choose a code, its description is copied automatically to this field, and it then appears in the Remarks field in the Journal Entry window. Regardless of the chosen code, you can still manually enter the details you prefer. G/L Acc./BP Code, G/L Account/BP Name Enter the account code or business partner code to be associated to a journal entry created with this template. The account name or business partner name appears automatically in the G/L Account/BP Name field. Debit, Credit Fill in the required amounts. Remember that as for a regular journal entry the debit and credit must be balanced; otherwise, you will not be able to add the recurring posting template. Tax Group Specify the tax group to which the line refers. The drop-down list displays all the tax groups to which the account is linked. Selecting one automatically inserts the account in the line. Distr. Rule Specify the distribution rule for each row in the template. When a journal entry based on this Recurring Posting template is created, the relevant amounts are posted to the respective profit centers.
Note
Note
End of the note. If a distribution rule was defined for the accounts that appear in the Recurring Posting template, the amounts recorded in the journal entries resulting from this Recurring Posting template, are posted to the distribution rule(s) defined in the chart of accounts. Control Account Displays the default control accounts defined for each business partner and/or G/L accounts included in the template. You can change the control account in the business partner rows, if required. To display this column in the table area, select it in the Form Settings - Recurring Posting window. For more information, click here. Total Indicates the sum of the amounts that were already entered in the Credit column and in the Debit column of the recurring posting template. To Balance Indicates the amount you need to enter in the Debit / Credit column in order to balance this recurring posting template. Frequency Choose the required frequency for making the recurring posting. If you choose Daily, Weekly or Monthly, use the drop-down list for the field to the right to specify a value, that is, the exact number of days, the day of the week, or the day of the month the recurring posting should be made. Choosing any other option disables the field to the right.
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Choose Template to create a posting template that is not subject to any execution dates or frequency. As such, it will not appear in the list of transactions for execution. Next Execution Enter the required date for the next execution of the recurring posting. This is the base date from which SAP Business One calculates the value defined in the Frequency field. The default value for this field is the current system date. If you chose Template for the Frequency field, this field is not shown. Valid Until Select this option to define an expiration date for the validity of the recurring posting template. After the defined date, no further instances of this template will be created or appear in the list of transactions for execution. Confirmation List Opens the Confirmation of Recurring Postings window, in which you can view all recurring postings to be executed.
Stamp Tax Enables creating a recurring posting template that involves stamp tax. When you choose a tax code for the recurring posting template: Only the stamp tax groups are displayed in the drop-down list The VAT groups cannot be chosen More Information Recurring Postings Confirmation of Recurring Postings
Object
Confirmation of Recurring Posting
This window displays a list of all instances of recurring posting templates. Use this window to define which instances you want saved to the database and which can be removed from the list. To open the window, choose
Confirmation of Recurring Postings
Financials
Recurring Postings
Confirmation List
Posting No. Displays the recurring posting template code. Choose the arrow to view the recurring posting template. Description Displays the description of the recurring posting template. Date Displays the date of the recurring posting. This will be the posting date, due date and document date of the journal entry created as a result of executing this recurring posting.
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Value Displays the total debit/credit in the recurring posting. Instance Instance number of the recurring posting; increases incrementally each time the recurring posting is executed. Total Displays the total debit/credit of the selected recurring postings. Remove Removes the selected recurring postings. Removed recurring postings cannot be executed and they are deleted from this window. Execute Choose to execute the selected recurring postings. Once a recurring posting is executed, a new journal entry is added. You can view it in the Journal Entry window. Number of Postings to be Executed The number of the selected recurring postings. More Information Recurring Postings
Procedure
Removing Posting Templates
Use this procedure to remove posting templates that are no longer relevant.
Caution
Caution
Removing a posting template is irreversible. We strongly recommend that you perform this action carefully, especially when preparing to remove complicated templates. End of the caution. Procedure 1. From the SAP Business One Main Menu, choose The Posting Templates window appears. 2. Display the posting template you want to remove. 3. From the menu bar, choose A confirmation message appears. 4. Choose OK.
Object
Financials
Posting Templates.
Data
Remove
Posting Templates Window
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This window displays Posting Templates according to your defined criteria.

Note
Note
Posting Templates Window
Code Enter a unique code of up to 8 characters for the posting template. We recommend that you choose a meaningful code, one that will be understandable to users when they need to choose a posting template in a journal entry. Automatic VAT Applies the automatic VAT functionality on transactions you create through the Posting Templates window. This option is selected by default if the option Use Automatic VAT is selected. G/L Acct/BP Code, G/L Account/BP Name Specify the account code or business partner code to be associated with a journal entry created with this template. The account name or business partner name appears automatically in the G/L Account/BP Name field. If there is no constant account or business partner associated with a specific row, or even the entire template, but you still want to create a template for the percentage distribution, leave these fields blank. Debit %, Credit % Enter the appropriate percentages used to separate the amounts in the journal entry for which you are defining the template. As in a regular journal entry, the debit and credit sides must be balanced in a posting template; otherwise, SAP Business One does not allow you to add it. Tax Group Specify the tax group to which the line refers. The drop-down list displays all the tax groups to which the account is linked. Selecting one automatically inserts the account in the line. If the Automatic VAT option is selected, the default tax group, if defined for the G/L account, is displayed automatically. If the option Permit Other VAT Group is selected for the G/L account, you may select another VAT group. Distr. Rule Specify the distribution rule for each row in the template. When a journal entry based on this Posting Template is created, the relevant amounts are posted to the respective profit centers.
Note
Note
End of the note.
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If a distribution rule was defined for the account(s) that appears in the Posting Template, the amounts recorded in the journal entries based on this Posting Template, are posted to the distribution rule(s) defined in the chart of accounts. Total Indicates the percentages entered in the Debit and Credit columns of the posting template. To Balance Indicates what percentages you need to enter in the Debit / Credit column to balance this posting.
Stamp Tax Enables creating a posting template for a journal entry that involves stamp tax. When you choose a tax code for the posting template: Only the stamp tax groups are displayed in the drop-down list The VAT groups cannot be chosen
Country-Specific Fields: Canada and US
Tax Posting Account Select whether to use sales tax account or purchasing tax account. This field is editable only if the option Automatic Tax is selected.
Note
Note
If you select a G/L Account for which the tax posting account is already defined, the defined value is displayed automatically in this column. If the option Permit other Tax Codes in the Account Details window is selected, you can change the tax posting account. Changing the displayed value affects only this posting template, and does not influence the definition made in the Chart of Accounts window. End of the note. Tax Code Select the tax code to be used when creating journal entries based on this posting template.
Note
Note
If you select a G/L account for which the tax code is already defined, that code is displayed automatically in this field. If the option Permit other tax code in the Account Details window is selected, you can replace the displayed tax code with a different one. If you change the displayed value, the change applies only to this posting template, and does not influence the definition made in the Chart of Accounts window. End of the note.
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Tax Jurisdiction Type Tax jurisdiction types included in the selected tax code. Tax Jurisdiction Code Tax jurisdiction code included in the selected tax code. More Information Posting Templates
Function
Recurring Posting
Every business has transactions that recur monthly or weekly. Although the transactions recur on predefined dates, and usually comprise the same objects, the transaction amounts are not necessarily the same each time, nor do the percentages have to be fixed.
Example
Example
Recurring journal entries can be payroll orders or standing instructions that are paid by the bank every month. End of the example. More Information Setting Templates for Recurring Postings Executing Instances of Recurring Postings Removing Recurring Postings Recurring Postings Window
Function
Reverse Transactions
This function displays a list of all manual journal entries scheduled for automatic reversal, which you can execute. More Information Reverse Transactions Window
Procedure
Posting Reverse Transactions
Use this procedure to post reverse transactions that are defined in the Journal Entry window. Prerequisites
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Reverse transactions can be posted only if the reverse date has already arrived. Procedure 1. From the SAP Business One Main Menu, choose Financials Reverse Transactions . The Reverse Transactions window appears, displaying all transactions to which a reverse date earlier than the current date was assigned. 2. Deselect transactions you do not want to reverse.
Note
Note in the Transaction field.
To change the date of a reverse transaction, choose End of the note. 3. Choose Execute. Result
New transactions are created, one for each selected row. The Remarks field of these transactions displays the text (Reversal) and the number of the original transaction. The Reverse option is disabled. In the original transactions, the Reverse option is not visible, and the word Cancelled indicates that the transactions were cancelled.
Note
Note
You can reverse each journal entry only once. End of the note.
Object
Reverse Transactions Window
Use this window to create reverse transactions for selected journal entries. To open the window, choose
Note
Financials
Reverse Transactions
Note
Reverse Transactions Window
Cancel Deselect this option for each transaction that you do not want to reverse.
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Transaction Displays the journal entry number. Use the arrow to the left of this field to open the Journal Entry window. Description Displays the content of the Details field in the Journal Entry window. Original Date Posting date of the journal entry. Cancellation Date Displays the date on which the journal entry should be reversed, as defined in the Journal Entry window. Value Displays the debit/credit value of the journal entry. Number of transactions to be canceled The number of the selected transactions. More Information Reverse Transactions
Function
Exchange Rate Differences
When you maintain foreign currency (FC) business partners and/or accounts, SAP Business One conducts all related bookkeeping in FC. Since you also conduct the bookkeeping system in local currency (LC), SAP Business One expresses every FC transaction in LC according to the FC exchange rate on the date of transaction. Daily fluctuations in FC exchange rates may cause mismatches between the balances in LC and FC. The Exchange Rate Differences function periodically recalculates the LC and FC balances according to the exchange rate on the day the differences are calculated. SAP Business One provides recommendations for executing automatic journal transactions for exchange rate differences in FC business partners and accounts, correct to a given date. The Exchange Rate Differences function reconciles the FC card balance and the LC balance, considering the fluctuation in the FC exchange rate. More Information Exchange Rate Differences - Selection Criteria Exchange Rate Differences Window
Procedure
Generating Exchange Rate Differences Report
If you run business activities with foreign business partners or manage foreign currency accounts, you have to handle exchange rate differences. You can generate a report that lists the recommended transactions pertaining to exchange rate differences. Procedure
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Financials
Exchange Rate Differences
The Exchange Rate Differences Selection Criteria window opens. 2. Specify the parameters according to which you want SAP Business One to generate the recommendations for the exchange rate differences transactions. 3. Choose Execute. More Information Exchange Rate Differences
Procedure
Posting Exchange Rate Differences Transactions
Use this procedure to post exchange rate differences transactions according to recommendations provided by SAP Business One. Prerequisites You have created the Exchange Rate Differences report. Procedure 1. In the header of the Exchange Rate Differences window, specify the relevant details. 2. The rows in the table area represent transactions. In the App. column, select the transactions you want to post.
Note
Note
Each row in the table can refer to more than one transaction. To view the transactions behind a specific row, double-click the row. In the Rate Differences Row Details window, you can include all the transactions in the exchange rate differences posting or just part of them. Values in the recommended exchange rate differences transaction are updated accordingly. End of the note. 3. Choose Add.
Note
Note
If you are not sure whether or not to add the transactions , you can choose Save to save the modified report for later processing. End of the note. Result SAP Business One adds a new transaction for each row you selected. You can recognize the new transactions according to the details you assigned to them in the header of the Exchange Rate Differences window.
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Note
Note
If you chose to save the recommendations, no new transactions are added to the database. End of the note.
Object
Exchange Rate Differences - Selection Criteria
Use this window to specify selection criteria for the Exchange Rate Differences report. To open the window, choose Financials Exchange Rate Differences .
After defining the report, you can view it in the Exchange Rate Differences window.
Note
Note
Selection Criteria
Business Partner Calculates exchange rate differences for business partners. If not selected, other fields pertaining to business partner selection criteria are not displayed. Customer Group, Vendor Group Specify whether to display business partners from a specific group, separated into customers and vendors.
Example
Example
To display only customers, choose None in the Vendor Group field. End of the example. Properties Opens the Properties window where you can specify required properties. Your choices appear in the field next to the Properties button. G/L Accounts Calculates exchange rate differences for G/L accounts. If not selected, all fields related to G/L accounts selection criteria are not displayed. The Account column displays the codes and the names of the accounts. In column X, specify which account or title to include by clicking the appropriate row. Show Level Choose the account level to display in the table.
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Level 1 displays the highest level titles for the accounts. When selecting a title in the table, you select all the accounts that appear under this title. Execution Date Specify the cut-off date for calculating exchange rate differences. This is usually the end of the year or quarter. Consider Recon. Date Reflects the reconciliation status of the transactions for the selected date.
Example
Example
If a transaction is reconciled now but was not reconciled on the execution date, the exchange rate differences are calculated as if the transaction has not been reconciled. End of the example. Currency Specify the currency for which you want to calculate the exchange rate differences. Exch. Rate Gain Acct(A/R), Exch. Rate Gain Acct(A/P), Exch. Rate Gain Acct(G/L), Exch. Rate Loss Acct(A/R), Exch. Rate Loss Acct(A/P), Exch. Rate Loss Acct(G/L) Specify which of the exchange rate differences accounts should be applied when the automatic journal transaction is executed. The accounts are divided into gain and loss accounts and used accordingly. You can define different or identical accounts for customers, vendors, and accounts. The default exchange rate differences accounts of purchasing and sales are defined in Setup Financials G/L Account Determination Data Side . Administration
Specify whether to calculate the exchange rate differences for the gain side, loss side or both sides. Previous Report Opens the latest saved recommendation report.
Country-Specific Fields: CZ, HU, PL, RU, SK
Revaluate Only Closed Documents Revaluates only documents that are already closed (fully paid or reconciled), but for which the accumulated exchange rate differences must be revaluated.
Example
Example
You ran the Exchange Rate Differences for an open item, and then the open item was fully paid. During the payment, the system revaluated the open item again and calculated exchange rate differences again. In this case, the balances on G/L exchange rate differences gain/loss accounts might not be accurate to the payment date and must be adjusted accordingly. End of the example. More Information
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Properties G/L Accounts Determination

Object
Properties
This window opens when you choose the Properties button in selection criteria windows.
Note
Note
Properties
Ignore Properties Ignores properties as business partner selection criteria. Link, Or, And Specify the logic link between the selected properties: And narrows the selection, so the selected business partners are only those containing all properties defined in the properties window. Or expands the selection so each business partner having at least one of the selected properties is included in the selection. Property Specify required properties by selecting their boxes.
Object
Exchange Rate Differences Window
This window displays the Exchange Rate Differences report according to your defined selection criteria.
Note
Note
Exchange Rate Differences Window
Execution Date Date up to which the exchange rate differences are calculated. Exchange Rate The exchange rate of the System Currency in Local Currency for the Execution Date.
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Details on Transactions Determine the following details regarding the exchange rate differences transactions you want to execute: Ref. 1 Specify the details you want to display in the Ref. 1 field of the transactions. Code Specify the required transaction code. The description of the selected code is displayed automatically in the Remarks field. To define a new transaction code, choose Financials Transaction Codes . Administration Setup
Remarks Enter a remark to display in the Remarks field in the journal entry. Auto. Remarks Automatically displays the text Exchange rate differences for <currency name> in the Remarks field of the journal entry. Auto Reverse Automatically creates a reverse transaction for the exchange rate differences transaction. In the Reversal Date field, you can specify the date for the reverse transaction. App. Select the transactions you want to execute. Balance Balance of the G/L account or business partner, calculated in local currency. Balance (FC) Balance of the G/L account or business partner, calculated in the G/L account/business partner currency (the mark of the currency displayed in the next column). Rate Rate set for calculating the difference. Difference Suggested difference calculated in LC for the journal entries recorded up to the date of execution. Save Saves the recommendations as a draft, without creating journal entries. More Information Reverse Transaction
Object
Exchange Rate Differences - Row Details
This window displays the exchange rate difference for the selected row. Code, Name The details of the G/L account or business partner to which this row refers. Currency The currency in which the exchange rate difference is calculated. Journal ID Entry number allocated by SAP Business One according to the selected numbering series. To display the journal
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entry for the selected row, click
ButtonLink
(ButtonLink) . Field: Balance, Balance (FC)
The balance of the selected G/L account/business partner displayed in the system currency and the foreign currency. These fields are maintained automatically. Rate Displays the rate of exchange between the system currency and the local currency on the date the transaction is carried out. Difference Displays the difference (in the system currency) between the amount in the (system) Balance column and the amount in the (foreign) Balance (FC) column.
Function
Conversion Differences
This function is relevant for companies whose defined system currency is different from the local currency. SAP Business One recommends making journal entries automatically for differences in system currency. Use the Conversion Differences function to make adjustments between the account/business partner balance in the system currency and the balance in the local currency. More Information Conversion Differences - Selection Criteria Conversion Differences Window
Procedure
Posting Conversion Differences Transactions
Use the procedure to post conversion differences transactions according to the recommendations provided by SAP Business One. Prerequisites You have generated the Conversion Differences report. Procedure 1. In the header of the Conversion Differences window, specify the relevant details. 2. In the App. column in the table area, select the rows (transactions) you want to post.
Note
Note
Each row can refer to more than one transaction. To view the transactions behind a row, double-click the row. In the window that appears, you can define whether to include all the listed transactions in the conversion differences posting, or just some of them. The values in the recommended conversion differences transaction are updated accordingly.
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End of the note. 3. Choose Add.

Note
Note
If you are not sure whether or not to add transactions, you can choose Save to save the modified report for later processing. End of the note. Result A new transaction is added for each row selected. In the header of the Conversion Differences window, you can recognize the new transactions according to the details you assigned to them.
Note
Note
If you save the recommendations, no new transactions are added to the database. End of the note. More Information Conversion Differences
Object
Conversion Differences - Selection Criteria
Use this window to specify values for a conversion differences template. To open the window, choose Financials Conversion Differences .
After defining the template, you can view it in the Conversion Differences window.
Note
Note
Selection Criteria
Business Partner Select to calculate conversion differences for business partners. When this checkbox is cleared, all other fields pertaining to business partner selection criteria are not displayed. Properties Opens the Properties window, where you specify the required selection of properties. Your choices appear in the field next to this button. G/L Accounts
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Select to calculate conversion differences for G/L accounts. If the checkbox is cleared, the fields related to G/L accounts selection criteria are not displayed. The X column indicates a selected account or title. To select/clear accounts, click in the relevant row. To select/clear all rows, click the X appearing in the column header. The Account column displays the codes and names of the accounts. View details of each account by using the link appearing next to its code and name. Show Level Choose the account level to display in the table. Option 1 displays the highest level titles of the accounts. If you select a row in the table you actually select all the accounts appearing under this title. Execution Date Define the cut-off date for calculating conversion differences. Usually this is the end of the year or quarter. Ex. Rate Diff. Acct for Customers, Ex. Rate Diff. Acct for Vendors, Ex. Rate Diff. Acct for Accounts Define which of the conversion differences accounts SAP Business One should use to execute the automatic journal transaction. You can define different or identical accounts for customers, vendors, and accounts. The default values for the conversion differences accounts of purchasing and sales are taken from Administration Definitions Previous Report Choose to view saved recommendation report. More Information Conversion Differences Properties
Object
Financials
G/L Accounts Determination
Conversion Differences Window
This window displays conversion differences templates according to your defined criteria.
Conversion Differences Window
Execution Date Displays the date until which conversion differences are calculated. This date is entered in the selection criteria window. Details on Transactions
Use this section to determine the following details pertaining to the conversion differences transactions you choose to execute. Ref. 1 Specify the details to display in the Ref. 1 field of the transactions.
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Code Choose the required transaction code. The description of the code is displayed automatically in the Remarks field. To define a new transaction code, choose Transaction Codes - Setup . Administration Setup Financials
Remarks Enter the remarks you want displayed in the Details field of the journal entry. Auto. Remarks Select to automatically display the text Conversion differences for (currency name) in the Details field of the journal entry. Auto Reverse Select to automatically create a reverse transaction for the conversion differences transaction, and enable the Reversal Date field, where you specify the date for the reverse transaction. App. Select the check box of each transaction you wish to execute. Code, Name The details of the G/L account or business partner to which this row refers. Balance (SC), Balance (LC) The balance of the G/L account or business partner, displayed in the system currency and the local currency. Difference Displays the difference (in the system currency) between the amount in the (system) Balance column and the amount in the (account/business partner currency) Balance column. This is the amount for the Differences transaction that will be generated. Add Creates the selected transactions and adds them to the database. Save Saves the recommendations displayed in this window as a draft, without creating journal entries. Reject All, Approve All Choose to clear the selection you made or to select all the transactions. More Information Conversion Differences
Object
Conversion Differences - Row Details
This window displays the conversion difference for the selected row. Code, Name The details of the G/L account or business partner to which this row refers. Exchange Rate Displays the rate of exchange between the system currency and the local currency on the date the transaction is carried out. Journal ID Entry number allocated by SAP Business One according to the selected numbering series. To display the journal entry for the selected row, click
ButtonLink
(ButtonLink) .
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Balance (SC), Balance (LC) The balance of the selected G/L account or business partner displayed in the system currency and the local currency. These fields are maintained automatically. Difference Displays the difference (in the system currency) between the amount in the (system) Balance (SC) column and the amount in the (local) Balance (LC) column.
Function
Amount Differences: Russia
Amount differences result from differing exchange rates for Conventional Units (CU). Amount differences arise when there is an agreement that payables or receivables are equal to a particular sum in the CU and the exchange rate to the local currency changes over time.
Note
Note
CUs are virtual currencies applied by businesses because of local currency fluctuations. The CU exchange rate to the local currency is defined by a contract between your organization and the business partner and can be based on an exchange rate of the Central Bank to a foreign currency, with minor fluctuations. End of the note. Because CUs are not real currencies, payments are realized in the local currency, even though transactions with the business partner are made in CUs. If the posted amount in local currency on the date of payment differs from the posted amount in local currency on the invoice posting date, you must calculate the amount differences and post them to the relevant accounts. To calculate amount differences, use the Amount Differences report. For more information on how to work with CUs, see Amount Differences - Procedure: RU. More Information Amount Differences - Selection Criteria
Object
Amount Differences - Selection Criteria
Use this window to specify selection criteria for the creation of amount differences transactions. To open the window, choose
Note
Financials
Amount Differences
Note
Selection Criteria
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Posting Date From...To Specify the posting date range for payments that you want to evaluate. Currency Specify the currency for which the option Is a Conventional Unit is set in the Currencies Setup. When this option is set, exchange rate differences are not calculated for this currency when a full payment is received on an invoice. Instead, use this report to determine the difference. BP Code From...To If you want to restrict the set of payments for which the report is generated, specify the code range for business partners. Properties Opens the Properties window, where you can specify business partner properties as selection criteria. Vendor Offset Account Specify the account to which amount differences resulting from A/P transactions are posted. Previous Report Opens a saved recommendation report. More Information Amount Differences Define Currencies: Russia
Object
Amount Differences - Row Details: RU
This window displays the transactions that are included for the selected row in the Amount Differences Window.
Note
Note
Amount Differences Row Details
App. Deselect the transactions you want to exclude from the amount difference calculation. BP Code Identification code of business partner that participated in the transaction for which amount differences have been calculated. Invoice Number Invoice posted in a conventional unit. Payment Number Payment that was made on the invoice. Payment Date
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Date of payment when the amount differences were realized. Revenue Account Used G/L account used when an A/R invoice was posted.
Note
Note
Relevant for A/R invoices only. End of the note. Tax in Revenue Account Used G/L account used for tax in revenue when an A/R invoice is posted.
Note
Note
Relevant for A/R invoices only. End of the note. More Information Amount Differences: Russia
Procedure
Amount Differences - Procedure: RU
This task explains how to work with conventional units and how to calculate amount differences. Procedure 1. First, you have to create a new currency that will be defined as a Conventional Unit. Choose Administration Definition General Ledger currency. Set the flag Is a Conventional Unit as active. For more information, see Define Currencies: Russia. 2. Next, you can issue Invoices (and its base or target marketing documents) in the defined conventional units. Any business partner participating in this type of transactions must be set as Multi-currency. 3. All marketing document you issue should use exchange rate defined on the document level or on the level of the conventional unit or its base unit. According to its exchange rate, the marketing document will be posted to the system with the appropriate value in the Local Currency. 4. At the time of actual payment, you specify, on the appropriate line representing the invoice issued in conventional units, the value of Total Payment in conventional units the business partner (or you) is going to pay. In case of a full payment, this field stays unchanged, in case of a partial payment, you lower the value accordingly. 5. In the payment means window, you select the payment type and the currency the actual payment is going to be in (most likely in local currency). Next, you specify the amount to be paid, in the selected currency. Define Currencies and create a new
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Due to the fact that you specified the amount to be paid in the conventional unit and the actual amount paid in the selected currency, the system calculates the exchange rated between these two currencies for this payment. 6. Next, you run the Amount Differences report (for more information, see Amount Differences - Selection Criteria: RU), which is going to calculate the amount differences. 7. Depending on the calculated amount differences and their relation to the transaction itself (receivables or payables), and depending on your selection of the transactions, the Amount Differences report will perform any necessary postings to the General Ledger.
Remarks
If you are using the On Shipment taxation method, amount differences influence VAT liabilities reported in the sales ledger. You have to post a manual journal entry to correct the VAT accordingly and then, if required, create a tax invoice based on this journal entry to register this change within the appropriate ledger.
Function
Control Account Reposting: Czech Republic, Hungary, Poland, Russia, Slovakia
This function creates a new journal entry from a posting on the control account. The application uses this for posting special accounts that are parallel to the control account; therefore, balances on the control account are not affected. This function can be useful when: You are preparing financial statements during end-of-year procedures You need to present certain transactions, for example, down payments to a business partner, in different rows of financial statements Prerequisites You need to specify a transaction code for each posting on the control account. You can do this by editing the journal entry that is behind the marketing document, for example, an A/P invoice. For more information, see Activities The system summarizes in the control account all transactions for specific business partners, specific transaction codes, and defined dates, and displays them in a window. You can still select or deselect individual transactions in the results. The system posts the sum of all selected transactions to source and target accounts. In financial statements: The source account should be under the same title as the control account (it decreases the balance of the control account). Target accounts should be presented under a different title than the control account.
Note
Financials
Journal Entry
Note
The Transaction Code field remains editable after transaction posting (for example, journal entry). If control account
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re-posting is performed you can still change the transaction code value for individual posting/journal entries. This action is not recommended because of inconsistency between transactions with a particular transaction code value and those with a re-posted amount. Additionally, a high level of inconsistency might occur if the control account reposting function is executed twice for the same transaction(s), but with a changed transaction code. End of the note. You can also specify automatic reversal of the posting on a future date. Example We have selected the following transactions with a business partner for re-posting: Transaction number Debit side Credit side 1 100 2 50 3 100 The system performs reposting as follows: Account Debit side Credit side Source account 150 Target account 150 The system performs automatic reversal, if set, as follows: Account Debit side Credit side Source account -150 Target account -150 More Information Control Account Reposting - Selection Criteria Control Account Reposting - Execution
Object
Control Account Reposting - Selection Criteria
Use this window to specify details for control account reposting.

Note
Note
Selection Criteria
BP
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Displays business partners in the report.

Note
Note
If not selected, other fields pertaining to business partner selection criteria are not displayed. End of the note. Properties Opens the Properties window, where you can select the required properties to be used as selection criteria. Your choices appear in the adjoining field. Control Account Define the control account to be scanned by the system for transactions. Press TAB to display a list of control accounts. Trans. Code Define the transaction code to which the system should relate. Execution Date Specifies the posting and document date of the journal entry. Source Account Specifies the source account (first account for the posting) for the journal entry. If the balance of selected transactions is on the debit side, then posting on the source account is on the credit side, and vice versa. Target Account Specifies the target account for the journal entry. This is the offsetting account to the Source Account. Posting Date From...To Specify a posting date range for control account transactions. When you choose Execute, a detailed selection window appears displaying the following fields: Ref 1 Specifies the reference for journal entry. Trans. Code Specifies the transaction code for journal entry. Remarks Specifies the remarks for a journal entry. Auto Reverse Automatically reverses the journal entry on the reversal date. The system performs reversal with opposite values on the source and target accounts. Reversal Date Specifies the date for reversal journal entry. This field is effective only if Auto Reverse is selected. App. You can determine the business partners whose transactions the system should consider. To select or deselect all business partners, use the Reject All or Approve All buttons.
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Note
Note
Double-click a table row to display all transactions for a specific business partner. You can then select the individual transactions that the system should consider for that partner. End of the note.
Function
Control Account Reposting - Execution: Czech Republic, Hungary, Poland, Russia,
Slovakia
SAP Business One performs journal entry posting of selected transactions. Activities The application summarizes all selected transactions and posts a journal entry document with one item on the source and one item on the target account.
Note
Note
The Transaction Code field remains editable after transaction posting (for example, journal entry). If control account re-posting is performed, you can still change the transaction code value for individual posting/journal entries. This action is not recommended because of inconsistency between transactions with a particular transaction code value and those with a re-posted amount. Additionally, a high level of inconsistency might occur if the control account reposting function is executed twice for the same transaction(s), but with a changed transaction code. End of the note. The application performs posting in local and system currencies only. Therefore, for foreign currency transactions, the system takes appropriate local and system currency values as they are recorded.
Function
1099 Editing: USA
Use this function to update the 1099 values and 1099 amounts in existing A/P invoices, and in A/P credit memos that are not based on A/P invoices. More Information 1099 Editing - Selection Criteria 1099 Editing Window
Object
1099 Editing - Selection Criteria
Use this window to specify selection criteria for the 1099 Editing: USA function.
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To open the window, choose
Financials
1099 Editing
After defining the criteria, you can view the results in the 1099 Editing Window.
Note
Note
Selection Criteria
Report Type Select one of the following display options: Open Invoices and Credit Memos Invoices and Credit Memos Not Marked as Submitted From...To... Specify a range of vendor codes to display only documents linked to the vendors within the defined range. Group Specify a vendor group to display only documents linked to the vendors assigned to the selected group. Properties Opens the Properties window, in which you can set additional selection criteria based on business partner properties. 1099 Forms Opens the 1099 Report Selection Criteria window, where you can select the 1099 forms to be included in the selection criteria. 1099 Boxes Opens the 1099 Boxes Selection Criteria window, in which you can select the 1099 boxes to be included in the selection criteria. More Information Properties
Object
1099 Editing Window
This window displays the 1099 Editing: USA results according to your defined selection criteria.
Note
Note
This topic includes explanations of some of the fields and other elements in this window.
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End of the note.

1099 Editing Window
Invoice No. Number of the invoice or credit memo and a link to the document. Posting Date Posting date of the invoice/credit memo. Invoice Amount Total amount of the A/P invoice. 1099 Form, 1099 Box 1099 form and box related to the document. Payment Date Date when the invoice was paid. Payment No. Number of the outgoing payment created for the invoice, and a link to it. 1099 Amount 1099 amount included in the payment. Change the amount if required. Display 1099 Vendors Only Displays only vendors that are linked to the 1099 form and 1099 box.
Function
Financial Report Templates
Use this function to create financial report templates that you can customize for your business needs. You can create templates for the following reports: Balance Sheet Trial Balance Profit and Loss Statement More Information Financial Report Templates Window
Procedure
Creating Financial Report Templates
Financial reports are presented to different parties for various purposes, requiring customized formatting and presentation solutions. Use this procedure to build financial report templates, without making any changes in the chart of accounts. Procedure
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1. From the SAP Business One Main Menu, choose The Financial Report Templates window appears.
Financials
2. Choose the report for which you want to create a template. 3. Define a new template or, if you only need modifications, select an existing one. The window displays the existing template, or a blank page to define a new one. 4. Add the required accounts and titles to the template and place them in the required hierarchy and order.
Note
Note
If you choose Generate Chart of Accounts Template for a new template, the chart of accounts structure is displayed. You can remove non-relevant accounts and rearrange the others as required. End of the note. 5. To link relevant G/L accounts to an account in the template, double-click the account. The Account Category - Details window appears. 6. Specify the required account(s).
Note
Note
Although the chart of accounts may contain accounts at more than four levels, the financial report templates can only include accounts of up to four levels. Accounts defined as Level 5 and lower are grouped under their Level 4 parent article and displayed in the Account Category - Details window as fourth-level accounts. The accounting data of the low-level accounts are reflected through the fourth-level parent article. End of the note. 7. Choose Update. Result The new template is added to the database and is available in the selection criteria of the report for which the template was created.
Example
Example
If you create a template for a balance sheet and name it "My Balance Sheet", the Template field in the Balance Sheet - Selection Criteria window lists the option My Balance Sheet. End of the example.
Object
Financial Report Templates Window
Use this window to create or edit Financial Report Templates.
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Financial Report Templates Window
Financials
Template Details Report Specify whether to create the template for a balance sheet, a trial balance, or a profit and loss statement. Template Specify whether to use an existing template or to define a new one. Show Missing Accounts Displays accounts that are not included in the template. G/L Account Details Name and foreign name of the selected account.
Note
Note
You can change the name and foreign name of the account for display in the report. End of the note. G/L Account Location Current parent article and account location in the tree.
Note
Note
You can change the location of the account. End of the note. Group Data For Balance Sheet: Select whether to group the data from the Active side or the Passive side. For Profit and Loss: Subtotal displays subtotals in the report. Select the account under which you want to locate the subtotal, select Subtotal and specify its title in the field on the right. Totals Formula calculates the subtotals from a formula you specify using the Formula option on the right. Automatic Summary calculates the default subtotals. Add Sub-Level Acct Enables you to create an account on a level lower than that of the selected account. Add Same Level Acct Enables you to add a new account on the same level as the selected account. Transfer Accounts with Negative Sign Transfers negative accounts to a location that you specify.
Example
Example
If the account balance is negative, you can change its location to another drawer.
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End of the example. Dummy Title Hides the selected account in the financial report. Hide Accounts Hides selected accounts in the report.
Function
Budget
Use this function to define budgets to relevant accounts, according to selected scenarios. To use the function, choose More Information Budget Scenarios - Setup (Scenario - XXX) Window
Function
Financials
Budget Setup
Budget
Budget Scenarios
Use this function in budgetary reports to create a prognosis of a particular situation in the company budget, and to obtain important information on what the budgetary balance would be according to the selected scenario. Each budget scenario is assigned to a particular financial period.
Note
Note
When setting up a new company, there is a main scenario called the "main budget". You cannot alter this scenario. End of the note. More Information Budget Scenarios - Setup (Scenario - XXX) Window
Object
Import Budget Scenarios Window
Use this window to import a budget scenario from another company database. To open the window, choose . Financials Budget Setup Budget Scenarios Import Scenario
Note
Note
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Import Budget Scenarios Window
Original Data Specify the data of the source company. Choose Company Opens the Choose Company window, where you select the source company. Database Name, Company Name Displays the details of the selected source company. Original Scenario Specify the budget scenario you wish to import. The list displays all budget scenarios defined in the selected company. Destination Data Database Name, Company Name Displays the details of the current company. Destination Scenario Specify the scenario to which you want to import the original scenario. More Information Budget Scenarios - Setup (Scenario - XXX) Window
Object
Copy Budget Scenarios Window
Use this window to copy an existing budget scenario to a new budget scenario in the present company. To open the window, choose Copy Scenario.
Note
Financials
Budget Setup
Budget Scenarios
, and then choose
Note
Copy Budget Scenarios Window
Original Data Database Name, Company Name your current database and company name Original Scenario specify the scenario you want to copy Destination Data Database Name, Company Name your current database and company name. Destination Scenario - specify the target scenario to which you want to copy the original budget scenario data. Find
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Opens the Account Selection Criteria window where you can define a range of accounts to be selected for the copy budget scenario procedure. [Accounts Selection Table] Specify the required accounts by selecting their rows in the X column. Click the column header to choose all or no accounts. In the upper right corner, you can choose the account display level. More Information Budget Scenarios - Setup (Scenario - XXX) Window
Function
Budget Distribution Methods
Use this function to define the required distribution methods for your budget(s).
Note
This function is not relevant if you manage an annual budget (see General Settings End of the note. Budget ).
By default, each company in SAP Business One has three common methods for budget distribution: Equal Distributes the budget amount equally among the months of the year. Ascending Order Distributes the budget amount in an ascending order; can be used when you increase your budget expenses over the course of the year.
Example
Example
In January you use only a small portion of your budget amount, in February you increase your expenses, and so on. End of the example. Descending Order Distributes the budget amount in a descending order; can be used when you decrease your budget expenses over the course of the year.
Example
Example
In January you use the largest portion of your budget amount, in February you use a little less, and so on. End of the example. More Information Budget Distribution Methods - Setup Window
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Object
Budget Distribution Methods - Setup Window
Use this window to specify budget distribution methods. To open the window, choose Financials Budget Setup Budget Distribution Methods .
Budget Distribution Method Setup Window
Method Internal number automatically assigned to the distribution method. Method Name Specify a description of the distribution method. Total Specify the total value to be distributed among the months. Month A numerical representation of the month of the year. Factor Specify the proportion of the total to be distributed to each month. The factor total should match the total distribution. Clear Clears the definitions made in the Factor column. Set as Default Sets a distribution method as the default.
Procedure
Defining the Budget
Prerequisites The Budget Initialization option in Budget tab is selected. Financials Budget Setup Budget Scenarios Administration System Initialization General Settings
The required budget scenario was defined in . The required distribution methods were defined in Distribution Methods Procedure 1. From the SAP Business One Main Menu, choose .
Financials
Budget Setup
Budget
Financials
Budget Setup
Budget
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The Budget Scenario Definition window appears. 2. Choose the scenario on which to base the budget and select the G/L accounts to be included. 3. Choose OK. The Budget Scenarios Setup window appears, with the name of the selected scenario. 4. For each account, enter the budget amount, percentage, and distribution method.
Note
Note
When you create a new budget that includes accounts without previous budget definition, the window does not display any accounts. In this case, select the option Display accounts with no budget. End of the note. Result The budget is defined for the selected accounts and you can make an analysis by comparing the defined budget with the actual business activity. More Information Budget
Object
Budget Scenarios - Setup (Scenario - XXX) Window
Use this window to specify a budget according to a specific budget scenario. To open the window, choose Financials Budget Setup in the Budget Scenario Definition window and choose OK.
Budget Scenarios Setup (Scenario XXX) Window
Budget
. Set the required parameters
Display Accounts with no Budget Displays G/L accounts for which no budget amount has been entered. Acct No., Acct Name Account code and name as defined in the chart of accounts. Parent Acct A percentage of this account will be the budget for the account in focus. % Percentage of the parent account amount.
Note
Note
Since the amount in the parent account is not divided between the child accounts, the rate can exceed 100%.
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End of the note. Method Specify the required method according to which the budget is distributed over months: Equal The budget amount is distributed equally among 12 months. Ascending Order The budget is distributed in such a way that most of it is dedicated to the last months, and only a small part is used during the first months. Descending Series The budget is distributed in such a way that most of it is dedicated to the first months of the year, and the amount assigned to each month decreases as the year progresses. Manual Enables you to manually specify how the budget is distributed among the different months. You can, for example, decide that the budget is distributed among two months only. Define New Opens the Budget Distribution Method window where you can define new budget distribution methods. Debit Budget amount in local currency. Budget calculation is always performed against the debit side. Credit Budget amount for incoming payment accounts, for reporting purposes only. Actual Actual amount in this account based on its journal entries.
Component
Cost Accounting
In addition to their regular bookkeeping, many businesses perform cost analyses that measure the profitability of each of their business activities or departments. The Cost Accounting functionality in SAP Business One enables you to define sets of profit centers and distribution rules that are updated automatically on a regular basis. Generating the respective reports provides you with important cost- related information. More Information Define Profit Centers Define Distribution Rules Table of Profit Centers and Distribution Rules Profit Center - Report
Background
Profit Centers and Distribution Rules
A profit center is a company unit or division that performs a specific business function.
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For costs and revenues that can be assigned directly to a profit center, you define a direct distribution rule. When you create a profit center, SAP Business One automatically defines a distribution rule with the same name and code as the profit center. This distribution rule cannot be changed. The default values of the rule are: direct debit, and factor 100 for a total value of 100. When it is not possible to determine the profit center to which to assign the costs and revenues, you can define an indirect distribution rule. If it is not practical or possible to distribute indirect costs as soon as they are incurred, you can assign the costs to a "zero profit center" and then distribute them by running reports and evaluations at regular intervals.
Example
Example
If the distribution key is unknown when the costs are incurred, the costs are written to the zero profit center. At the end of a predefined period, and by which time the distribution key has been defined, all costs collected on this profit center are allocated to the appropriate profit centers using the distribution key. End of the example.
Function
Profit Centers
A profit center is a company unit or division that performs a specific business function, such as manufacturing specific products or providing a specific service. The profit center you define here represents the respective division or department, and is used to consolidate the expenditures and revenues resulting from the ongoing activity of the specific organizational unit. To define profit centers, choose
Note
Financials
Cost Accounting
Profit Centers
Note
A distribution rule is automatically created for each profit center you create. End of the note. More Information Profit Centers - Setup Window Profit Centers and Distribution Rules
Procedure
Reallocating Costs/Revenues Between Profit Centers
Procedure 1. Create a new accounting document with two line items. 2. In the first line, enter a debit posting for the amount required and for the account affected by the transaction. Enter profit center A in this line.
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3. In the second line, enter a credit posting for the same amount for the account. Enter profit center B in this line. When you create the accounting document, the amount in question is reallocated.
Procedure
Assigning Profit Centers for Revenue and COGS Accounts
When you create a marketing document that involves revenue and cost of goods sold accounts (such as a delivery, A/R invoice, return, A/R invoice + payment, and A/R credit memo), the transactions are: Posted to the default revenue and cost of goods sold accounts Allocated to the profit centers that were linked to these accounts via the Chart of Accounts The following procedure explains how to link different profit centers to the revenue and cost of goods sold accounts at the document and/or row level. Prerequisites You have defined the required profit centers in . You have prepared the relevant marketing document, but have not yet added it to the database. Procedure 1. Open the Form Settings window of the relevant marketing document and go to the Table Format tab. 2. Select the Visible and Active options for the Profit Center and COGS Profit Center columns. 3. Choose OK. The application adds the Profit Center and COGS Profit Center columns to the Contents tab of the marketing document. 4. To assign profit center(s) at the document level: 1. Choose Form Settings Document Table . Financials Cost Accounting Profit Centers
2. In the Profit Center field, assign the required profit center for the revenue account. 3. In the COGS Profit Center field, assign the required profit center for the cost of goods sold account. 4. Choose OK. A system message appears asking whether you want to apply your selections to the document rows. 5. Choose OK. 5. To assign profit center(s) at the row level:
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1. Place the cursor in the Profit Center field in the item row and insert the required profit center for the revenue account. 2. Place the cursor in the COGS Profit Center field in the item row and insert the required profit center for the cost of goods sold account. 6. When the document is completed, choose Add.
Note
Note
If most of the document rows have the same profit centers, you can first assign profit centers at the document level and then assign profit centers to the exceptional rows. End of the note. Result The application displays the selected profit centers in the Profit Center and COGS Profit Center columns in the marketing document you created. The selected profit centers are linked to the amounts posted to the revenue and cost of goods sold accounts as a result of creating the document. These amounts are reflected in the Profit Center Report.
Note
Note
If a COGS profit center is not defined, the profit center defined for the revenue account is assigned automatically to the cost of goods sold account, at both the document and row levels. End of the note. More Information Cost Accounting
Object
Profit Centers - Setup Window
Use this window to define profit centers in your company. To open the window, choose
Note
Financials
Cost Accounting
Profit Centers
Note
Profit Centers Setup Window
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Profit Center Specify a code or short description of the profit center. Sort Code Specify a sort code for the profit center, for selection by future reports and analyses.
Example
Example
A company manufactures 10 different products, for each of which you defined a profit center. The products are divided among three different categories, and the company management wants to know which category is most profitable. You can assign to each profit center a sort code that represents the relevant product category. Generating the Profit Center report summarized by sort code provides the answer. End of the example. Open Table Opens the Table of Profit Centers and Distribution Rules window.
Function
Distribution Rules
A distribution rule is used to allocate direct and indirect costs and revenues to one or more profit centers, thus containing information regarding the portion of the costs or revenues to be allocated to each individual profit center.
Example
Example
To distribute the indirect costs incurred by rent you could specify what portion of the total rented space a specific profit center uses. If one store used 150 square yards of the total rented floor space of 200 square yards, and the other used only 50 square yards, you could distribute the costs incurred by rent and professional cleaning services proportionately among the stores on the basis of the space they occupy. To achieve this, you can assign the distribution rules to the appropriate expense accounts and revenue accounts. Another way of defining such a distribution key would involve expressing the number of employees belonging to a profit center as a proportion of the total head count in the company. End of the example. To activate the cost accounting functionality, you need to link the distribution rules to the respective expenditure and sales G/L accounts of the business. As a result, the amount of each accounting transaction that is posted to these accounts is recorded in the respective profit centers. More Information Distribution Rules - Setup Window Assigning Distribution Rules to G/L Accounts
Procedure
Changing the Distribution Rule in an Accounting Document
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If you use an accounting document to make a posting to an account, the distribution rule/profit center defined for the account is also included in the accounting document. This triggers the posting in Cost Accounting. At times, you may have to use a different profit center than usual for a transaction. For example, if you have some cleaning work done that also involves renovation, you might want to post the costs to your usual cleaning costs account, but to a different profit center. In such a case, you would need to change the distribution rule or profit center specified in the accounting document. Procedure 1. Display the row information of the accounting document in question. You see the distribution rule or profit center in the Profit Center field. 2. Select a different distribution rule or profit center for the transaction in the Profit Center field. 3. Choose the field in question and in the displayed drop-down list, select the entry you require. The expenses or revenues in this accounting document will now be posted using the changed distribution rule.
Procedure
Changing the Distribution Rule in an Invoice
Each row in an invoice represents a posting to an expense or revenue account (depending on whether the invoice is an incoming or outgoing invoice). Based on information from the sold or purchased item or service, the system writes this account automatically to the invoice. If a distribution rule or profit center with direct distribution has been defined for this account, then credit or debit posting is also made to the relevant profit center(s). At times, you may want to post to a different profit center than the one proposed by the system, for example, if a store other than the usual one has sold a product. Procedure 1. Go to Line Details information for the invoice in question to change the profit center in one particular invoice. 2. In the Costing Code field, select a distribution rule or profit center other than the one proposed by the system. You can use the Tab key to generate a list of the distribution rules or profit centers defined in the system. 3. Select a different account for the invoice in this window by entering a different account number in the Account Number field for the invoice item in question. The system will then use the distribution rule defined for this account (in the Costing Code field of the document).
Procedure
Displaying and Editing a Distribution Rule
Procedure You can only display (not change) a direct distribution rule that was generated automatically by the system for a profit center. You can change other distribution rules, including indirect distribution rules.
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1. From the SAP Business One Main Menu, choose .
Cost Accounting
Define Distribution Rules
2. In Search mode, use the search functions to find the required distribution rule. You can change an indirect distribution rule. For example, you can add new profit centers to a distribution rule, or change the factors used to allocate costs and revenues. 3. Choose Update to save your changes.
Object
Distribution Rules - Setup Window
Use this window to specify and view distribution rules. To open the window, choose
Note
Financials
Cost Accounting
Distribution Rules
Note
Distribution Rules Setup Window
Total Specify the reference value to be used for defining factors. Effective from For reporting purposes, specify the date from which you want the distribution rule to be activated. Direct Debit Specify whether the allocation of amounts based on this distribution rule is done directly or indirectly.
Example
Example
A company consists of four departments, each of which is a profit center. The electricity bill covers the consumption of the entire company for a defined period. Since the company cannot calculate the exact amount of electricity consumed by each department, the global amount is distributed among the departments according to each department's office size. The distribution rule used in this case is Indirect Debit, as it is impossible to relate a specific amount of the electricity bill directly to a specific department. End of the example. The Direct Debit distribution rule is used for allocating amounts that are directly related to specific profit center, such as raw material expenses for a production division. Center Code, Center Name Specify the code of the profit center. Value
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Specify the portion of the costs or revenue to be debited from/credited to the profit center. Table Total Total of all values entered in the table, which is not necessarily the same as the total value specified in the Total field above. If you want to distribute costs and revenues as percentages, leave the default total value (100) unchanged, and enter the percentages for the individual profit centers as whole numbers in the table.
Note
Note
If the values you enter in the table do not add up to the total value, SAP Business One automatically allocates the difference to the zero profit center (Centr_z). At the end of a predefined period, you can allocate the expenses and revenues from the zero profit center to the appropriate profit centers. If you do not know the distribution key when the expenses and revenues are incurred, you can use the zero profit center. At the end of the period, you can allocate all costs from the zero profit center using the appropriate distribution key. End of the note. Distribution Rule History Displays the Distribution Rule History window, which provides an overview of the changes made to the specific distribution rule. More Information Distribution Rule History
Function
Distribution Rule History
This window gives an overview of the changes made to a specific distribution rule. The changes are displayed according to the Effective From value.
Example
Example
A sweets factory produces chocolate, cookies, and ice cream. In the spring and summer periods (01.03.20xx 31.08.20xx) the sugar consumption of the factory is distributed among the three profit centers as follows: 30 % - cookies 30 % - chocolate 40 % - ice cream However, between 01.09.20xx and 28.02.20xx, the factory does not produce ice cream, and the sugar consumption is distributed as follows: 40 % - cookies
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60 % - chocolate After the first year the Distribution Rule History window displays the following rows: Effective From 01.03.20xx 01.09.20xx . End of the example.
Background
Centr_z
Chocolate_PC Cookies_PC 30 30 60 40
Ice Cream_PC 40
Where can I specify one time distribution rule?
Following are listed the transactions and documents in the application where you can assign distribution rule to G/L accounts that are involved in a specific transaction/series of transactions/document. This might be required in the following cases: You have assigned to the G/L accounts that are involved in the transaction/series of transactions/document a default distribution rule, but for the specific transaction/document you need to assign different distribution rule. You haven't assigned default distribution rule to the G/L accounts involved in the specific document/transaction, but for the specific transaction/series of transactions/document, you need to assign to these G/L accounts a distribution rule. Features In all places listed below the distribution rule can be changed at any time (before and after the transaction/document is added) unless otherwise is written.
Financial Module
Journal Entry - the field Distr. Rule is active on the row level. It can be accessed either when working with the expended editing mode, by adding the Distr. Rule column from the Form Settings - Journal Entry window -> Table Format tab, or by updating the Profit Center field in the Form Settings - Journal Entry window-> Document tab -> Table sub tab. Use the last option to assign the same distribution rule to all of the journal entry rows. Journal Vouchers - the same behavior described for Journal Entry applies on the Journal Voucher Entry window Posting Templates - the column Distr. Rule is displayed by default in the Posting Templates window. Assign to each row the required distribution rule. Journal entries that are created based on this posting template will be recorded automatically in the profit centers of the distribution rules specified in the posting template. Recurring Postings - the same behavior described for Posting Templates applies on Recurring Postings function.
Freight
In the Freight - Setup window (Administration Setup Freight the Distr. Rule column enables you to specify the required distribution rule for each freight item defined. To do so, select the Distr.
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Rule column in the Form Settings - Freight - Setup window. The distribution rule you specify is used by default whenever the specific freight is used, either in row level or document level. In all purchasing and sales documents you can specify, in the row level and in the document level, a distribution rule for each freight item used (up to three freight items in one row). Do it by selecting from the Form settings window of the relevant document the column(s) Freight 1 Distr. Rule, Freight 2 Distr. Rule, and Freight 3 Distr. Rule. Then, specify the distribution rule required for each freight. To specify distribution rule for freight in the document level, open the Freight Charges window from the relevant document, select the Distr. Rule column from the Form Settings - Freight Charges window, and select the required distribution rule for each freight row.
Sales Documents
Note
Note
The following functionality is relevant only for companies who run perpetual inventory accounting system. End of the note. In sales documents of type Item, you can specify distribution rule for Cost of Goods Sold account. To specify distribution rule in row level, add the column COGS Profit Center to the document window, by selecting it from the Form Settings window of the document. Then specify distribution rule for the Cost of Goods Sold account for the whole document, open the Form Setting window of the document, choose the Document tab, and then the Table tab. Specify the required distribution rule in the COGS Profit Center field.
Note
Note
If you do not specify any distribution rule for COGS account while creating the document, the distribution rule (if defined) for the COGS account in Chart of Accounts, is used by default. End of the note.
Inventory Module
Inventory Documents - in Goods Receipt, Goods Issue, and Inventory Transfer, you can specify distribution rule to each document row. To do so, open the Form Setting window of the relevant inventory document, and select in the Table Format tab, the option Distr. Rule. The column Distr. Rule is added to the document table. Now specify the required distribution rule. Inventory Revaluation - you can specify for each item row the required distribution rule in the Distr. Rule column. The amount posted to the Inventory account defined for the item is recorded to profit center(s) according to the specified distribution rule. Initial Quantities, Inventory Tracking, and Stock Posting - when inserting initial quantities or generating stock posting, it is possible to assign distribution rule to each item row, by specifying the relevant distribution rule in the Distr. Rule column.
Banking Module
Incoming and Outgoing Payments - you can specify a distribution rule for each document row, by selecting the required distribution rule in the Distr. Rule column. Payment Wizard - you can specify distribution rule to each row in the Recommendation Report
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Function
Table of Profit Centers and Distribution Rules
Use this window to get an overview of the profit centers and distribution rules defined in SAP Business One. To open the window, choose Distribution Rules More Information Table of Profit Centers and Distribution Rules Window
Object
Financials
Cost Accounting
Table of Profit Centers and
Table of Profit Centers and Distribution Rules Window
Use this window to get an overview of the profit centers and distribution rules defined in SAP Business One. To open the window, choose Distribution Rules . Financials Cost Accounting Table of Profit Centers and
Table of Profit Centers and Distribution Rules
Factor/PC Lists the distribution rules. If the rule is for a profit center, it has the same name as the profit center and you cannot make any changes to it. Total Total value of each distribution rule. Centr_Z Portion allocated to the zero profit center. If the total value is allocated in its entirety to individual profit centers, the value in this column is 0. Additional columns All profit centers defined in the system. The appropriate distribution key for distributing costs among the profit centers is displayed for each distribution rule. New Profit Center Opens the Profit Centers - Setup window. New Distribution Rule Opens the Distribution Rules - Setup window. More Information Table of Profit Centers and Distribution Rules
Function
Profit Center Report
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Use this report to analyze the financial situation of a profit center in detail. You can display all of the expenses and revenues that were credited to or debited from the profit center, or filter the information by selection criteria. More Information Profit Center Report - Selection Criteria Profit Center Report Window
Object
Profit Center Report - Selection Criteria
Use this window to specify selection criteria for the Profit Center Report. To open the window, choose Financials Cost Accounting Profit Center Report .
After defining the report, you can view it in the Profit Center Report Window.
Selection Criteria
Profit Center From...To... Specify a range of profit centers to include in the report. Sort Code From...To... Specify a range of sort codes. The report can then include only profit centers with the selected sort codes. Due Date From...To..., Posting Date From...To..., Document Date From...To... Specify ranges of due dates, posting dates and document dates to restrict the transactions in the report. Summary of Specify how to summarize the report.
Note
Note
When selecting Months you can choose to display the report by posting date or by value date. End of the note. Summary by Sort Code Displays a summary for each sort code in the report.
Object
Profit Center Report Window
This window displays the Profit Center Report according to your selection criteria.
Note
Note
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Profit Center Report Window
Trans.No, Origin Transaction number and origin type of the transaction.

Example
Example
IN
is displayed for a transaction created by an A/R invoice.
End of the example.

Note
Note
Only available when the selected Summary of option is Linked Accounts. End of the note. Direct Allocation Amounts referring to direct allocation, divided into expenses and revenues. Indirect Allocation Amounts referring to indirect allocation, divided into expenses and revenues. Total Total amount for each row.
Function
Revaluation
The revaluation functions enable you to update values of G/L account balances, cost of sale account balances, and inventory. To perform revaluation, from the SAP Business One Main Menu, choose More Information G/L Account Revaluation Cost of Sale Revaluation Inventory Revaluation Wizard
Function
Financials
Revaluation
G/L Accounts Revaluation: Chile and Mexico
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This wizard guides you through the revaluation of G/L accounts defined in SAP Business One. To perform G/L account revaluation choose . More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico G/L Accounts Revaluation Wizard
Function
Financials
Revaluation
G/L Accounts Revaluation
Cost of Sale Revaluation: Mexico
This wizard guides you in defining the necessary parameters for revaluating the cost of sale in SAP Business One, and automatically creates the required posting for the revaluation. To perform revaluation for cost of sale accounts, choose Revaluation . Financials Revaluation Cost of Sale
More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico Cost of Sale Revaluation Wizard
Function
Inventory Revaluation Wizard: Mexico and Chile
Inventory revaluation is the first step in the revaluation process performed by SAP Business One. The Inventory Revaluation Wizard guides you through the multistep process of defining the required parameters for inventory revaluation, observing revaluation recommendations, and performing the revaluation. Prerequisites Your company runs a perpetual inventory system, and valuates inventory by the moving average method or by the FIFO method. You cannot use this wizard if you manage your inventory according to the standard price method. To perform inventory revaluation according to a specific price list in SAP Business One, you have updated the prices in that price list. If there is no price defined for an item, the revaluation fails. You have entered values in the index table: Since the revaluation process is based on the Index values, make sure you entered the correct values for the revaluation period. Activities To perform inventory revaluation, choose Financials Revaluation Inventory Revaluation Wizard
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, and follow the instructions for each step. More Information Revaluation: Chile, Costa Rica, Guatemala & Mexico
Function
Financial Reports
This menu option includes all reports pertaining to the analysis of the financial and accounting activities of the company. The reports comprise the following main categories: Financial Accounting Comparison Budget Setup
Function
Accounting
The Accounting Reports folder contains: Reports that provide an overview of the objects and data in your accounts Tax reports that you must submit to the tax authorities To access these reports, choose Financials access them from the Reports module. More Information G/L Accounts and Business Partners General Ledger Aging Transaction Journal Report Transaction Report by Projects Document Journal 1099 Report: USA Tax Financial Reports Accounting . Alternatively,
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Object
G/L Accounts and Business Partners
This report enables you to generate a list of G/L accounts and/or business partners. Use this window to specify selection criteria for the report. To access the report, choose Business Partners
Note
Financials
Financial Reports
Accounting
G/L Accounts and
. Alternatively, open it from the Reports module.
Note
Selection Criteria
BP Displays business partners in the report.

Note
Note
When not selected, other options pertaining to business partner selection criteria are not available. End of the note. Display Leads Report includes business partners defined as leads. Customer Group, Vendor Group Specify the group from which to display business partners.
Example
Example
To display only customers, choose None in the Vendor Group field. End of the example. Properties Opens the Properties window where you select the required properties. Your choices appear in the adjoining field. G/L Accounts Includes G/L accounts in the report.
Note
Note
When not selected, options related to G/L account selection criteria are not available. End of the note.
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Find Opens the Find G/L Accounts window where you select G/L accounts for the report. [Level] Select the level of the accounts to display in the table. Selecting Level 1 displays the account titles on the highest level.
Note
Note
A selected row includes all accounts appearing under the title. End of the note. X, Account Indicates accounts selected to appear in the report. Clear the X from a row to deselect the account. Click the X in the column header to select or clear all accounts or selections, respectively, in the table. More Information Find G/L Accounts Window Properties G/L Accounts and Business Partners Window
Object
G/L Accounts
Use this window to select the G/L accounts you want to specify in the G/L Accounts and Business Partners Selection Criteria window. More Information G/L Accounts and Business Partners
Object
Find G/L Accounts
Use this window to find G/L accounts according to several parameters and search criteria.
Note
Note
The following fields appear only if you have selected Use Segmentation Accounts for the company (see Administration System Initialization only Code From...To appears. Company Details Basic Initialization ). If not,
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End of the note.

Find G/L Accounts
By Segmentation Lets you specify search criteria according to the account segmentation. Natural Account From...To... Specify the account code, to view all the divisions, regions, and departments in which this account code exists. Division, Region, Department Opens the Segment Codes - Selection Criteria window, where you can choose which division, region or department to include in the account selection. By G/L Account, Code From...To... Specify a range of account codes as a search criteria. More Information G/L Accounts and Business Partners Segment Codes - Selection Criteria
Object
G/L Accounts and Business Partners Window
This window displays the G/L Accounts and Business Partners report according to your defined selection criteria.
G/L Accounts and Business Partners Window
G/L Accounts Displays only the list of G/L accounts. BP Displays the list of business partners. G/L Accounts/BP Displays the name, number, and group for each account in a combined list of G/L accounts and business partners. Display Currency Specify whether to display the balance in the local currency, system currency, or respective account foreign currency.
Object
General Ledger
This report enables you to generate a list of journal entries posted to the company database according to various criteria. Use this window to specify selection criteria for the report. To open the window, choose Financials Financial Reports Accounting General Ledger
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After defining the report, you can view it in the General Ledger window.
Note
Note
Selection Criteria
Business Partner Displays business partners in the report.

Note
Note
If not selected, other fields pertaining to business partner selection criteria are not displayed. End of the note. Customer Group, Vendor Group Enables you to include business partners from a specific group, divided between customers and vendors.
Note
Note
To display only customers, choose None in the Vendor Group field. End of the note. Properties Opens the Properties window, where you select the required properties. Your choices appear in the adjoining field. G/L Accounts Includes G/L accounts in the report.
Note
Note
If not selected, other fields related to G/L account selection criteria are not displayed. End of the note. Find Opens the G/L Accounts window, where you specify G/L accounts for the report. Level
Select the level of the accounts displayed in the table. Selecting Level 1 displays the account titles on the highest level.
Note
Note
A selected row includes all accounts appearing under the title.
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End of the note. Level Indicates accounts selected to appear in the report. To deselect an account, clear the X from its row. To select/clear all accounts/selections in the table, click the X in the column header. Posting Date From...To..., Due Date From...To..., Document Date From...To... Specify the date type by which to define the transaction range for the report. You can: Use more than one date range Specify a specific financial period Expanded Opens the Expanded Selection Criteria window, where you define additional parameters for the transactions to be included in the general ledger report. Print Each Account on Sep. Page Prints the transactions related to each account on a separate page. Otherwise, the transactions are printed successively. Print Directly to Printer Prints the report without displaying it on the screen. Order Acct By Chart of Accounts Report displays accounts in the same order as in the Chart of Accounts window. Ignore Adjustments Report excludes transactions with Adj. Trans. (Period 13) selected. Foreign Names The report displays the foreign names defined for business partners and accounts. Display Postings Summary Includes a summary of the postings displayed in the bottom line of the report. Display OB for Periods Displays the balance of the business partners and accounts, as calculated for the day before the first day in the date range defined for the report.
Caution
Caution
The calculation of the opening balance is determined by the date range specified for the report. If you specified more than one date range, SAP Business One calculates opening balance as follows: If Posting Date is one selected option, all transactions with posting date earlier than the date defined in Posting Date From are included. If Posting Date is not selected, all transactions with document date earlier than the date defined in Document Date From are included. End of the caution.
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Display Choose the transactions to display in the report: All Postings All postings found, according to the selection criteria Unreconciled All unreconciled postings Reconciled only Only reconciled postings Unreconciled Externally Only postings that are not reconciled externally (relevant mostly for bank accounts) Reconciled externally Only postings that are reconciled externally Hide Zero Balanced Acct Excludes zero balanced accounts from the report. Hide Acct with no Postings Report excludes accounts with no postings.
Note
Note
Available only if Hide Zero Balanced Acct is not selected. End of the note. Sort and Summarize Enables you to specify sorting criteria for displaying the report on the screen: In the field below, specify what is to be sorted. In the table, define up to three levels of sort. In each row, specify: Required field Order Summarize or not Revaluation Opens the Revaluation Selection Criteria window where you can specify how to revaluate report results.
Note
Note
The revaluation is for display purposes only and does not affect the postings values. End of the note. More Information Properties G/L Accounts
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Expanded Selection Criteria Revaluation Selection Criteria

Object
Expanded Selection Criteria
This window appears when you specify selection criteria for the General Ledger. To open the window, choose Financials Financial Reports Accounting General Ledger
; then, in the General Ledger Selection Criteria window, choose Expanded. Alternatively, open it from the Reports module.
Original Journal Document and transaction types by which journal entries are created in SAP Business One. To display in the report only journal entries created by specific documents or transaction types, select the respective ones. Parameters Select the parameters you want to apply to optimize the range of transactions to display in the General Ledger report, and specify the required range in the respective From...To.. fields. Series Opens the Series Selection window where you can choose to view only journal entries related to specific numbering series. Clear Sel. Clears all selections made in this window. More Information Series Selection
Object
Series Selection
This window appears when you specify selection criteria for the General Ledger. To access the window, choose Financials Financial Reports Accounting General Ledger
. In the General Ledger Selection Criteria window, choose Expanded, and in the Expanded Selection Criteria window, choose Series. Alternatively, open it from the Reports module.
Note
Note
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End of the note.

Series Selection
Document No description Series Numbering series defined in the Document Numbering window for documents available in the Expanded Selection Criteria window.
Object
Revaluation - Selection Criteria
Use this window to specify selection criteria for the Revaluation report. To open the window, choose Financials Financials Reports Accounting General Ledger.
In the General Ledger Selection Criteria window choose Revaluation. Alternatively, open it from the Reports module.
Note
Note
FC Tab
Currency Choose the currency to which you want to revaluate. Revaluation Method Choose whether to calculate the revaluation according to the rate defined in the Posting Date or Due Date of the transaction, or according to Fixed Rate. If you choose the last option, enter the required fixed rate. Average Rate from Interval (in Days) Specify the number of days for calculating an average rate in case an exchange rate was not defined for a specific date. Refer to Rates in Posting (Journal Entry) Select this check box to use the rate defined in the journal entries, if it is different from the rate defined in the Define Foreign Currency Exchange Rates window. Revaluate Multi-Currency G/L Account/BP Multi-currency accounts and business partners must have their values converted to one currency before they can be revaluated. Select whether to revaluate multi-currency G/L accounts or business partners by local currency or by system currency.
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Index Tab
To Choose the required month and year of the index. Value Displays the index defined for the chosen month and year. Change this value if required. Revaluation Method Choose whether to calculate the revaluation according to the index defined for the Posting Date or the Due Date of the transaction. More Information General Ledger
Procedure
Selecting Control Accounts in the General Ledger Report (BP View)
In the General Ledger report (BP view), you can select the transactions per control account. Procedure 1. From the SAP Business One Main Menu, choose General Ledger . Financials Financial Reports Accounting
2. In the General Ledger Selection Criteria window, select the BP checkbox and specify the selection criteria for the report. For more information, see General Ledger. 3. If required, select the desired control accounts. 4. To run the report, choose OK.
Procedure
Summarizing Control Accounts in the General Ledger Report
In the General Ledger report (G/L view), you can summarize the transactions posted on the control accounts. Procedure 1. From the SAP Business One Main Menu, choose General Ledger . Financials Financial Reports Accounting
2. In the General Ledger Selection Criteria window, select the Accounts checkbox and specify the selection criteria for the report. For more information, see General Ledger. 3. If you want to summarize the transactions per control account, select the Summarize Control Accounts option. 4. To run the report, choose OK.
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5. To print the report, choose Result
Print
General Ledger
SAP Business One creates a general ledger report that displays only the selected accounts and prints only the totals for the control accounts.
Object
General Ledger Window
This window displays the General Ledger report according to your defined selection criteria.
General Ledger Window
Posting Date, Due Date Posting date and due date of the accounting document. Series Numbering series assigned to the displayed journal entry. Doc. No. Number of the document that created the transaction and its original journal entry (IN for A/R Invoice, RC for Incoming Payments, and so on). Trans. No. Number of the journal entry. Remarks Text entered in the Remarks field in the journal entry. Offset Acct Offsetting account from the journal entry.
Example
Example
In a journal entry created by an incoming payment, the cash fund account is displayed. End of the example. Deb./Cred.(LC) Posting amounts in local currency. Credit postings are in green and placed in brackets. Balance (LC) Account balance, recorded cumulatively with each posting, in the national currency.
Procedure
Printing Totals by Control Account in the General Ledger Report (BP View)
In the General Ledger report (BP view), you can print the totals per control account for each business partner and a summary of the control accounts at the end of the report. Procedure
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1. From the SAP Business One Main Menu, choose General Ledger .
Financials
Financial Reports
Accounting
2. In the General Ledger Selection Criteria window, select BP and specify the selection criteria for the report. For more information, see General Ledger. 3. To run the report, choose OK. 4. To print the report, choose General Ledger by Control Account 5. Click Set as Default and Cancel. 6. Choose Result SAP Business One creates a report that displays the transactions with totals per control account for each business partner and a summary by control account at the end of the report.
Function Print Layout Designer
(Print Layout Designer)
Expand Ledger
Print
Expand Ledger
Aging
The aging reports give you a general or detailed overview of the age of unpaid customer debts, and the age of unpaid liabilities to the vendors of the company. To create aging reports, choose Financials Financial Reports Accounting Aging.
Alternatively, create them from the Reports module. More Information Customer Receivables Aging Vendor Liabilities Aging
Customer Receivables Aging

Use
This report contains information about the number of open receivables for a customer, as well as the age of each customer receivable. It analyzes customer receivables owed to you by your customers. In this report, customer receivables are sorted according to their age. You can load the report results to Microsoft Word and automatically create standard letters that contain information about a customers account status.
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When you print the report, you can also print the selection criteria on a separate page. To access the window from the SAP Business One Main Menu, choose Sales A/R ? Sales Reports ? Customer Receivables Aging. Alternatively, choose Reports ? Sales and Purchasing ? Customer Receivables Aging.
See also: Customer Receivables Aging Selection Criteria Customer Receivables Aging Report
Object
This report lists all open customer receivables, sorted by age, and provides an analysis of each customer receivable owed to you. You can load the report results to Microsoft Word and automatically create standard letters with information about a customers account status. Use this window to specify selection criteria for the Customer Receivables Aging report. To open the window, choose one of the following: Business Partners Business Partner Reports Aging Customer Receivables Aging
Financials
Financial Reports
Accounting
Aging
Alternatively, open it from the Reports module.

Note
Note
When you print the report, you can print the selection criteria on a separate page. End of the note.
Note
Note
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Customer Receivables Aging Selection Criteria Fields
Properties Opens the Properties window, where you can select customer properties. Aging Date The age of a receivable is determined using this date. Usually, this is the current date, which is therefore set as the default. You can change the default if, for example, you want to display all receivables that are due for payment during the following week. Interval Specify a time interval for grouping receivables. From the drop-down box select Days, Months , or Periods. If you choose Days, another field appears for specifying the number of grouping days.
Example
Example
Specifying 30 days as the interval subdivides the receivables as follows: Up to 30 days old 31 to 60 days old 61 to 90 days old 91 days or older End of the example. Display Customers with Zero Balance Includes customers with a zero balance in the report. Display Reconciled Transactions Displays reconciled journal entries of the accounting documents generated for the customers. More Information Customer Receivables Aging
Procedure
Customer Receivables Aging Report - Filtering by Control Accounts
You can generate the Customer Receivables Aging report to show only the transactions and balances for selected control accounts. Procedure 1. From the SAP Business One Main Menu, choose Aging Customer Receivables Aging . Financials Financial Reports Accounting
2. In the Customer Receivables Aging Selection Criteria window, specify the selection criteria for the report.
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For more information, see Customer Receivables Aging. 3. To select the control accounts, select the Control Accounts checkbox and choose 4. To generate the report, choose OK. 5. Double-click one customer. The Customer Receivables Aging Report Details window appears and shows the transactions and balances for selected control accounts. 6. To display the control account number, choose
Form Settings Browse
(Browse).
(Form Settings).
7. On the Table Format tab in the Form Settings window, select the Visible and Active fields for the Control Account column.
Note
Note
In the localization for France, the print layouts for the Aging report now contain the Control Account field. End of the note.
Object
Customer Receivables Aging Report
SAP Business One displays the results of this report according to your selection criteria. When processing this report, you can also display detailed information about customers in each row. In the detailed view, the system displays documents together with the respective receivables. The report provides the size of the debt the customer has acquired and the length of time that the debt has remained unpaid.
Note
Note
Customer Receivables Aging Report
Currency Specify the currency for displaying the report results. Aging Date The aging date entered in the selection criteria window. Age By Choose whether to calculate the age of the receivable according to the due date, posting date, or document date of the document/journal entry. Balance Due Total amount of open receivables.
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Figures in brackets indicate payments received from a customer that exceed the amount of the receivables for the period. Future Remit Displays all open receivables owed by the customer according to the date selected in the Age By field and for which the date specified in the Aging Date field has not yet been reached.
Example
Example
The customer has an open A/R invoice for USD100, due on May 1st. In the Age By field, Due Date is selected. The Aging Date is April 28th. Since the invoice is due after the aging date, the invoice amount is displayed in the Future Remit column. End of the example. [Time Intervals] These four columns are constructed according to the specifications you made in the Interval field in the selection criteria window. SAP Business One displays the relevant open receivables for the time interval in four columns. The amount of future remit is first subtracted from the total sum of receivables. Days Each column represents the number of days entered in the selection criteria window, starting from the aging date and moving back. The fourth column includes open receivables for the days prior to those in the first three columns. Months Each column represents one month starting from the aging date month and moving back. The last column includes open receivables for months prior to the first three months. Periods Each column represents one period, as defined in Administration System Initialization
Posting Periods , starting from the aging date period and moving back. The last column includes open receivables for the periods prior to the first three periods. If the number of periods in your company is fewer than four, the non-relevant columns are titled as Not Valid. Doubtful Debt Displays any existing doubtful debt amount. [Top Total Row] Displays the sum of amounts listed in one column. [Bottom Total Row] Displays the percentage of open receivables for each time interval. More Information Customer Receivables Aging Customer Receivables Aging Selection Criteria
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Customer Receivables Aging Window: Doubtful Debts Europe, Israel

Object
Customer Receivable Aging - Details
This window displays the details, for one specific customer, from the Customer Receivables Aging report, according to your selection criteria. To open the window, generate the Customer Receivables Aging report, and then double-click the row number of the required customer.
Note
Note
Customer Receivable Aging - Details
Currency Click and specify the currency for displaying the report results. Aging Date Displays the aging date entered in the selection criteria window. Age By Choose whether to calculate the age of the receivable according to the due date, posting date, or document date of the document/journal entry. Type Displays the document type and provides a link to the document window. Installment No. Displays the successive number of the installment.
Example
Example
If a document contains three installments, each installment is displayed in a separate row, and this field displays the values 1, 2, and 3 accordingly. End of the example. BP Ref. No. Business partner reference number. Total Displays the debt amount for the document displayed in the row. If the document was partially paid, this field displays the amount still to be paid. Future Remit
Displays all open receivables owed by the customer, according to the date selected in the Age By field, and for which the date specified in the Aging Date field has not yet been reached.
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Example
Example
The customer has an open A/R invoice for USD 100, due on May 1. Due Date is selected in the Age By field. The Aging Date is April 28. Since the invoice is due after the aging date, the invoice amount is displayed in the Future Remit column. End of the example. Interest Displays the interest amount that should be paid. Interval columns SAP Business One displays the relevant open receivables in four columns representing the specifications you made in the Interval field in the selection criteria window. The amount of future remit is first subtracted from the total sum of receivables. The fourth column in each category includes open receivables for the respective category prior to the first three columns. Days Each column represents the number of days entered in the selection criteria window, moving backwards from the aging date. Months Each column represents one month, moving backwards from the aging date month. Periods Each column represents one period, as defined on the Posting Periods tab in System Initialization Doubtful Debt , moving backwards from the aging date period. Administration
Displays any existing doubtful debt amount. Level Displays the dunning level assigned to the debt. Letter Select the check box in this column to create a dunning letter for that document. More Information Customer Receivables Aging
Object
Customer Receivables Aging: Doubtful Debts in Europe and Israel
The Customer Receivables Aging report contains a column displaying the Doubtful Debt amount of a customer's late invoices. In this report you are able to issue a journal entry to credit the customer for the lost debt. The calculation for this field depends on the definitions in the Define Doubtful Debts window. The sum of the
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invoices for each range of days is multiplied by the percentage defined for this range of days. More Information Customer Receivables Aging Window
Function
Vendor Liabilities Aging
This report analyzes vendor liabilities, sorted by age. You can load the report results to Microsoft Word and automatically create standard letters with information about an account status.
Note
Note
When you print the report, you can print the selection criteria on a separate page. End of the note. More Information Vendor Liabilities Aging Selection Criteria Vendor Liabilities Aging Report
Object
Vendor Liabilities Aging Report
SAP Business One displays the results of the report according to your selection criteria. When processing this report, you can also display the detailed information for each vendor in the row. In the detailed view, the documents are displayed together with the respective liabilities. The report provides the size of the vendor liability and the time that the debt has remained unpaid.
Vendor Liabilities Aging Report
Currency Specify the currency to use for displaying the report results. Aging Date Aging date entered in the selection criteria window. Age By Specify by which date to calculate the age of the liabilities: due date, posting date, or document date of the document/journal entry. Vendor Code Vendor code as defined in the business partner master data. Vendor Name Name of the vendor as defined in the business partner master data.
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Total Total amount of open liabilities. Figures in brackets indicate amounts owing to vendors. Future Remit. Displays all open liabilities owed to vendors according to the date selected in the Age By field and for which the date specified in the Aging Date field has not yet been reached.
Example
Example
You have an open A/P Invoice for USD100, due on May 1st. Due Date is selected in the Age By field. The Aging Date is April 28th. Since the invoice is due after the aging date, the invoice amount is displayed in the Future Remit. column. End of the example. Time Intervals SAP Business One displays the relevant open receivables in four columns representing the specifications you made in the Interval field in the Vendor Liabilities Aging Selection Criteria window. The amount of future remit is first subtracted from the total sum of receivables. The fourth column in each category includes open receivables for the respective category prior to the first three columns. Days Each column represents the number of days entered in the selection criteria window, moving backwards from the aging date. Months Each column represents one month, moving backwards from the aging date month. Periods Each column represents one period as defined in General Settings: Posting Periods Tab, moving backwards from the aging date period. Not Valid Non-relevant columns, if the number of periods in your company is less than the 4. Top Total Row Displays the sum of amounts listed in one column. Bottom Total Row Displays the percentage of open receivables for each time interval. More Information Vendor Liabilities Aging Vendor Liabilities Aging Selection Criteria
Object
Vendor Liabilities Aging - Selection Criteria
Use this window to specify selection criteria for the Vendor Liabilities Aging report.
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To open the window, choose one of the following options: Purchasing Financials A/P Purchasing Reports Financials Reports Vendor Liabilities Aging Accounting Aging Vendor Liabilities Aging
Reports
After defining the report, you can view it in the Vendor Liabilities Aging Report window.
Vendor Liabilities Aging Selection Criteria Fields
Code From ... To Specify a range for the business partner number. Vendor Group Specify a vendor group as a selection criterion. Properties Opens the Properties window, in which you can select the vendor properties. Select All Report includes all vendors. Aging Date Used to determine a liability age. The current date is the default setting. You can change the default if, for example, you want to display all liabilities that are due for payment during the following week. Interval Specify a time interval for grouping liabilities. From the drop-down box select Days, Months, or Periods. If you choose Days, another field appears for specifying the number of grouping days.
Example
Example
Specifying 30 days as the interval subdivides the liabilities as follows: Up to 30 days old 31 to 60 days old 61 to 90 days old 91 days or older End of the example. Posting Date From ... To...
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Specify a range of posting dates to filter for transactions to be displayed in the report. Due Date From ... To... Enter a range of due dates for the transactions you chose to display in the report. Document Date From ... To... Enter a range of document dates for the transactions you chose to display in the report. Display Vendors with Zero Balance Report includes vendors with zero balance. Display Reconciled Transactions Displays reconciled journal entries according to their reconciliation date, rather than the journal entry dates.
Object
Vendor Selection
Use this window to define the required vendor range for a report.
Vendor Selection
BP Code, BP Name Code and name of each vendor defined in SAP Business One. [Selection Column] Deselect the vendors you want to exclude from the report.
Note
Note
To deselect all vendors, click the column header. End of the note. Clear Table Removes all vendors from the table. Add Opens the Properties window, where you can specify a vendor range. More Information Properties
Procedure
Vendor Liabilities Aging Report - Filtering by Control Account
You can generate the vendor liabilities aging report to show only the transactions and balances for selected control accounts. Procedure 1. From the SAP Business One Main Menu, choose Financials Financial Reports Accounting
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Aging
2. In the Vendor Liabilities Aging Selection Criteria window, specify the selection criteria for the report. For more information, see Vendor Liabilities Aging Selection Criteria. 3. Select the Control Accounts checkbox and click 4. To generate the report, choose OK. The Vendor Liabilities Aging Report Details window appears, displaying the transactions and balances for selected control accounts. 5. To display the control account number, choose
Form Settings Browse
(Browse) to select the control accounts.
(Form Settings).
6. On the Table Format tab in the Form Settings window, select the Visible and Active fields for the Control Account column.
Note
Note
In the localization for France, the print layouts for the Aging report now contain the Control Account field. End of the note.
Object
Vendor Liabilities Aging - Details
This window displays details about the liabilities of a specific vendor. To access the window, in the Vendor Liabilities Aging report, double-click the row number of the vendor whose details you want to view.
Note
Note
Vendor Liabilities Aging - Details
Currency Click to choose the currency in which you want to display the report results. Aging Date Aging date entered in the selection criteria window. Age By Choose whether to calculate the age of the liabilities according to the due date, posting date, or document date of the document/journal entry. Age By
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Click this icon to open the Business Partner Master Data record related to the displayed vendor. Type Displays the document type and provides a link to the document window. Installment No. Displays the successive number of the installment.
Example
Example
If a document contains three installments, each installment is displayed in a separate row, and this field displays the values 1, 2, and 3 accordingly. End of the example. BP Ref. No. Business partner reference number. Total Debt amount for the document displayed in the row. If the document was partially paid, this field displays the amount still owing. Fut. Remit Displays all open liabilities owed to the vendor according to the date selected in the Age By field and for which the date specified in the Aging Date field has not yet been reached.
Example
Example
You have an open A/P Invoice for USD100, due on May 1st. Due Date is selected in the Age By field. The Aging Date is April 28th. Since the invoice is due after the aging date, the invoice amount is displayed in the Future Remit column. End of the example. Interval columns SAP Business One displays the relevant open liabilities in four columns representing the specifications you made in the Interval field in the selection criteria window. The amount of future remit is first subtracted from the total sum of liabilities. The fourth column in each category includes open liabilities for the respective category prior to the first three columns. Days Each column represents the number of days entered in the selection criteria window, moving backwards from the aging date. Months Each column represents one month, moving backwards from the aging date month. Periods Each column represents one period, as defined on the Posting Periods tab in System Initialization , moving backwards from the aging date period. Administration
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Object
Transaction Journal Report
Use this window to specify selection criteria for the Transaction Journal report, which displays a list of transactions according to a selected transaction type. To open the window, choose Journal Report Financials Financial Reports Accounting Transaction
After defining the report, you can view it in the Transaction Journal Report window.
Selection Criteria
Original Journal Specify the type of transaction to display. Transaction No. From...To... Specify a range of transaction numbers to include only transactions whose numbers fall within the range. Series Opens the Series Selection window, where you can choose to display only transactions with numbers of specific numbering series. More Information Series Selection Window
Object
Transaction Journal Report Window
This window displays the Transaction Journal Report according to the defined selection criteria.
Note
Note
Transaction Journal Report Window
Original Journal Original journal defined for the report. Currency Currency to use for displaying transaction amounts. Date Posting date of each transaction. Series
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Numbering series assigned to each transaction. Type Type of transaction.

Note
Note
Each document has a different transaction type. For example, IN is for A/R invoice. End of the note. Trans.# Transaction number with a link to the transaction. Creator User who created the document or the transaction. G/L Acct /BP Code Code of the G/L account and/or business partner involved in the transaction. G/L Acct/BP Name Name of the G/L account and/or business partner involved in the transaction. Debit, Credit Debit or credit values in the transaction, per G/L account/business partner. Total debit and credit amounts are displayed at the bottom of the columns. Series Opens the Series Selection window, where you can choose to display only transactions with numbers of specific numbering series. The report is updated accordingly. More Information Series Selection Window
Object
Transaction Report by Projects
This report displays the transactions made in SAP Business One and groups them by their related projects.
Note
Note
Failure to consistently relate projects to transactions may result in an inaccurate report. End of the note. Use this window to specify selection criteria for the Transaction Report by Projects. To open the window, choose by Projects Financials Financial Reports Accounting Transaction Report
After defining the report, you can view it in the Transaction Report by Projects window.
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Selection Criteria
Project From...To..., G/L Account From...To... Specify the required project/range of projects, and the required G/L account/range of G/L accounts. Due Date From...To..., Posting Date From...To..., Document Date From...To... Specify the required date ranges for the report.
Note
Note
The default values for these fields are the date ranges defined for the current posting period. End of the note.
Object
Transaction Report by Projects Window
This window displays the Transaction Report by Projects according to your defined selection criteria.
Note
Note
Transaction Report by Projects Window
Trans. No. Number and link to journal entry. Project Code Project code to which the transaction is linked. Account Number Code of the G/L account involved in the transaction that is linked to the project code. Posting Date Posting date of the transaction. Debit, Credit Credit and debit amounts of the rows in the transaction that are linked to the project code. Total Total amount per account, per project code. Credit amounts are marked with a negative sign.
Object
Document Journal
This report displays in detail journal entries created manually or automatically by documents produced in SAP Business One. The large variety of selection criteria can create the most accurate report as per company requirements.
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Use this window to specify selection criteria for the Document Journal report. To open the window, choose Report Financials Financial Reports Accounting Document Journal
After defining the report, you can view it in the output modes Detailed Transactions or Month Totals.
Note
Note
Selection Criteria
BP Displays business partners in the report.

Note
Note
When not selected, all other fields pertaining to business partner selection criteria are unavailable. End of the note. Customer Group, Vendor Group Specify whether to display business partners from specific groups, divided into customers and vendors.
Note
Note
To display only customers, choose None in the Vendor Group field. End of the note. Properties Opens the Properties window where you can specify properties as selection criteria. Your choices appear in the adjoining field. Accounts Includes G/L accounts in the report.
Note
Note
When not selected, all other fields related to G/L accounts selection criteria are unavailable. End of the note. Find Opens the Find G/L Accounts window, where you can specify G/L accounts to be included in the report. [Level] Select the level of the accounts to display in the table. Selecting Level 1 displays the account titles on the highest level.
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Note
Note
A selected row includes all accounts appearing under the title. End of the note. X, Account Indicates accounts selected to appear in the report: Clear the X from a row to deselect the account. Click the X in the column header to select/clear all accounts/selections in the table. Posting Date From...To, Creation Date From...To, Document Date From...To Define the transaction range by posting, creation and/or document date, and specify a date range. Output Mode: Detailed Specify the output mode of the report: No Total: Displays all journal entries Month (Posting Date): Displays all journal entries per month based on the posting date Month (Posting Date) and Original Journal: Displays all journal entries per month based on the posting date and original journal Period (Posting Date) and Original Journal: Displays all journal entries per period based on the posting date and original journal Output Mode: Totals Specify the output mode of the report: Month (Posting Date): Displays the totals per month based on the posting date Month (Creation Date): Displays the totals per month based on the creation date Month (Posting Date) and Original Journal: Displays the totals per month based on the posting date and original journal Period (Posting Date) and Original Journal: Displays the totals per period based on the posting date and original journal Creation Date Groups the postings by month, based on the creation date.
Note
Note
Only available for Month Totals Mode. End of the note. Display Postings Summary
Displays the postings summary in a separate row at the end of the report.
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Note
Note
Only relevant for Month Totals Mode. End of the note. Display OB for Periods Displays the opening balance in one of the following specified ways: OB from Start of Company Activity from day one of company activity through the date range defined for the report. OB from Start of Fiscal Year accumulated from the start of the fiscal year to which the earliest posting period included in the date range of the report refers.
Example
Example
If the date range defined is 1.4.0531.3.06 and the posting periods defined are four quarters per calendar year, the date to be considered as "Start of Fiscal Year" is 1.1.2005 . End of the example.
Caution
Caution
The calculation of the opening balance is influenced by the date range defined for the report. If you specify more than one date range, SAP Business One calculates opening balance as follows: End of the caution. If Posting Date is one of the selected options, all transactions with posting date earlier than the date defined in the Posting Date From field are included. If Posting Date is not one of the selected options, all transactions with document date earlier than the date defined in the Document Date From field are included. Ignore Adjustment Report excludes adjustment transactions. Display Installments in One Row Group installments included in transactions in one row. The row representing the installments displays the cumulative amount of all the installments in the transaction, while all the other details of that row refer to the last installment.
Note
Note
Only relevant for the Detailed Transactions output mode. End of the note. Numbering for Detailed Mode, First Sequential No., No. on First Printed Page Specify the first sequential number and the first page number to be displayed in the detailed mode of the report.
Note
Note
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Page numbering is only relevant for printed reports. End of the note. Sort Report sorts using the criteria that you specify. In the table, specify the required sorting fields and their preferred order. More Information Properties Find G/L Accounts Expanded Selection Criteria
Object
Document Journal: Detailed Transactions
This window displays the Document Journal in the Detailed Transactions output mode, according to your selection criteria.
Note
Note
Document Journal: Detailed Transactions
Succ. No. Successive numbers of transactions, according to the value entered in the First Sequential No. field in the selection criteria. Trans. No. Transaction number and a link to the journal entry. Posting Date Posting date of each row in the transaction.
Note
Note
If you selected Display Installments in One Row in the selection criteria, the posting date displayed in the installment rows is the one assigned to the last installment. End of the note. Series Numbering series linked to the transaction. G/L Acct/BP Code, G/L Acct/BP Name
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Code and name of the G/L account or business partner to which the row of the transaction is related. Debit/Credit (LC) Total amount of the credit or debit fields, in local currency. Remarks Additional details for the document or journal entry.
Object
Document Journal: Month Totals Mode
This window displays the Document Journal in the Month Totals Mode output mode, according to your selection criteria.
Document Journal: Month Totals Mode
Date Month and year when the transactions summarized in this row were created. Total Credit (LC), Total Debit (LC) Sum of G/L account, customer and vendor credit or debit, in local currency. Credit Account (LC), Debit Account (LC) Cumulative credit and debit amounts related to G/L accounts, in local currency. Credit Customers (LC), Debit Customers (LC) Cumulative credit and debit amounts related to customers, in local currency. Credit Vendors (LC), Debit Vendors (LC) Cumulative credit and debit amounts related to vendors, in local currency.
Function
1099/1096 Report: USA
1099 forms are used for sending the details of outgoing payments paid to vendors within given calendar year, to the tax authorities. There are three different legal forms to be used when generating the 1099 report in SAP Business One: Miscellaneous Interest Dividend 1096 form is an annual summary of all payments grouped by type of form (Miscellaneous, Interest, and Dividend) This report enables you to retrieve the information required for both 1099 and 1096 reports, and print it on the pre printed official forms. You can create the report in the following formats: More Information
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1099/1096 Report Selection Criteria 1099/1096 Report Window

Object
1099/1096 Report - Selection Criteria
Use this window to specify selection criteria for the 1099/1096 Report: USA report. To open the window, choose Financials Financial Reports Accounting 1099/1096 Report
. Alternatively, open it from the Reports module. After defining the report, you can view it in the 1099/1096 Report Window.
Note
Note
Selection Criteria
1099 Vendor Summary Report Specifies that the 1099 report should be summarized by vendors. 1099 Summary by Form/Box Report Specifies that the 1099 report should be summarized by 1099 forms or 1099 groups. 1099 Form Generates the 1099 report for one 1099 form only. The report results are summarized by vendors. The print layout for this report is designed for printing on official 1099 forms. 1096 Form Generates the 1096 report. This is an annual report that summarizes all the payments by box type. The print layout is designed for printing on an official 1096 form. Show Not Submitted Report includes only documents that are not yet marked as submitted. Show Submitted Report includes documents that are marked as submitted. 1099 Forms Opens the 1099 Report Selection Criteria window, where you can select specific 1099 forms to be included in the report. 1099 Boxes Choose the button to open the 1099 Boxes Selection Criteria window, where you can select specific 1099 boxes to be included in the report. Include Payments Which Are Not Based on Invoices Report includes payments created for vendors, not based on invoices. Include Vendors with 1099 Amount Lower than Required
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Report includes vendors with 1099 amounts lower than the minimum amount defined for the box assigned to them. Vendor Group Report includes only vendors linked to the group specified here. Choose All to include vendors of all groups. Properties Opens the Properties window, where you can select business partner properties as selection criteria for the report. Posting Date From, To Specify the posting date range to be included in the report. By default the range representing the calendar year of the current system date appears. More Information Properties
Object
1099 Report - Selection Criteria
This window lists the 1099 forms that you can include in the 1099/1096 Report - Selection Criteria window for the 1099/1096 Report: USA report. To open the window, choose Financials Financial Reports Accounting 1099/1096 Report
, and then choose 1099 Forms window from the Reports module.
Note
in the 1099 Report Selection Criteria window. Alternatively, open the
Note
Selection Criteria
Choose Select the 1099 forms you want to include in the report.
Object
1099 Box - Selection Criteria
This window lists the 1099 boxes linked to the 1099 forms selected in the 1099/1096 Report - Selection Criteria window. To open the window, choose , and then choose 1099 Boxes the Reports module. Financials Financial Reports Accounting 1099/1096 Report
in the 1099 Report Selection Criteria window. Alternatively, open it from
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Note
Note
Selection Criteria
Form 1099 form name to which the box is linked. Choose Select the 1099 boxes you want to include in the report. More Information 1099/1096 Report: USA
Object
1099/1096 Form Printing
This window displays the 1099/1096 Report: USA according to your defined selection criteria.
Note
Note
1099/1096 Form Printing
Vendor Name Vendors name, and a link to the relevant Business Partner Master Data record.
Note
Note
If you selected 1099 Summary by Form/Box Report in the selection criteria, you also see the 1099 form name. End of the note. Vendor Tax ID Vendor tax ID as defined in the Federal Tax ID field in the Business Partner Master Data.
Note
Note
If you selected 1099 Summary by Form/Box Report in the selection criteria, you also see the 1099 box name. End of the note. 1099 Form, 1099 Box
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Names of the 1099 forms and boxes.

Note
Note
Available only if you selected 1099 Vendor Summary Report in the selection criteria. End of the note. Address Pay To address appearing in the payment document.
Note
Note
Available only if you selected 1099 Summary by Form/Box Report in the selection criteria. End of the note. Total Payments Total amount paid through the payment documents included in the report. 1099 Payments Total 1099 amount paid through the payment documents included in the report.
Object
1099 Detailed Report per Vendor Window
This window displays a detailed 1099/1096 Report for the vendor selected in the 1099 Vendor Summary Report window or the 1099 Summary by Form/Box window, according to your defined selection criteria.
Note
Note
1099 Detailed Report per Vendor Window
Tax ID Vendor tax ID as defined in the Federal Tax ID field in the Business Partner Master Data window. Address Pay To address appearing in the payment documents created for the vendor. Invoice No. Number of the paid invoice, and a link to the document.
Note
Note
If a payment document not based on an invoice was created, Advance Payment is displayed. End of the note.
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Payment No. Number of the payment document created for the invoice that appears in the row above, and a link to the payment document. Posting Date Posting date of the invoice. Payment Date Due date of the payment document. Total Payment Total amount of the payment document.
Note
Note
In case an invoice was partially paid, the amount paid and not the total amount of the original invoice, is displayed in the invoice row. End of the note. 1099 Payments Total amount of the 1099 payment.
Function
Tax
This menu option includes tax reports according to the companys localization. To create tax reports, choose Financials Financial Reports Alternatively, create them from the Reports module. More Information Tax Report Withholding Tax Report Tax Reconciliation Report Tax Declaration Box Report
Function
Accounting
Tax
Tax Report Generation: Germany and UK
Use this function to generate and save the report to be submitted to tax authorities. Prerequisites You have enabled the Extended Tax Report function.
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Choose Administration tab, select Extended Tax Report.

Object
Company Details
, and on the Accounting Data
Tax Report: Europe
Use this report to display documents and manual journal entries that include tax amounts sorted by tax code. The report includes the following documents: A/R and A/P invoices and credit memos Stock transfer documents The stock transfer transactions are displayed only in order to report the transactions in the report because the tax percentage is 0. Manual journal entries Incoming payments and payments to vendors that are not based on invoices Incoming payments and payments to vendors that include cash discounts
Note
Note
When printing the report, you can print the selection criteria on a separate page. End of the note. Use this window to specify selection criteria for the Tax Report. To open the window, choose Report Financials Financial Reports Accounting Tax Tax
After defining the report, you can view it in the Tax Report Window.
Note
Note
Selection Criteria
Selection Criteria Name Criteria by which the report is created. Choose specify new selection criteria. for a list of existing selection criteria, or press CTRL+A and Date From...To.. Choose whether to generate the report according to Posting Date or Document Date, and specify the date range for the report.
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Example
Example
A/R invoice no. 15 was created with a posting date 25.3.07 and a document date 1.4.07. Generating the report according to Posting Date and defining the date range as 1.1.07 31.3.07, includes A/R invoice no. 15 in the report. However, generating the report according to Document Date and defining the same date range of 1.1.07 31.3.07, excludes A/R invoice no. 15, as the Document Date assigned to it is not in the range. End of the example. Document Date Generates the report according to document, not posting, date. Once this option is selected, the defined date range represents document dates. Round Amount Rounds the total amounts calculated in the report. Series Generates the report for documents created according to specific numbering series. After selecting, choose the ... button to open the Series Filter window in which you can define the required numbering series. Transact. Generates a report for specific document types. After selecting, choose the ... button to open the Document Type window in which you can define the document types to include in the report. Output This table displays all the tax groups defined as output tax groups ( Financials Tax Define Tax Groups Category Administration column). Definitions
Code displays the tax group code Name displays the tax group name Display displays the tax group in the report Amount summarizes the total amount of the tax groups, from the beginning of the table until the selected tax group included in the report - to change the order of the tax groups, highlight a group and click the arrows to position it Input
This table displays all the tax groups defined as input tax groups (see Financials Tax Define Tax Groups Category
Administration column).
Definitions
Code displays the tax group code Name displays the tax group name Display displays the tax group in the report Amount summarizes the total amount of the tax groups, from the beginning of the table until the selected tax group included in the report.
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- To change the order of the tax groups, highlight a group and click the arrows to position it. Display Credit Memos in a Separate Column The credit memos that were based on invoices from previous periods (previous to the range of dates defined in the Selection Criteria window) appear in a separate section, at the end of the report. Hide Tax Codes without Transactions Excludes from the report those tax codes with no transactions related during the defined period. Update/ OK When you change the preferences in the Tax Report Selection Criteria window, the OK option changes to the Update mode. Choose Update to save the report under the name you entered in the Report Name field. The preferences chosen for the report are saved.
Country-Specific Fields: Czech Republic and Slovakia
VAT Date Generates the report according to VAT date, not posting or document date. Once this option is selected, the defined date range represents VAT dates.
Country-Specific Fields: Germany and UK
Tax Declaration Name Select one of the previously saved reports from the drop-down list.
Note
Note
This field is available only when the Extended Tax Report option is selected on the Accounting tab of the Company Details window. End of the note. Adjustment Select the adjusted version of a report.
Object
Tax Report - Generation
Use this window to generate tax reports to submit to local tax authorities.
Note
Note
Tax Report - Generation Window
Confirmed
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Select the documents required by the tax authorities and save them with this report. Already Approved? Shows whether this document has already been saved in previous reports.
Note
Note
The documents that were saved before you enable the Extended Tax Report function are still shown as unchecked in this column. End of the note. End of the note. Tax Code Displays the code of a specific tax group. Click to display the transactions associated with the tax code. EU
Indicates whether a tax code is relevant to the European Union. Tax % Tax rate of a tax code, displayed as a percentage. Doc. No. The document number in the system and its type For example, an A/P invoice with the number 110007 is displayed as PU 110007 in this column. Base Amount Total amount of a document before tax Tax Amount Amount calculated for a document by Total Tax minus Non-Deductible Total Tax All the tax calculated for a document Non-Deductible Tax amount that cannot be deducted for a document Doc. No. The document number in the system and its type For example, an A/P invoice with the number 110007 is displayed as PU 110007 in this column. Vendor Ref. No. Vendor reference number in a document Error Report Displays error messages pertaining to the report More Information Tax Report Generation Selection Criteria
Function
Tax Report
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Use this report to display documents and manual journal entries that include tax amounts sorted by tax code. The report includes the following documents: A/R and A/P invoices and credit memos Stock transfer documents The stock transfer transactions are displayed only in order to report the transactions in the report because the tax percentage is 0. Manual journal entries Incoming payments and payments to vendors that are not based on invoices Incoming payments and payments to vendors that include cash discounts
Note
Note
When printing the report, you can print the selection criteria on a separate page. End of the note. More Information Tax Report - Selection Criteria Tax Report Window
Object
Tax Report - Declaration
The following table describes the fields appear in the Tax Report Declaration window. To open the window, choose Financials Financial Reports Accounting Tax Tax
Report , select the Tax Declaration option, set the other required parameters in the Tax Report Selection Criteria window, then choose OK. Alternatively, open it from the Reports module.
Note
Note
Tax Report - Declaration
Tax Code
Displays the code and of the tax codes selected for the report.
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Choose the
icon to display a list of transactions involving that tax code. EU
Indicates whether the tax code is EU relevant. Tax % Displays the tax rate as a percentage, as defined for the tax code. Doc. No. Displays the internal number of the document and its type. For example A/P invoice number 110007 is displayed as PU 110007. Posting Date Displays the posting date of the documents. If the Tax Date option is selected in the Selection Criteria window, this column displays the tax date of the documents. Base Amount Total amount of the document before taxes, summarized for each tax code. Tax Amount Tax amount calculated for the tax group: Total Tax field minus Non Deductible field. Total Tax Displays the amount of the tax. Non Deductible The amount which cannot be deducted. Account Displays the control account in which the journal entry of the document is posted. Vendor Ref. No. Displays the vendors reference number from the document, if defined. Error Report Choose to display error messages regarding the displayed report. More Information Tax Report: Europe
Object
Tax Report - Register Book
The following table describes the fields appear in the Tax Report Register Book window. To open the window, choose Financials Financial Reports Accounting Tax Tax
Report , select the Register Book option and set the other required parameters in the Tax Report Selection Criteria window, and then choose OK. Alternatively, open it from the Reports module.
Note
Note
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End of the note.

Tax Report Register Book
Reg. No. Displays the successive number of the records, beginning with the value defined in the selection criteria window. Date Displays either the posting date of the documents, or, if the Tax Date option is selected in the Selection Criteria window, the tax date. Doc. No. Displays the internal number of the document and its type. For example, A/P invoice number 110007 is displayed as PU 110007. Base Amount Total amount of the document before taxes. Tax % The tax rate defined for the tax code, as a percentage. Tax Displays the amount of the tax in the document. Non-Deductible The amount of the non-deductible tax in the document, calculated according to the tax code definition. Total Amount (LC) Displays the total amount of the document in local currency. More Information Tax Report: Europe
Object
Tax Report Window
This window displays the Tax Report according to your defined selection criteria.
Note
Note
Tax Report Window: Europe
Tax Code Displays the tax code. Choose to display a list of transactions involving this tax code. EU
Indicates whether the tax group is used for transactions with other European Union countries, as defined in the EU
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field of the Define Tax Groups window. Relevant only for output tax groups. Tax % Displays the tax rate of the tax group as a percentage. Posting Date Displays the posting date of the documents included in the report. Appears in expanded display only. Document Date Displays the document date defined for the document or transaction. Base Amount Total amount of the document, excluding tax; serves as the base value for the tax calculation. Tax Amount Tax amount calculated for the tax group: Total Tax field minus Non-Deductible field. Total Tax Displays the total amount of tax. Non-Deductible The tax amount that cannot be deducted. Vendor Ref. No. Displays the vendors reference number as recorded in the A/P invoice.
Country-Specific Fields: Czech Republic and Slovakia
Unified Fed. Tax ID Displays the Tax ID defined for the business partner in the Unified Federal Tax ID field in the business partner master data record. Fed. Tax ID Displays the federal tax ID as defined in the Business Partner Master Data window. VAT Date Displays the VAT date as defined in the document/transaction.
Function
Tax Report: Canada and USA
This report summarizes sales tax collected from sales and purchase invoices for a specified period of time (typically quarterly or monthly). You can display the report according to tax codes or jurisdiction codes. More Information Tax Report - Selection Criteria Tax Jurisdiction Report Window Tax Code Report Window
Object
Tax Report - Selection Criteria
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Use this window to specify the selection criteria for the Tax Report. To open the window, choose Report Financials Financial Reports Accounting Tax Tax
Once you have created the report, you can view it in the relevant Tax Report window.
Selection Criteria
Date From...To... Define a date range for the report. The start and end dates of the current fiscal year are displayed by default. Document Date Generates the report according to the document, not posting, date range. By Jurisdiction Tax Code This tab displays the code, name, and type of all defined tax codes, enabling you to generate the report by jurisdictions. The options in the following columns are selected by default: Use the Display column to select the tax codes for the report. Use the Sum column to choose whether to calculate and display subtotals under the tax codes that appear in the report. By Tax Code This tab displays the code, name, and type of all the defined tax codes, enabling you to generate the report by tax code. The options in the following columns are selected by default: In the Display column, select the tax codes for the report. In the Sum column, choose whether to calculate and display subtotals under the tax codes that appear in the report. [Arrow Up/Down] Use these buttons to determine the appearance order of the selected tax codes or tax type in the report display and in the printed report. Print Each Tax Code on Separate Page Prints the details of each tax code on a separate page. Expand Opens the Tax Report Selection Criteria window, in which you can define additional parameters for the report.
Country-Specific Fields: Canada
Declaration Type This field is active only when you generate a report by tax code. Choose type of declaration: Original the report includes all the documents within the specified date range that are not yet approved. Substitute the report includes all the documents within the specified date range, including the approved
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documents. Complementary the report includes only documents within the specified date range not marked as approved. Tax Settlements Account (Liability) This field is active only when you are generating the report by tax code. Define an account to which you want to post the tax settlements posting. The total tax amount calculated in the report for A/R transactions will be transferred to this account when the tax settlements posting takes place. Tax Settlements Accounts (Claim) This field is active only when you are generating the report by tax code. Define an account to which you want to post the tax settlements posting. The total tax amount calculated in the report for A/P transactions will be transferred to this account when the tax settlements posting takes place. A/R Documents Includes A/R documents in the report. A/P Documents Includes A/P documents in the report.
Normal Tax Generates the report for normal tax transactions. After selecting, choose whether to generate the report for A/P documents only, A/R documents only, or both. Use Tax Select to generate the report for tax transactions.
Object
Tax Code Report Window
This window displays the results of the tax report grouped by tax codes. To open the window, choose Financials Financial Reports Accounting Tax Tax
Report Choose the By Tax Code tab in the Tax Report Selection Criteria window, fill in the required parameters and choose OK. For detailed field descriptions, click here. More Information Tax Report: Canada & USA
Object
Tax Jurisdiction Report Window
This window displays the Tax Jurisdiction report according to your defined selection criteria.
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To create and display the report, choose Tax Report

Note
Financials
Financial Reports
Accounting
Tax
, choose the By Jurisdiction Tax Code tab, specify the required parameters, and choose OK.
Note
Tax Jurisdiction Report Window
Jurisdiction Tax Code Displays the jurisdiction tax code. Click code. Name, Type, Rate
Expand
(Expand) to display all the records linked to this jurisdiction tax
Display the name, type, and rate defined for the jurisdiction tax code. Posting Date Displays the posting date of the transaction, only in expanded view mode. Source Displays the type and the number of the document by which the transaction was created. For example, IN 3 represents A/R invoice number 3. Click (Link) to open the relevant document. Total Amount
Link
Displays the total amount of the document after discount, but before tax and freight charges. Taxable Amount Displays the amount subject to tax. Taxable Freight Amount of the freight that is subject to tax. Non-Taxable Amount Amount that is not subject to tax. Tax Amount Tax amount calculated for that transaction. More Information Tax Report: Canada & USA
Object
Tax Settlements - Transaction Details: Canada
This window displays detailed information about a specific tax settlement transaction.
Tax Settlements Transaction Details
Posting Date, Due Date, Doc. Date
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Specify the dates that should be assigned to the tax settlements transaction. Ref. 1 Specify a reference number to be assigned to the Ref.1 field of the tax settlements transaction. Code Assign a relevant transaction code if required. Remarks By default, this editable field displays the remark Tax Settlement. More Information Tax Report: Canada & USA
Function
Tax Report: Israel
This function enables you to create: A tax report An 835874 report A monthly-based tax report
Note
Note
When printing a report, you can print the selection criteria on a separate page. End of the note. More Information Tax Report Window Tax Report Detailed by Months 835874 Report - Refund Report
Object
835874 Report - Refund Report
This window displays the 835874 Report Refund Report according to your defined selection criteria for the Tax Report: Israel. To create the report, choose Report, Financials Financial Reports Accounting Tax Tax
and then choose 835874 Report. Alternatively, create it from the Reports module.
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Note
Note
835874 Report Refund Report
Accounts Includes G/L accounts in the report. When not selected, all other fields related to G/L account selection criteria are unavailable. Find Opens the G/L Accounts window, where you can define the selection of G/L accounts to be displayed in the report. [Level] Specify the account level to display in the table.
Note
Note
If you select Level 1, the table will display the highest level titles for the accounts. If you select a row, you select all accounts displayed under this title. End of the note. X Indicates which accounts or titles have been selected. If a row is marked with X, that specific account or group of accounts appears in the report. To select or deselect an account, click its row. Reference in Journal for Report Specify whether to include Reference 1 or Reference 2.
Note
Note
When creating a manual journal entry that represents the A/P invoice, enter the number of the A/P invoice either in the Ref. 1 or Ref. 2 field of the Journal Entry window. When the report is generated, SAP Business One considers the last six characters (from the right). End of the note. Import Log Report includes manual transactions created for import entries. Transaction Code From...To Specify a range of transaction codes to have the report include only manual transactions created for import entries with transaction codes within the defined range.
Note
Note
Only available when Import Log is selected. End of the note.
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A/P Invoice No. in Journal Entry from Field Specify whether to include Reference 1 or Reference 2. This field is relevant for manual journal entries that represent import entries. Enter the number of the import entry either in the Ref. 1 or Ref. 2. field in the Journal Entry window. When the report is generated, SAP Business One considers the last nine characters (from the right).
Note
Note
Only available when Import Log is selected. End of the note. Path for File Creation Specify the path for the file created by the report. Display Previous A/P Invoices Includes in the report A/P invoices whose dates are prior to the date range defined for the report. Selection Criteria by Adjustment Trans. Field Report includes only transactions in which the Tax Refund field contains the value No. Calculate Creates the report. If relevant, information about problematic transactions is displayed in a separate window. Export to File Creates an electronic file. A message confirming the creation of the file appears. The file name is PC835874 and it is located in the path you specified. More Information G/L Accounts
Function
Report 856: Israel
This report is generated in the electronic file format that should be submitted to the tax authorities. To create the report: 1. Choose Report. 2. Generate the report for all vendors. 3. In the Withholding Tax Report window, choose: 856 Report Part A the system prints only Part A of the report. 856 Report Part B the system prints only Part B of the report. This is the current print layout. 856 Report Part A + Part B the system prints both parts of the report. Each report starts on a new Financials Financial Reports Accounting Tax Withholding Tax
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page. The report is generated in electronic file format and printed document. More Information Report 856 Window Withholding Tax Report
Object
Report 856 Window
This window displays Report 856 according to your defined selection criteria. To open the window, choose Financials Financial Reports Accounting Tax
Withholding Tax Report . Generate the report for all vendors. In the Withholding Tax Report window, choose Report 856. Alternatively, open it from the Reports module.
Report 856 Window
Does a manual report exist? Select one of the following: Documentation Report Does Not Exist If you submit only the electronic file to the tax authorities. Documentation Report Exists If you submit both a printed report and an electronic file to the tax authorities. Does a complete report exist? Specify whether or not an additional completion or automatic report exists. Payer Item Indicate your type of business.
Object
Tax Report Window
This window displays the Tax Report according to parameters you define in the window header.
Note
Note
Tax Report Window
Posting Date Report includes transactions whose posting date is within the defined range.
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Document Date Report includes transactions whose document date is within the defined range. Scan Journal by Pages Report includes only transactions for which: The revenue accounts and the sales tax account are on the credit side The purchase tax account, and the equipment and assets tax account are on the debit side Tax on Postings Total amount of tax recorded in the sales tax account within the defined date range. Tax-Liable Transactions Total amount from tax-liable sales transactions, not including tax. Tax-Exempt Transactions Total amount from tax-exempt sales transactions. Equipment and Assets Total amount of tax paid on purchased equipment and assets. Other Purchasing Related Tax Total amount of tax paid on all company purchases, excluding equipment and assets. Tax Rate Tax rate calculated by the report.
Note
Should be equal to the rate defined on the Accounting Data tab in Company Details End of the note. Amount Due .
Total tax amount owed by the company to the tax authorities, or the tax refund owed to the company. Calculate Creates the report. 835874 Report Creates the 835874 report. Error Report Opens a report of errors identified by SAP Business One during the report run. Monthly Basis Displays the report divided into months.
Object
Tax Report Detailed by Months
This window displays the Tax Report detailed by months.
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To open the window, choose Report.
Financials
Financial Reports
Accounting
Tax
Tax
Then, choose Monthly Basis. Alternatively, open it from the Reports module.
Tax Report Detailed by Months
Month Months included in the defined date range. Tax-Exempt Trans. Amount of tax-exempt transactions for each month. Tax-Liable Trans. Amount from tax-liable transactions for each month. Output Tax Amount of output tax for each month. Input Tax Amount of input tax for each month Equipment and Assets Tax Total amount of tax paid each month on purchased equipment and assets. Amount Due The sum due (payment or refund) per month.
Function
Withholding Tax Report
This report displays the withholding tax amounts collected and paid during specific periods.
Note
Note
When you print the report, you can print the selection criteria on a separate page. End of the note. More Information Withholding Tax Report - Selection Criteria Withholding Tax Report by WTax Code Withholding Tax Report by Business Partner
Object
Withholding Tax Report - Selection Criteria
Use this window to specify selection criteria for the Withholding Tax Report.
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To open the window, choose Withholding Tax Report.
Financials
Financial Reports
Accounting
Tax
After defining the report, you can view it in the Withholding Tax Report by Business Partner Window or the Withholding Tax Report by WTax Code Window.
Selection Criteria
Selection Criteria Name Specify the previously saved selection criteria you want to apply for the report, or press CTRL+A to specify new ones. Date From...To... Choose whether to include documents based on document date or posting date and specify the date range of the current year. Declared Period Specify the required declaration period. Declaration Type Specify the type of declaration: Original: The report includes all documents within the specified date range. When you approve the report, these documents will be marked as printed. Substitute: The report includes all documents within the specified date range, including documents already marked. Complementary: The report includes only unmarked documents within the specified date range. Vendors Opens the Vendor Selection window, where you can select the vendors to include in the report. Customers Opens the Customer Selection window, where you can choose the customers to include in the report. Doc. Type Opens the Document Type window, where you can select the documents to include in the report. Withholding Tax Codes and names of all tax codes relevant for the report. Deselect tax codes that should be excluded.
Note
Note
To clear the entire column, click the column header. To display subtotals for tax codes, select the relevant tax codes in the Amount column. End of the note. [Arrow Up/Down] Determines the order of appearance of the tax codes in the report display and print layout. Output Mode Choose the required layout of the report. The following display the report related to purchasing documents:
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WTax Code Layout-Purchasing: grouped by tax codes Vendor Layout-Purchasing: grouped by vendors The following display the report related to sales documents: WTax Code Layout-Sales: grouped by tax codes Customer Layout-Sales: grouped by customers Save Saves your selection criteria for future use. More Information Vendor Selection Customer Selection Document Type
Object
Customer Selection
Use this window to specify the customer range for a report.

Note
Note
Customer Selection
[Selection Column] Deselect the customers you want to exclude from the report. To deselect all customers, click the column header. Add Opens the Properties window, where you can specify the customer range. More Information Properties
Object
Withholding Tax Report by Business Partner Window
This window displays the Withholding Tax Report by Business Partner according to your defined selection criteria.
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Note
Note
Withholding Tax Report by Business Partner Window
# Double-click a row to open a window with detailed information about the relevant business partner, grouped by withholding tax code. Federal Tax ID Business partners federal tax ID. Document Amount Total amount of documents, including tax, for each business partner. Taxable Amount Total taxable amount for each business partner. WTax Amount Total amount of withholding tax for each business partner. Payment Amount Total payment amount for each business partner. Non-Subject Amount Total amount not subject to tax for each business partner. Approved Marks the report as reported to the authorities.
Object
Withholding Tax Report by WTax Code Window
This window displays the Withholding Tax Report by WTax Code according to your defined selection criteria.
Note
Note
Withholding Tax Report by WTax Code Window
WTax Code, WTax Name Tax code and name as defined in the Withholding Tax Codes Setup window. WTax % Tax percentage for the code. Document Date Document posting date or tax date as defined in the Withholding Tax Report Selection Criteria window.
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Payment Date Posting date of the payment document, if created. Document Amount Invoice amount including tax. Taxable Amount For invoices, the amount subject to tax. For payments, the amount subject to tax included in the payment total. WTax Amount Withholding tax amount included in the invoice or payment. Payment Amount Zero for invoices and net amount (before tax) for payments. Non-Sbj. Amount Amount not subject to tax from the document. Approved Marks the report as reported to the authorities.
Country-Specific Fields: Italy
Exempted Amount Amount from the document not liable for tax.
Folio Number Folio number given to the document.

Function
Withholding Tax Report: Israel
Create this report to obtain a detailed or summarized overview of all withholding tax amounts deducted by your company from vendors. More Information Vendor Withholding Tax - Selection Criteria Withholding Tax Report Window
Object
Withholding Tax Report Window
This window displays the Withholding Tax Report according to your selection criteria.
Note
Note
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Withholding Tax Report Window
Federal Tax ID : Federal tax ID assigned to each vendor. Total Payments Total amount paid to each vendor, including the withholding tax amounts. Deduction Total amount deducted from each vendor. Tax Ded. Amount of value-added tax deducted for self-employed vendors. Defined Deduct. Amount of withholding tax to be deducted from each vendor according to the percentage defined. Report 856 Creates the 856 report in an electronic file format.
Object
Specified Deduction at Source Report for Vendor
This window displays the Specified Deduction at Source for Vendor report. To open the window, choose Financials Financial Reports Accounting Tax
Withholding Tax Report , set the required parameters in the Vendor Withholding Tax Selection Criteria window, and choose OK. Double-click the row number of the vendor for which you want to display the Specified Deduction at Source report.
Note
Note
Specified Deduction at Source Report for Vendor
Federal Tax ID: Federal tax ID assigned to the vendor. Defined Deduction Amount of withholding tax that should be deducted according to the deduction rate defined for the vendor. Trans. No. Transaction number and a link to it. Original Type of transaction.
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Example
Example
JE
represents Journal Entry.
End of the example. Date Transaction date. Total Payments Total payment made to the vendor, including the tax amount. Deduction Amount of withholding tax deducted. Tax Ded. Amount of tax deducted; relevant for self-employed vendors only. Remarks Content of the Remarks field in the Journal Entry window. Create Correction Trans. Opens the Payment Means window where you can create a payment for the vendor, for instance, if the amount deducted was more than required. More Information Withholding Tax Report: Israel
Object
Vendor Withholding Tax - Selection Criteria
Use this window to specify selection criteria for the Withholding Tax Report. To open the window, choose Withholding Tax Report. Financials Financial Reports Accounting Tax
After defining the report, you can view it in the Withholding Tax Report Window.
Note
Note
Selection Criteria
Choose Date Range Specify a time period for the report. Characteristics
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Opens the Properties window where you can set additional selection criteria based on business partner properties. Display BP Without Postings Displays in the report business partners without transactions in the period defined for the report. More Information Properties
Function
Withholding Tax Report: UK
This report displays the withholding tax amounts collected and paid during specific periods. The three print options available for this report are: A general withholding tax report A detailed withholding tax report that includes payment data and business partner data A statement of payment to vendor More Information Withholding Tax Report Withholding Tax Report - Selection Criteria Withholding Tax Report by Business Partner Withholding Tax Report by WTax Code
Function
Tax Summary Report: Italy
Use this report to present a high level distribution of tax amounts over a selected period. The report calculates and displays the total amounts of taxes collected and paid in a few categories, such as sales and purchases. It also displays the deferred taxes on sales and purchases.
Note
Note
When you print the report, you can print the selection criteria on a separate page. End of the note. More Information Tax Summary Report - Selection Criteria Tax Summary Report Window
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Object
Tax Summary Report - Selection Criteria
Use this window to specify selection criteria for the Tax Summary Report. To open the window, choose Summary Report Financials Financial Reports Accounting Tax Tax
After defining the report, you can view it in the Tax Summary Report Window.
Selection Criteria
Declared Period Select whether you want to generate the report for a year, a quarter or a month. Date From...To Choose whether to generate the report according to document date or posting date, and specify the date range for the report. The first and last days of the current year are displayed by default.
Note
Note
The date range must match the value selected in the Declared Period field. End of the note. Mistake From Previous Month Specify the amount that represents the potential mistake from the previous month: A positive number represents a debit value. A negative number represents a credit value. The value is displayed in the Tax Summary Report and influences the report total. Unpaid Tax on Previous Month Specify the amount of the unpaid tax for the previous month. The value is displayed in the Tax Summary Report and influences the report total. Credit Transactions From Previous Year Specify the amount that represents credit transactions from the previous year. The value is displayed in the Tax Summary Report and influences the report total. Eventual Tax Credit Specify the amount that represents the eventual tax credit. The value is displayed in the Tax Summary report and influences the report total.
Object
Tax Summary Report Window
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This window displays the Tax Summary report according to your defined selection criteria. The tax amounts are distributed over different categories, such as: Sales Tax Purchase Tax Other taxes When you print the report, you can print the selection criteria on a separate page. You can also enter additional information to be printed, for example: VAT amount paid Date of payment Reason for payment Tax office identification Payment method
Function
Tax Reconciliation Report
This report enables you to track the tax amounts that were posted in sales and purchasing documents and in manual transactions. The report displays the G/L accounts involved in these transactions and calculates the tax amounts that should have been paid, based on the tax codes defined for each transaction. The report covers the following transactions: A/P and A/R invoices A/P and A/R credit memos Manual journal entries A/P and A/R down payment invoices Incoming and outgoing payments
Note
Note
When saving a journal entry, if you deselect the Automatic Tax option in the Journal Entry window, you cannot view the journal entry in this report. End of the note.
Note
Note
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When printing the report, you can print the selection criteria on a separate page. End of the note. More Information Tax Reconciliation Report - Selection Criteria Accounts - Selection Criteria Tax Report - Reconciliation Window
Object
Tax Reconciliation Report - Selection Criteria
Use this window to specify selection criteria for the Tax Reconciliation report. To open the window, choose Reconciliation Report Financials Financial Reports Accounting Tax Tax
After creating the report, you can view it in the Tax Report - Reconciliation window.
Selection Criteria
Selection Criteria Name Click

Choose
(Choose) to select previously saved report selection criteria and use them to generate the report.
To save new selection criteria, press CTRL+A and enter a name in this field. Tax Declaration Name Select one of the previously saved reports from the drop-down list.
Note
Note
This field is available only when the Extended Tax Report option is selected on the Accounting tab of the Company Details window. End of the note. Opening Balance, Non VAT Transactions The report displays transactions posted per tax group and divided by tax codes, including non-tax transactions. This display lets you crosscheck between the tax report, tax and tax based account balances, and the balance of the connected G/L account in the system. In addition, the report displays the opening balance of the specified tax based accounts, additional non-tax transactions that were posted to this account, the document date, and the journal amount. Date From...To Define a date range for the report. By default, these fields display the start and end dates of the current fiscal year. Document Date
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Generates the report according to document, not posting, date. Round Amount Report rounds off its amounts. Series Choose the report.
Browse
(Browse) to select the series, for example, products, services, regions or brands, to include in Doc. Type
Choose
Browse
(Browse) to select the types of documents to include in the report. Output
Codes and names of all the tax codes defined as output tax and relevant for this report. The codes in the Display column are selected by default. Deselect the tax codes that should be excluded from the report. To clear the entire column, click the column header. Use the Amount column to select the tax codes for which you want to display subtotals. Input Codes and names of all the tax codes that are defined as input tax and relevant for this report. The codes in the Display column are selected by default. Deselect the tax codes that should be excluded from the report. To clear the entire column, click the column header. Use the Amount column to select the tax codes for which you want to display subtotals. [Arrow Up/Down] Use these buttons to determine the appearance order of the selected tax codes in the report display and in the printed report. G/L Accounts Choose (Browse) to open the Accounts Selection Criteria window, in which you choose the G/L accounts to include in the report. Show Payments with Deferred Tax Report includes payments with deferred tax. Save Choose to save your report selection criteria for future use. More Information Tax Reconciliation Report: Europe Accounts Selection Criteria
Object Browse
Accounts - Selection Criteria
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Use this window to specify selection criteria for the current report. To open this window, choose the window of the relevant report.
Selection Criteria
Browse
(Browse) button in the G/L Accounts field, in the Selection Criteria
Find Opens the G/L Accounts window for selecting the G/L accounts to be displayed in the report. Selected accounts are marked with an X. Level Choose the Level of the account display in the table. Choosing Level 1 displays the highest level titles for the accounts. When you select a row in the table, you select all the accounts that appear under this title. Level This column shows which accounts or titles have been selected. If a row is marked with X, the specific account or group of accounts appears in the report. To select an account, click in the selected row. To cancel a selection, clear its X. To clear all selections/select all accounts in the table, click the X in the column header. Account This column displays the codes and names of the accounts. To view details of each account, use the arrow that appears next to the code and name. More Information Tax Reconciliation Report
Object
Tax Report - Reconciliation Window
This window displays the Tax Reconciliation report according to your defined selection criteria.
Note
Note
Tax Report Reconciliation Window
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# Choose to expand or collapse the display of each account. Tax Code Displays the tax codes involved in the transactions included in the report, for each G/L account. Click
Expand
(Expand) to display a list of the transactions involving that tax code. Tax % Posting Date
Displays the tax rate of the tax code. Displays the posting date of the document/journal entry. If Tax Date is selected in the Selection Criteria window, this column displays the tax date of the document/journal entry. Tax Base Amount Displays the amount that is the basis for the tax calculation and was posted to the G/L account. Tax Amount Tax amount calculated for the report.
EQ % Displays the equalization rate in percent, if defined for the tax code. EQ Amount Displays the equalization amount that was calculated for the report. More Information Tax Reconciliation Report: Europe
Function
Tax Declaration Box Report
This tax report should be generated monthly or quarterly. It includes transactions that involve tax and pertain to tax codes. The following documents and transactions are covered in the report: A/R and A/P invoices A/R and A/P credit memos Incoming payments and outgoing payments Manual journal entries Down payments
Note
Note
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When printing the report, you can print the selection criteria on a separate page. End of the note. More Information Tax Declaration Box Report - Selection Criteria Tax Report - Declaration Window
Object
Tax Declaration Box - Selection Criteria
Use this window to specify selection criteria for the Tax Declaration Box report. To open the window, choose Declaration Box Report Financials Financial Reports Accounting Tax Tax
After creating the report you can view it in the Tax Report-Declaration window.
Selection Criteria
Selection Criteria Name Click (Choose) to select previously saved report selection criteria and use them to generate the report. To save new selection criteria, press CTRL+A and enter a name. Tax Declaration Name Select one of the previously saved reports from the drop-down list.
Note Choose
Note
This field is available only when the Extended Tax Report option is selected on the Accounting tab of the Company Details window. End of the note. Adjustment Select the adjusted version of a report. Date From... To Define a date range for the report. By default, these fields display the start and end dates of the current fiscal year. Document Date Generates the report according to a document date range. Round Amount Report rounds off its displayed amounts. Tax Declaration Boxes This table includes the following columns: Code displays the code of the box
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Name displays the name of the box Opening Balance - you can manually enter the opening balance relevant for each box Display all the check boxes in this column are selected by default. Deselect the check boxes of the boxes you want to exclude from the report. Save Choose to save the Report Selection Criteria for future use. More Information Tax Declaration Box Report: Europe
Object
Tax Report - Declaration Window
This window displays the Tax Declaration Box report according to your defined selection criteria.
Note
Note
Tax Report Declaration Window
Box Code Displays the box code and a drill-down option to display the tax group or boxes that are combined to calculate the value for this box. Box Component Code Displays the code of the component included in the box, and provides a drill-down icon that enables you to display the tax codes included in each component. Tax Code This column displays tax codes only in expanded view mode. Use the drill-down icon next to the tax code to display a list of documents which use that tax code. Tax % Displays the rate of each tax group. Posting Date Displays the posting date of each document. Doc. Date Displays the document date of each document. Credit Amount, Debit Amount In a collapsed view mode, the credit column displays the cumulative amounts of both the credit and debit sides. A negative amount indicates a greater debit side, and vice versa. In an expanded view mode, these columns display the credit or debit amounts per row in the transaction created by
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each document. Summary Field Displays the summary criteria defined in the Define Tax Declaration Box window. Debit/Credit Displays the choice made in the Credit/Debit column of the Define Tax Declaration Box window. More Information Tax Declaration Box Report: Europe
Function
Annual Sales List: Belgium
This report is used for tax declarations regarding customers only, and is based on Belgian laws. The report covers: All customers who have federal tax IDs beginning with a Belgian ISO code All sales transactions that are tax-liable, such as: A/R invoices A/R credit memos Down payments Manual journal entries created for sales purposes
Note
Note
If a journal entry that should be included in the report involves more than one customer, only the first customer appears in the report, linked to the entire amount of the transaction. In such a case, an error message appears, saying that the specific transaction involves more than one customer. End of the note. More Information Annual Sales List - Selection Criteria Annual Sales List Window
Object
Annual Sales List - Selection Criteria
Use this window to specify selection criteria for the Annual Sales List report. To open the window, choose Sales List. Financials Financial Reports Accounting Tax Annual
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Note
Note
Selection Criteria
Selection Criteria Name Specify the previously saved selection criteria you want to apply for the report, or press CTRL+A to specify new ones. Date From...To... Specify a date range for the report. By default, these fields display the start and end dates of the current fiscal year. Document Date Creates the report according to document, not posting, date. Declaration Type Choose one of the following: Original: Creates a report that contains all transactions in the specified period. If you approved a report made for specific selection criteria, and you use it again to run the report, the result will be the same as the approved report, even if new transactions have been added. Substitute: Displays the same report as if you selected the Original option. If you approved the report and new transactions have been added, this option displays the approved report and the new transactions. Complementary: Displays only new transactions that were added after a report was approved. If the report was not approved, a message saying No Data appears. Customers Opens the Customer Selection window where you can select the customers to include in the report. Output Codes and names of all tax codes relevant for the report. Deselect tax codes you want to exclude from the report. To deselect all, click the column header. [Arrow Up/Down] Determines the order of appearance of the tax codes in the report display and print layout. More Information Customer Selection
Object
Annual Sales List Window
This window displays the Annual Sales List: Belgium report according to your defined selection criteria.
Note
Note
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End of the note.

Annual Sales List Window
Federal Tax ID Federal tax ID of the customer as defined in the Business Partner Master Data window. Doc. No. Number and type of each transaction or document.
Example
Example
A/R invoice 12 displays as IN 12, with a link to the original document or transaction. End of the example. Date Document date of each document. Amount The total of the base amounts for all A/R invoices created for a customer; subject to VAT. VAT Amount Amount of VAT included in the A/R invoices created for the customer. Approved Marks the report as reported to the authorities. Error Report Displays the Messages window containing messages, warnings and remarks regarding the report.
Function
Sales and Purchase Report: Chile, Costa Rica, Guatemala & Mexico
This report creates a list of all sales or purchasing transactions, grouped by tax code or tax type. To generate the report, choose and Purchase Report More Information Sales and Purchase Ledger Selection Criteria
Object
Financials
Financial Reports Reports
Accounting module.
Tax
Sales
. Alternatively, create it from the
Sales and Purchase Ledger - Selection Criteria
Use this window to specify selection criteria for the Deferred Sales and Purchase Ledger report. To open the window, choose Financials Financial Reports Accounting Tax Sales
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and Purchase Report

Selection Criteria
Date From...To... Define a date range for the report. The start and end dates of the current fiscal year are displayed by default. Document Date Generates the report according to document, not posting, dates. Sales Documents, Purchase Documents Select whether to generate the report for sales or purchase documents. Print Each Tax Type/Code on Separate Page Prints the details for each tax type or tax code on a separate page. By Tax Type This tab displays the code, name, and category of each defined tax type, enabling you to generate the report according to tax types. The options in the following columns are selected by default. In the Display column, select the tax codes for the report. In the Sum column, specify whether to calculate and display subtotals under the tax codes that appear in the report. By Tax Code This tab displays the code and name of all the defined tax codes, enabling you to generate the report according to tax codes. The options in the following columns are selected by default. In the Display column, select the tax codes for the report. In the Sum column, choose whether to calculate and display subtotals under the codes that appear in the report. [Arrow Up/Down] Use these buttons to determine the order of the selected tax codes or tax type in the report display and in the printed report. Expand Opens the Tax Report Selection Criteria window, in which you can define additional parameters for the report.
Country-Specific Fields: Chile
Print Each Document Type on Separate Page Prints each document type, such as invoice or credit memo, on a separate page. More Information Sales and Purchase Report: Mexico, Chile, Guatemala & Costa Rica Tax Report - Selection Criteria
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Object
Tax Report - Selection Criteria
Use this window to specify a transaction range and a tax account range to be included in the report.
Note
Note
Selection Criteria
A/R Tax Account From...To... This option is available only if Sales Documents is selected in the Deferred Sales and Purchase Ledger Selection Criteria window. After selecting, define a range of G/L accounts to appear in the A/R Tax Account column of the Define Tax Codewindow. A/P Tax Account From...To... This option is available only if Purchase Documents is selected in the Deferred Sales and Purchase Ledger Selection Criteria window. After selecting, define a range of G/L accounts to appear in the A/P Tax Account column of the Define Tax Code window. More Information Deferred Sales and Purchase Ledger - Selection Criteria
Object
Sales or Purchase Ledger : Chile
This window displays the sales or purchase ledger report according to the specifications you made. It is called either the Sales Ledger or Purchase Ledger window, depending on whether you generated a report for sales or purchase documents.
Note
Note
Sales or Purchase Ledger: Chile
Document Type Displays the type of the documents included in the report. For example, A/P Invoice, Bill, and so on.
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Click the icon (located next to the document type) to expand or collapse the view. Document No. Displays the internal document number as defined in Document Numbering . Reference No. Displays the legal folio number assigned to the sales/purchase document. BP Name Business partner name appearing in the sales/purchase document. RUT Displays the federal tax ID of the business partner that appears in the sales or purchase document. Exempt Amount Displays the sum of the exempt lines in sales documents and the sum of the exempt documents, such as A/R exempt bills. Net Value Displays the total sum of the documents included in the report, without the tax amounts. Tax Codes/Tax Types Each tax code or tax type selected in the Selection Criteria window appears in the report as a separate column of the same name. Each column displays the tax amounts related to the specific document. Total Displays the total amount of the sales/purchase document. More Information Sales and Purchase Ledger
Object
Administration
Sales or Purchase Ledger: Costa Rica, Guatemala and Mexico
This window displays the Sales Ledger or Purchase Ledger report, depending on whether you generated the report for sales documents or purchase documents.
Note
Note
Sales or Purchase Ledger: Costa Rica, Guatemala and Mexico
Tax Code/Tax Type
Displays the tax code.
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Click
Expand
(Expand) to expand the display of the tax code/type. Type
This column appears only when the report is generated by tax type. It displays the type of the tax code according to the definition made in . Rate Displays the percentage rate of the tax code. Posting Date Displays the posting date of the sales or purchase document when you are in the expanded view. Folio No. Folio number assigned to the document. Source Displays the type and the internal number of the sales/purchase document, and provides a link to it. For example, A/R invoice number 1150 is displayed as IN 1150. In addition, you can view each document using the arrow next to this field. Total Amount Displays the total amount of the document before taxes and discounts. Taxable Amount Displays the tax-liable amount from the document. Taxable Expenses Amount of the freight charges in the document that is subject to tax. The tax code for the freight is defined in the Freight window. Non-Taxable Amount Amount in the document that is not subject to tax. Tax Amount Amount of the tax calculated for each document, for each tax code. More Information Sales and Purchase Report: Mexico, Chile, Guatemala and Costa Rica
Function
Administration
Definitions
Financials
Tax
Define Tax Codes
Deferred Sales and Purchase Ledger: Costa Rica, Guatemala & Mexico
This report displays a list of all sales and purchasing transactions involving deferred tax. Since deferred tax is recognized only when the payment takes place, only paid A/R and/or A/P invoices are included. More Information Deferred Sales and Purchase Ledger - Selection Criteria Tax Report - Selection Criteria
Object
Deferred Sales and Purchase Ledger - Selection Criteria
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Use this window to specify selection criteria for the Deferred Sales and Purchase Ledger report. To open the window, choose Sales and Purchase Ledger Financials Financial Reports Accounting Tax Deferred
After defining the report, you can view it in the Deferred Sales or Purchase Ledger window.
Note
Note
Selection Criteria
Date From...To... Specify a date range for the report. The start and end dates of the current fiscal year are displayed by default. Sales Documents, Purchase Documents Specify whether to generate the report for sales or purchase documents. Print Each Tax Type/Code on Separate Page Prints the details for each tax type or tax code on a separate page. By Tax Type Code, name, and category of the defined tax types, according to which you can generate the report. In the Display column, select the tax codes to include. In the Sum column, specify whether to calculate and display subtotals under the tax codes that appear in the report. By Tax Code The code and name of the defined tax codes according to which you can generate the report. In the Display column, select the tax codes to include. In the Sum column, specify whether to calculate and display subtotals under the tax codes that appear in the report. [Arrow Up/Down] Determine the appearance order of the selected tax codes or tax type in the report display and in the printed report. More Information Deferred Sales and Purchase Ledger: Mexico, Guatemala and Costa Rica Tax Report - Selection Criteria
Object
Deferred Sales or Purchase Ledger Window
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This window displays the Deferred Sales and Purchase Ledger report according to your defined selection criteria. The name of the window depends on whether you chose to generate the report for purchasing documents or sales documents.
Note
Note
Deferred Sales or Purchase Ledger Window
Code Selected tax codes in the order you defined. Name Names of the selected tax codes. Rate Percentage tax rate defined for the tax codes in the Define Tax Codes window. No. Number of the incoming or outgoing payment, and a link to the document. Date Due date of the payment means appearing in the payment document.
Example
Example
An incoming payment containing two payments by credit card appears in two separate rows. Each row displays the due date of the respective credit card payment. End of the example. RFC RFC number of the business partner as defined in the Business Partner Master Data. Amount Total amount of the incoming or outgoing payment. Corresponding Tax Amount Tax amount included in the payment. If the payment amount is smaller than the invoice amount, the corresponding tax amount is calculated.
Example
Example
If the invoice total before tax is 100, and the invoice tax amount is 10, the invoice total amount is 110. If the partial payment amount is 60, the amount appearing in this field is 6. End of the example. Folio No.
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Folio number assigned to the documents. No. Internal number and type of the sales or purchase documents.
Example
Example
A/R invoice 1150 is displayed as IN 1150. End of the example. Posting Date Posting date of the sales or purchase document. Net Amount Amount before tax that is paid by the corresponding payment document. If the payment amount is less than the invoice amount, the amount here is the relative part of the invoice total amount, before the tax that is paid by the payment document. Tax Amount Tax amount paid by the corresponding payment document. If the payment amount is less than the invoice amount, the amount shown here is the relative part of the invoice total tax amount paid by the payment document.
Function
EU Sales Report: Europe
This report lists the goods sold by a company to customers in European Union countries, grouped by the country and tax ID of the customers. The report includes transactions resulting from the following documents of Item type: A/R Invoice A/R Invoice + Payment A/R Reserve Invoice A/R Down Payment Invoice Manual journal entries that are specified as relevant for the report The report does not include documents of Service type and A/R Down Payment Requests (even if paid).
Note
Note
When printing the report, you can print the selection criteria on a separate page. End of the note. More Information
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EU Sales Report - Selection Criteria EU Sales Report Window

Object
EU Sales Report - Selection Criteria
Use this window to specify selection criteria for the EU Sales report. To open the window, choose Report Financials Financial Reports Accounting Tax EU Sales
After defining the report, you can view it in the EU Sales Report window.
Selection Criteria
Selection Criteria Name Specify selection criteria from a predefined set or press CTRL+A to specify a new criterion. Date Generates the report according to either a posting or a document date range that you specify. Interval Generates the report for a calendar year or quarter: Quarter specify the quarter for which you want to create the report. Year generates the report for the entire calendar year.
Note
Note
Since the quarters and year date ranges are calendar values, they do not necessarily match the posting periods defined for the company. End of the note. Round Amounts Report displays rounded amounts. Summary Layout Displays the report results grouped by countries. Display Credit Memos in Separate Section Displays credit memos separated from the other documents included in the report. Output All tax groups marked as EU: Code tax group code Name tax group name Display select the tax groups you want to include in the report
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Amount select the tax groups for which you want to display a summary in the report. Save Save your selection criteria for future use. More Information EU Sales Report: Europe
Object
EU Sales Report Window
This window displays the EU Sales report according to your defined selection criteria.
EU Sales Report Window
Country The first two characters of the federal tax ID found in the shipping address of the document. Tax No. Tax number saved in the sales document, without the first two characters, according to the customers shipping address. All EU Sales, Code Values derived from the tax groups. Doc. No. In an expanded display, the document number and symbol.
Example
Example
IN 43222
stands for invoice number 43222.
End of the example. Posting Date, Period, Posting Year Document date, relevant period number and posting year, in which the document was created. Goods Value Total sales amount not including tax per document. If the document includes additional expenses (on row level and/or document level), to which EU tax groups have been defined, the value of these additional expenses is added here.
Function
Advances on Corporate Income Tax on Sales Report: Israel
Use this report to calculate the amount of advance payments that should be made to the tax authorities, according to the business volume and advance payment percentage defined for your company. More Information
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Advances on Corporate Income Tax on Sales Report Window

Object
This window displays the Advances on Corporate Income Tax on Sales Report for Israel. To open the window, choose Financials Financial Reports Accounting Tax Advances
on Corporate Income Tax on Sales Report
Date Specify a time period for the report. Posting Date From...To... The defined date range; make any necessary changes. Advance Payments as % of Sales Amount of the advance payments that should be paid according to: The business volume in the defined period The advance payment percentage defined for your company Advance Payment % Rate of advance payment that should be paid by your company. Business Sales (LC) Total amount of sales within the period defined for the report, displayed in local currency. Withholding Tax to Offset Amount of withholding tax that can be set off from the amount of advance payment that you have to make. You can set off an amount that is smaller or equal to the amount of the advance payment. Total Tax Deducted During Months Amounts that your customers deducted from you within the period defined for the report. Advance Payments for Surplus Costs If required, specify the total amount of advance payments previously made for surplus costs. Surplus Deductions If applicable, specify the amount of advance payments already made, to be deducted from the total payment due. Total Payment Due (LC) Total amount of advance payments that you should make after taking the advance payments for surplus costs and the surplus deductions into account.
Function
Stamp Tax Report: Portugal
This report includes all journal entries involving stamp tax amounts and is part of the annual declaration.
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More Information Stamp Tax Report - Selection Criteria Stamp Tax Report Window
Object
Stamp Tax Report - Selection Criteria
Use this window to specify selection criteria for the Stamp Tax Report. To open the window, choose Tax Report. Financials Financial Reports Accounting Tax Stamp
After defining the report, you can view it in the Stamp Tax Report Window.
Selection Criteria
Selection Criteria Name Specify a set of previously defined selection criteria, or press CTRL+A to specify a new one. Date From...To... Specify a range of posting or document dates for journal entries to include in the report. Round Amount Report rounds off its displayed amounts. Output Codes and names of all stamp tax codes defined as output tax and relevant for this report. Deselect tax codes you want to exclude from the report. In the Amount column, select the tax codes for which you want to display subtotals. Input Codes and names of all the stamp tax codes defined as input tax and relevant for this report. Deselect the tax codes you want to exclude from the report. In the Amount column, select the tax codes for which you want to display subtotals. [Arrow Up/Down] Determines the appearance order of the selected stamp tax codes in the report display and printed report. Save Saves your selection criteria for future use.
Object
Stamp Tax Report Window
This window displays the Stamp Tax Report according to your selection criteria.
Note
Note
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Stamp Tax Report Fields
Tax Group Name Name of the stamp tax. Tax % Tax rate as a percentage. Doc. No. Number of the document that created the stamp tax transaction. Posting Date, Document Date Posting or document date of the document/transaction. Base Amount Amount used as the basis for the tax calculation. Tax Amount Tax amount calculated in each document/transaction.
Function
347 Report: Spain
Use this report to declare business partners with whom your company had business transactions (goods and services) totaling more than the specified amount, in Euro, ( Company Details year. Accounting Data Administration System Initialization ) during the past calendar
Minimum amount for 347 Report
The report includes transactions resulting from the following documents: A/P and A/R invoices A/P and A/R reserve invoices A/P and A/R down payment invoices A/P and A/R down payment requests (paid) Manual journal entries specified as relevant for this report More Information Report 347 Window
Object
Report 347 Window
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This window displays the 347 Report according to your defined selection criteria.
Note
Note
Report 347 Window
Federal Tax ID The business partner EU tax identification number. Province Code that is a derivative of the business partner address as follows: Spanish business partner: first two digits of the zip code + 000 + province name Other business partners: 99 + three digits of the report code + country name Amount Total number of transactions for each business partner.
Note
Note
Regular transactions and leasing transactions appear in separate rows. End of the note. Leasing Type of transaction: Y leasing transaction N regular transaction Approved Marks the documents as printed. Error Report Displays a report on business partners that do not meet the selection criteria: Spanish business partners without federal tax ID Spanish business partners without a province Any business partner without a country Transactions with business partners that appear in the error report are not excluded from the actual report.
Function
349 Report: Spain
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This report lists the transactions of goods the company sold to customers or purchased from vendors within the European Union. The report includes transactions resulting from the following documents: A/P and A/R invoices of Item type A/P and A/R reserve invoices of Item type Manual journal entries specified as relevant for the report The report does not include transactions resulting from: A/P and A/R down payment requests A/P and A/R down payment invoices Documents of Service type More Information 349 Report - Selection Criteria 349 Report Window
Object
349 Report - Selection Criteria
Use this window to specify selection criteria for the 349 Report. To open the window, choose Report Financials Financial Reports Accounting Tax 349
After defining the report, you can view it in the 349 Report window.
Note
Note
Selection Criteria
Selection Criteria Name Criteria by which the report is created. Click

Choose
(Choose) to display a list of existing selection criteria, or press CTRL+A and specify new ones. Date From...To...
Specify a date range.
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Default: start and end dates of the Declared Period selection (Year / Quarter) Declared Period Specify the period for which you want to declare: Year or Quarter. Document Date Report includes documents based on document, not posting, date. Year Specify the year in which the chosen period is defined. Vendors Report includes vendors. To specify the vendors, choose to open the Vendor Selection window. Customers Report includes customers. To specify the customers, choose to open the Customer Selection window. Declaration Type Specify the required declaration type. Report includes all documents within the specified date range, as stipulated below: Original: Upon approval of report, these documents are marked as printed. Substitute: Includes documents marked as approved. Complementary: Excludes documents marked as approved. Output/Input Displays codes and names of tax groups. In the Display column specify the tax codes to include.
Object
349 Report Window
This window displays the 349 Report according to your defined selection criteria.
Note
Note
349 Report Window
Country Code Country code of the business partner. Federal Tax ID
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EU tax ID number of the business partner. Taxable Amount Amount on which tax is calculated. Triangular Transaction Defines a transaction as a triangular transaction. Taxable Rectified Amount Sum from rectified transactions that is liable to tax. Taxable Amount Paid Prev. Total amount declared for this business partner during the posting period of the invoices. Year Posting year of the invoices. Period Posting period of the invoices. Total Number of Business Partners Total number of business partners in the report. Total Amount of Transactions Total amount from transactions, both Deliveries and Acquisitions. Total No. of Rectifications Total number of rectification rows in the report. Total Rectified Total amount in rectifications. Approved Marks the report documents as printed. Error Report A report on business partners that do not meet the selection criteria: Business partners without federal tax ID Business partners without a country Business partners with negative amounts: Customers for which credit memo amounts are greater than invoice amounts Vendors for which purchase order amounts are greater than invoice amounts
Function
Input VAT Report: Hungary
This report lists the purchasing documents and their VAT amounts for a defined period. To access this report, choose VAT Report Financials Financial Reports Accounting Tax Input
. Alternatively, access it from the Reports module.
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More Information Input/Output VAT Report - Selection Criteria Input/Output VAT Report Window
Object
Input/Output VAT Report - Selection Criteria
Use this window to specify selection criteria for the Input/Output VAT report. To open the window, choose VAT Report
Selection Criteria
Financials
Financial Reports
Accounting
Tax
Input
or Output VAT Report. Alternatively, open it from the Reportsmodule.
Report Selection Criteria Name Criteria according to which the report is created. Choose from a list of existing selection criteria, or press CTRL+A and specify new selection criteria. Year Exchange Rate Select the exchange rate table according to which foreign currency values are converted while generating this report: Posting the report values are calculated according to the exchange rates defined in Exchange Rates and Indexes Exchange Rates tab. Administration
For Reports the report values are calculated according to the exchange rates defined in Administration Exchange Rates and Indexes Exch. Rates for Reports Exchange Rate Date tab.
This field appears only if For Reports is selected in the Exchange Rate field. Foreign currency values are converted to local currency based on the exchange rate for reports values on the selected date of the transactions included in the report. Select the date used to calculate the report values: Posting Date Document Date VAT Date More Information Input VAT Report: Hungary
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Output VAT Report: Hungary

Object
Input/Output VAT Report Window
This window displays the Input VAT report and the Output VAT report according to your defined criteria.
Input/Output VAT Report Window
No. Origin External No. Journal Remarks Posting Date From, To Specify the range of posting dates to include in the report documents/transactions that comply with this range. Document Date VAT Date From, To Specify the range of VAT dates to include in the report documents/transactions that comply with this range. NIP Company Name Gross Amount Net Amount VAT Vat Group Net (VAT Group) VAT (VAT Group) NonDeduct. VAT More Information Input VAT Report
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Output VAT Report

Function
Output VAT Report: Hungary
This report lists sales documents and their VAT amounts for a defined period. To access this report, choose VAT Report Financials Financial Reports Accounting Tax Output
. Alternatively, access it from the Reports module.
More Information Input/Output VAT Report- Selection Criteria Input/Output VAT Report Window
Object
Input VAT Analytical Report - Selection Criteria
Use this window to specify selection criteria for the Input VAT Analytical Report. To open the window, choose VAT Analytical Report Financials Financial Reports Accounting Tax Input
After defining the report, you can view it in the Input/Output VAT Report window.
Selection Criteria
VAT Date Posting Date Document Date Link Date Comparison Date Exchange Rate
Select the exchange rate table according to which foreign currency values are converted while generating this report: Posting report values are calculated according to the exchange rates defined in Administration
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Exchange Rates
tab. Administration
For Reports report values are calculated according to the exchange rates defined in Exchange Rates and Indexes Exch. Rates for Reports Exchange Rate Date tab.
This field appears only if For Reports is selected in the Exchange Rate field. Foreign currency values are converted to local currency based on the exchange rate for reports values on the selected date of the transactions included in the report. Select the date used to calculate the report values: Posting Date Document Date VAT Date Consider Reconciled Transactions Vendor Select to include a defined range of vendors in the report. Choose the button to open the Vendors Selection Criteria window in which you define the vendor range for the report. VAT Groups Selection Display Fully Paid Documents Display Partially Paid Documents More Information Vendors Selection Criteria
Object
Tax Report Generation - Selection Criteria
Use this window to specify selection criteria for the Tax Report. To open this window, choose Financials Financial Reports Accounting Tax Tax
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Report Generation
After defining the report, you can view it in the Tax Report Generation window.
Note
Note
Selection Criteria
Tax Declaration Type Tax Declaration Type Select one of the following report types to generate: Original: new tax report Replacement: existing report updated with changes Adjusted: existing report updated with missing items Tax Declaration Name Select the period for a report. Adjustment Select the adjusted version of a report. Tax Settlement Account (Liability) Select the account to which the paid tax is re-posted from the VAT account. Tax Settlement Account (Claim) Select the account to which the claimed tax is re-posted from the VAT account. Date Generate the report according to either the posting or the document date type. Date From...To... Define a date range for the report. If you do not specify the date range, the system regards the whole period selected from the Tax Declaration Name field as the default date range.
Object
VAT Error Report
This report displays errors made in VAT calculations.

Note
Note
VAT Error Report Fields
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VAT Code The VAT group code. Calculated VAT The VAT sum calculated according to the VAT percent. Actual VAT The actual VAT sum embedded in the journal posting. VAT Difference The difference between the calculated VAT and the actual VAT.
Function
Financial
This menu option includes the financial reports required to present a company's business activity results. To create financial reports, choose create them from the Reports module. More Information Balance Sheet Trial Balance Profit and Loss Statement Cash Flow
Function
Financials
Financial Reports
Financial
. Alternatively,
Balance Sheet
This report displays the accumulated assets and liabilities of a company up to a particular date, using the accounting formula: Total Assets = Total Liabilities + Equity.
Note
Note
When printing the report, you can print the selection criteria on a separate page. End of the note. More Information Balance Sheet - Selection Criteria Balance Sheet Window
Object
Balance Sheet - Selection Criteria
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Use this window to specify selection criteria for the Balance Sheet report. To open the window, choose Financials Alternatively, open it from the Reports module. Financial Reports Financial Balance Sheet .
After defining the report, you can view it in the Balance Sheet Window.
Selection Criteria
Date, To... Specify: Whether to create the balance sheet according to posting date or document date The date up to which the report should be created. Display in Report Choose one of the following: Accounts with Balance of Zero report displays accounts with a balance of zero. Foreign Name report displays the foreign names defined for G/L accounts. Nothing is displayed for accounts for which a foreign name was not defined. External Code report displays external codes defined for G/L accounts. Annual/Quarterly/Monthly/Periodic Report Specify whether to calculate the balance sheet for the entire year, or distributed according to months, quarters, or posting periods. Display in First Column Specify whether to display figures in local currency or system currency in the first column of the report. Display in Second Column Select one of the following to be displayed in the second column of the report: System Currency figures in system currency Not available if you chose to display system currency in the first column. Foreign Currency figures in foreign currency Relative Percentage all figures in the first column are expressed as percentage Add Journal Vouchers Includes transactions that are recorded in Open journal vouchers, but not yet permanently saved in the database. Add Closing Balances The report includes period-end closing journal entries, for the chosen posting period only; as such, Profit Period shows a zero balance for a closed posting period. If you do not select this option, the Profit Period shows the balance prior to the period-end closing process. The balance of previously closed periods is displayed in the Retained Earnings G/L account, whether this field is
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selected or not.
Example
Example
The company has two closed posting periods: 2003 and 2004. Add Closing Balances is not selected, and you run the report to 2004. The report displays the balance of the Profit Period from the beginning of 2004. The balance of the previous periods (2003) is displayed in the Retained Earnings G/L account. Add Closing Balances is selected, and you run the report to the last day of the posting period (December 31, 2004). The report displays a zero balance for the Profit Period. The balance of the previous posting periods (2003) is displayed in the Retained Earnings G/L account. The balance of the profit and loss accounts of 2004 is displayed in the Period-End Closing G/L account. Add Closing Balances is selected, and you run the report to the next posting period (2005). The balance of the previous posting periods is displayed in the Retained Earnings G/L account. End of the example. Ignore Adjustments Report excludes adjustment journal entries from its balance calculation. Choose Segments Opens the Find G/L Accounts window, where you can choose the accounts to include in the balance sheet, according to segments.
Note
Note
Available only if the company maintains a chart of accounts based on segments. End of the note. Revaluation Opens the Balance Sheet Revaluation window. More Information Find G/L Accounts Balance Sheet Revaluation
Object
Balance Sheet Window
This window displays the Balance Sheet report according to your defined selection criteria.
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Balance Sheet Window
Up to Date specified in the To field in the selection criteria. Display Subtotals Displays a subtotal opposite each title. Level Select the account level you want to display in the balance sheet. The balance sheet is displayed at the latest level selected in the window. Level 1 includes a summary of all G/L accounts under the titles Assets, Liabilities and Equity. The transition to a higher level of detail conforms to the levels defined in the Chart of Accounts. Level 2 usually breaks down the assets into current assets, long-term investments and fixed assets; and liabilities into current and long-term liabilities. The equity sections include share capital and profit for the period.
Note
Note
You can distinguish between the various display levels by color: drawers in red, titles in blue and active accounts in black. End of the note. Account Name Names of the drawers (Assets, Liabilities, Equity, and so on), titles, and accounts in the chart of accounts, according to the selected display level. If you selected Foreign Names in the selection criteria, foreign names are displayed next to the account codes. If you selected External Code in the selection criteria, the external code is displayed instead of the original account code. Balance Balance of the drawer, title, or G/L account, according to the display level. Foreign Currency Balance in foreign currency for foreign currency G/L accounts.
Note
Note
Only displayed if you selected Foreign Currency in the selection criteria. End of the note. System Currency Balance in the system currency.
Note
Note
Only displayed if you selected System Currency as a selection criterion. End of the note. Relative Percentage
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Relative percentage of each balance in the companys assets, liabilities, and equity set. Each first-level title (drawer) equals 100 %, and its related titles and active G/L accounts display their relative percentage.
Note
Note
Displayed only if you select Relative Percentage as a selection criteria. End of the note.
Function
Trial Balance
This report displays a summary of all accounts and/or business partner balances for a specific date. The report can comprise all accounts and business partner balances in SAP Business One, or only a particular cross section.
Note
Note
If the trial balance includes all the accounts, the debit and credit side totals must be equal. End of the note.
Note
Note
When printing the report, you can print the selection criteria on a separate page. End of the note. More Information Trial Balance - Selection Criteria Trial Balance Window
Object
Trial Balance - Selection Criteria
Use this window to specify selection criteria for the Trial Balance report. To open the window, choose Financials Alternatively, open it from the Reports module. Financial Reports Financial Trial Balance .
After defining the report, you can view it in the Trial Balance window.
Note
Note
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End of the note.

Selection Criteria
BP Includes business partners in the report. Properties Open the Properties window and use the business partner properties as selection criteria. G/L Accounts Report includes G/L accounts. Find To find a special account, choose this button and specify the account code. SAP Business One automatically displays an X next to this account. Level Choose the level of the account display in the table. If you choose Level 1 here, the table displays the highest level titles for the accounts. If you select a row in the table, you actually select all the accounts that appear under this title. Date, From...To... Click and choose the date range type for displaying the report. Then, define the actual range in the From ...To.. fields. Click to define a range of posting periods. Display in Report You can select the following options to display in the report: Accts with Balance of Zero Displays accounts with zero balance.
Note
Note
The selection of this box may change the report total. When you display the opening balance from the start of the fiscal year, the debit and credit sides might not be balanced because a certain G/L account or business partner has a journal entry prior to the selected date range; however, in the selected posting period it has a zero balance. The G/L account or business partner is displayed in the trial balance, but the offset account in its journal entries might not have a zero balance, and, therefore, the amount will be displayed for only one of the accounts. End of the note. Foreign Name Displays only the foreign names defined for G/L accounts in of Accounts
Note
Financials
Chart
Account Details
Foreign Name
Note
When this checkbox is selected, nothing is displayed for accounts for which the foreign name was not defined.
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End of the note. External Code Displays external codes defined for G/L accounts in Accounts External Code . Financials Chart of
Opening Balance for Period Select this option when you need to differentiate between the balance of the selected posting period and that of the previous periods. When a date range of a current posting period is selected, you can select this checkbox to display the bookkeeping balance prior to the selected date range in a separate column: OB. As default, the checkbox is cleared. Selecting it displays the following options: OB from Start of Company Activity Displays the opening balance accumulated since the companys activity started. OB from Start of Fiscal Year Displays the opening balance accumulated from the start of the current fiscal year. LC/SC and Foreign Currency Displays amounts in local and foreign currency. When the option System Currency is also selected, the amounts are displayed in system and foreign currency.
Note
Note
For All Currencies accounts and business partners, if all the journal entries were recorded using the same foreign currency, the trial balance shows the actual foreign currency balance. Otherwise, **** is displayed instead of the amounts. End of the note. System Currency Displays amounts in system currency only. Local and System Currency Displays amounts in system and local currencies. Template Click Select: Annual Report to calculate the trial balance for the entire year Quarterly Report to calculate the trial balance separately for each quarter Monthly Report to calculate the trial balance separately for each month Periodic Report Displays the report according to the posting periods included in the defined date range. Add Journal Vouchers Includes in the report Open transactions that are recorded in journal vouchers, but are not yet saved in the database. Ignore Adjustments Report excludes adjustment journal entries from its balance calculation. Add Closing Balances
Drop-down Box
(Drop-down Box) and select a template for displaying the balance sheet. Annual Report, Quarterly Report, Monthly Report
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Selected: Report includes period-end closing journal entries and balances of the selected posting period only. All profit and loss accounts that were closed by the period-end closing process show a zero balance. Not selected (default): Report does not include period-end closing journal entries. All profit and loss accounts that were closed by the period-end closing process show the G/L account balance prior to the closing process.
Note
Note
Period-end closing journal entries of posting periods prior to the selected period are included in the Opening Balance column. In Italy, Spain, France and Portugal localizations you can transfer the balances of Balance Sheet accounts from one fiscal year or period to another. In these localizations the period-end closing process is different than described above; therefore, the effect of this box on the report is different. End of the note. Incl. CB in P/L Accts. Select this checkbox to set the opening balance of Profit and Loss accounts to zero at the beginning of a fiscal year. Revaluation Opens the Trial Balance Revaluation window. After the revaluation is made, the option next to this button is selected. Expanded Opens the Expanded Selection Criteria window, where you can use a transaction code, project, and profit center range, as well as series, as selection criteria for this report.
Country-Specific: Poland
Detailed Annual Report Display the opening and closing balances for the entire year, together with data on the reporting periods, with separate Debit and Credit columns for the relevant balances. More Information Properties Trial Balance Revaluation
Object
Use this window to apply projects and profit centers defined in SAP Business One as additional selection criteria for the Trial Balance report. Project From...To... Select Project and specify a project range. The report includes transactions pertaining to the projects within the defined range. Profit Center From...To... Select Profit Center and specify a profit center range. The report covers transactions related to the profit centers
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within the defined range.

Procedure
Trial Balance Report Details by Control Account
In the Trial Balance report, you can print the totals per control account for each business partner and a summary of the control accounts at the end of the report. Procedure 1. From the SAP Business One Main Menu, choose Trial Balance . Financials Financial Reports Financial
2. In the Trial Balance Selection Criteria window, select the BP checkbox and specify the selection criteria for the report. For more information, see Trial Balance Selection Criteria. 3. Select the Show Details per Control Accounts checkbox. 4. To run the report, choose OK.
Object
Trial Balance Window
This window displays the Trial Balance report according to your defined selection criteria.
Note
Note
Trial Balance Window
Hide Titles Changes the display mode and printing of the report: only active accounts are displayed and printed without titles. The report total is printed also. Name The names of the drawers (assets, liabilities, equity, and so on), titles, and accounts in the chart of accounts, according to the selected display level. A separate section for displaying business partner balances appears at the end of the trial balance. OB Displays the opening balance amounts.
Note
Note
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This column is displayed only when the Disp.Opening Balance for Period checkbox is selected in the selection criteria window. End of the note. Debit Displays the total debit amount for each drawer, title, active account, and business partner according to the selected display level. Credit Displays the total credit amount for each drawer, title, active account, and business partner, according to the selected display level. Balance The balance of the drawer, title, active account, or business partner, according to the display level. Calculation: debit amount credit amount + O.B. amount System Currency Displays the balance in the system currency. To display only the Balance column in the system currency, double-click the title System Currency. When you print the trial balance, the debit and credit data, as well as the balance, are displayed in the Local, System and foreign currencies.
Note
Note
The System Currency column is displayed only if the check box Display in SC is selected in the selection criteria window. End of the note. Foreign Currency Displays the balance in foreign currency for foreign currency G/L accounts and business partners. To display only the Balance column in a foreign currency, double-click the title Foreign Currency. When you print the trial balance, the debit and credit data, as well as the balance, are displayed in the local, system and foreign currencies.
Note
Note
The Foreign Currency columns are displayed only if the checkbox Foreign Currency is selected in the Selection Criteria window. End of the note. Level Select the account level you want to display in the trial balance. Level 1 includes a summary of all G/L accounts under each drawer. The transition to a higher level of detail will conform to the levels you defined in the Chart of Accounts.
Note
Note
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You can distinguish between the various display levels by color. End of the note. A title is also shifted slightly to the left of the active account or of a subtitle beneath it.
Function
Profit and Loss Statement
This report lets you view the balance of all Profit and Loss G/L accounts. The total result of the statement is the profit or loss for the company in the selected period.
Note
Note
When printing the report, you can print the selection criteria on a separate page. End of the note. More Information Profit and Loss Statement - Selection Criteria Profit and Loss Statement Window
Object
Profit and Loss Statement - Selection Criteria
Use this window to specify selection criteria for Profit and Loss Statement reports. To open this window choose Statement Financials Financial Reports Reports module. Financial Profit and Loss
. Alternatively, open it from the
After defining the report, you can view it in the Profit and Loss Statement window.
Profit and Loss Statement Selection Criteria
Date, From ... To... Click and choose the date according to which to generate the profit and loss statement. Next, define the required date range, or choose in the From... To... fields to select the required period range. Display in Report Select any of the following options to display in the report: Accounts with Balance of Zero Displays accounts with a balance of zero. Foreign Name Displays only the foreign names defined for G/L accounts in Financials Chart
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of Accounts
Note
Account Details
Foreign Name
Note
When this checkbox is selected, nothing is displayed for accounts lacking a foreign name. End of the note. External Code Displays external codes defined for G/L accounts in Accounts Select: Annual Report to calculate the profit and loss statement for the entire year Quarterly Report to calculate the profit and loss statement separately for each quarter Monthly Report to calculate the profit and loss statement separately for each month Periodic Report Select this option to display the report according to the posting periods included in the defined date range. Template Choose a template for displaying the profit and loss statement. By default, the template chart of accounts is selected. Click
Note Drop-down Box
Financials
Chart of
External Code . Annual Report, Quarterly Report, Monthly Report
(Drop-down Box) to select a different template.
Note
Different templates might show different results, due to the different G/L accounts assigned to them. End of the note. Display in First Column Select whether to display figures in local currency or in system currency, in the first column of the report. Display in Second Column Select one of the following options to display in the report's second column: System Currency figures in system currency.
Note
Note
If you chose to display system currency in the first column, this option is disabled. End of the note. Foreign Currency figures in foreign currency. Balance for Comparison once this option is selected, select one of the following radio buttons: Multi-Year Cumulative to display the balance from beginning of company activity up to the date
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defined in the From field. Year to Date to display the balance from day one of the selected posting period up to the date defined in the From field.
Note
Note Administration System
The first day of the selected posting period is the one defined in Initialization General Settings of the first sub-period. End of the note. Add Journal Vouchers Posting Periods
. The date appears in the From field
Includes in the report Open transactions that are recorded in journal vouchers, but are not yet saved in the database. Ignore Adjustments Report excludes adjustment journal entries from its profit and loss statement calculation. Add Closing Balances To perform the Period-End Closing function, select this checkbox. All transactions of closing balances are being created to the report calculation. Choose Segments Opens the Find G/L Accounts window, in which you can choose the accounts to include in the profit and loss statement, according to segments.
Note
Note
End of the note. Appears only if the company maintains a chart of accounts based on segments. Revaluation Select this option and choose the required parameters to generate a revaluated report. Expanded Opens the Expanded Selection Criteria window, where you can define additional parameters for the report.
Object
Profit and Loss Statement Window
This window displays the Profit and Loss Statement report according to your defined selection criteria.
Profit and Loss Statement Window
From Date, To Selected date range for the report. Display Subtotals Displays subtotals next to each Title G/L account.
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Account Name The names of the drawers, titles, and active accounts in the chart of accounts, according to the chosen display level. Balance The balance of the drawer, title, or G/L account, according to the display level. Multi-Year Cumulative Displays the G/L account balance from the company start date. If the selected date range is not from the beginning of work in the company, there will be a difference in the data displayed in the Balance and Current Year columns. System Currency Displays the balance in the System currency. This column appears only if the check box SC is selected in the selection criteria window. FC Displays the balance in foreign currency for foreign currency G/L accounts. The FC column is displayed only if the check box FC Column is selected in the Selection Criteria window. Display Subtotals Displays subtotals next to each Title G/L account. Level Choose the account level you want to display in the profit and loss statement. The report is always displayed at the last level established in the window. The transition to a higher level of detail will conform to the levels you defined in the Chart of Accounts.
Function
Cash Flow
This report lets you analyze your cash flow based on all revenues and expenses, for example, checks, credit cards, recurring account transactions, customer liabilities, and so on. You define the level of detail for the individual results. The report provides information about the liquidity of your business that is beyond the scope of a profit-and-loss statement. The report: Takes into account whether open payments have since been paid, and if not, the likelihood of these receivables being collected. Lets you forecast future revenues and expenses to facilitate business decisions. Can raise your awareness of possible future liquidity problems, enabling you to act accordingly. More Information Cash Flow - Selection Criteria Cash Flow Window
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Object
Cash Flow - Selection Criteria
Use this window to specify selection criteria for the Cash Flow report. To open the window, choose Financials Alternatively, open it from the Reports module. Financial Reports Financial Cash Flow .
After defining the report, you can view it in the Cash Flow Window.
Selection Criteria
Date From...To Specify a date range. The report includes documents and transactions with due dates within this range. Time Interval Specify a time interval as a preliminary report format. Each row in the report will represent a time interval: day, week, month, and so on. Add Recurring Postings Adds to the cash flow recurring transactions, which appear in green in the report. Add Journal Vouchers Adds open journal vouchers to the report calculation, which is displayed in blue in the report. Consider Delays in Payments Specifies that the average number of delay days, if defined for the business partner, should be included in the cash flow.
Example
Example
If the due date of an A/R invoice is 03/10/05 and the average delay defined for the customer is five days, the due date calculated for the cash flow (when this option is selected) is 03/15/05. End of the example. Display Fully Reconciled Postings Includes transactions reconciled internally.
Example
Example
Outgoing invoices and the reconciled incoming payments are displayed together in the report. End of the example. Tax Report includes tax transactions. In the appurtenant field, specify whether to display transactions as they are reported monthly, or every two months, depending on how your business pays tax. Opening Balance/Calculate Opening Balance Select Opening Balance to enter an opening balance manually for the selected accounts.
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Select Calculate Opening Balance to display the opening balance according to the data recorded in SAP Business One. Include Projected Postings Table Specify future transactions that have not been recorded yet in SAP Business One, such as the purchase of a new car for the business, designated to be executed next month. Specify the following for the expected transactions: Date due date Description brief text insertion Incoming Total, Outgoing Amount incoming or outgoing sum Security Level security level at which the report should display them The report displays the additional transactions in green. Cash tab Displays G/L accounts defined as Cash Accounts in the Chart of Accounts. Select the accounts to be included in the report. The amounts transferred through these accounts will appear in the report at security level 1 Cash Accounts. Credit Card tab Credit funds used when incoming payments for credit card vouchers were created. Amounts transferred through these accounts will appear in the report at security level 2 checks and credit. Checks tab Check funds. Amounts transferred through these accounts appear in the report at security level 2 checks and credit. Business Partner Specify a range, a group, or the properties of business partners to include in the report. Amounts transferred through these business partners will appear in the report at level 3 customer liabilities, and security level 4 payable to vendors.
Country-Specific Fields: Belgium, Chile, France, Italy, Portugal, and Spain
Bill of Exchange tab Displays the Bill of Exchange-related accounts, as defined in G/L Account Determination Sales Administration Setup Financials
Control Accounts Accounts Receivables and Purchasing
tab, Control Accounts Accounts Payable.

Object
Cash Flow Window
This window displays the Cash Flow report according to your defined selection criteria.
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Note
Note
Cash Flow Window
Cash Accounts, Credit, Checks, Customer Liabilities, Debts to Vendors Each option represents a security level. Select the respective options to display in the report according to the relevant security levels. Due Date Each row represents a time interval. The postings are assigned to a time interval according to their due date. Expand the display mode to see the security levels. Origin Transaction type of the postings in each security level and a link to the document by which the transaction was created. The origin is displayed only when the display is expanded. Reference Reference number of the documents/transactions. Control Account Control account linked to the transaction. G/L Account/BP Code Business partner code or G/L account code involved in the transaction.
Note
Note
The display of accounts in the Cash Flow report is subject to user authorizations. SAP Business One does not display confidential accounts if the user is not permitted to access confidential accounts. End of the note. Remarks Details entered in the Remarks field in the transaction or document. Debit, Credit Debit or credit amounts for the postings. Total Total for a posting, security level, or time interval. Rows representing the security level and time interval are highlighted in blue. Negative balances are indicated with a minus sign (-). Balance Total cumulative amounts. In each row, the total of the balance of the previous row plus the total amount for the current row is calculated. This means that the balance is always displayed for each detailed row. Negative balances are indicated by a minus sign (-).
Country-Specific Fields: Belgium, Chile, France, Italy, Portugal, and Spain
Bill of Exchange
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Values pertaining to the bill of exchange accounts you specified in the selection criteria.
Function
Cash Report: Czech Rep., Hungary, Poland, Russia, & Slovakia
This report enables you to simulate petty cash and bank account transactions. You can either generate the report for a single account or for a group of accounts. The only accounts that you can include are those specified as Cash Account in the Chart of Accounts and those to which transactions of incoming payments were posted. More Information Cash Report - Selection Criteria Cash Report Window
Object
Cash Report Selection Criteria
Specify in this window the selection criteria for the Cash Report. To access this window choose: Financial Reports
Note
Financials
Financial
Cash Report
Note Reports Financials Financial
In Russian localization the report can be accessed only through: Cash Report End of the note.
Cash Report Selection Criteria
Users Select one of the following options: All Users Report includes transactions originated by all users. Name from User list Report includes only transactions originated by a specific user. Posting Date From, To To limit the transactions included in the report by their posting date, specify the required posting date range. Transaction No. From, To Specify the range of transaction numbers to include in the report. No. on First Printed Page Specify the number to be printed on the first page of the report. The following pages of the printed report will be numbered successively. Cash Accounts tab
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Specify the cash accounts to be included in the report. The accounts displayed are the ones for which the option Cash Account is selected in Financials Chart of Accounts Checks tab .
All G/L accounts to which checks received were posted are displayed. Select the ones to be included in the report. Credit Cards tab The G/L accounts used for posting credit card vouchers received are displayed. Select the ones you want to include in the report. More Information Cash Report: Czech Rep., Hungary, Poland, Russia, & Slovakia Cash Report Window
Object
Cash Report Window
The results of the Cash Report generated are displayed in this window.
Cash Report Window
Trans. No. The number of the journal entry posted to one of the accounts specified in the Cash Report Selection Criteria window. Posting Date The posting date assigned to the transaction row posted to the account specified in the Cash Report Selection Criteria window. Debit, Credit Debit or credit amounts for the postings. Balance The cumulative balance in local currency calculated by adding the credit/debit amount in local currency to the amount displayed in the Opening Balance row.
Note
Note
The value displayed in the Opening Balance row represents the total amounts posted to the selected accounts earlier than the posting date defined in the Posting Date From field in the Cash Report Selection Criteria window. End of the note. Debit (FC), Credit (FC) The foreign currency amounts posted to the selected G/L accounts. Balance (FC) The cumulative balance in foreign currency calculated by adding the credit or debit amount in foreign currency to the amount displayed in the Opening Balance row.
Note
Note
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The value displayed in the Opening Balance row represents the total amounts posted to the selected accounts before the date defined in the Posting Date From field in the Cash Report Selection Criteria window. End of the note. User The user who posted the transaction to the G/L account. Origin No. The number of the document resulting with the transaction displayed in the row. G/L Acct/BP The code of the business partner or G/L account used as the offset account in the transaction. Remarks The remarks specified for the transaction at the time it was created. More Information Cash Report: Czech Rep., Hungary, Poland, Russia, & Slovakia Cash Report Selection Criteria
Function
Comparison
These reports let you review the results of business activities of two posting periods, or compare two companies. More Information Balance Sheet Comparison Trial Balance Comparison Profit and Loss Statement Comparison
Object
Balance Sheet Comparison
This report compares the balance sheet reports of two companies, or of two periods of the same company, with the same chart of accounts. Use this window to specify selection criteria for the Balance Sheet Comparison report. To open the window, choose Comparison Financials Financial Reports Comparison Balance Sheet
After defining the report, you can view it in the Balance Sheet Comparison window.
Selection Criteria
Company Name Name of the company to which you are currently logged on.
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Database Name Name of the database to which you are currently logged on. Posting Date/Document Date Specify whether to generate the report according to a posting or a document date range. From...To Specify the dates of the first and last day to be included in the report. Company Name Name of the company to which the figures of the current company should be compared. By default, the name of the current company is displayed. Database Name Name of the database to which the figures of the current company should be compared. By default, the database of the current company is displayed. Change Opens a window in which you can choose the company to which the figures of the current company should be compared.
Note
Note
End of the note. You can only select companies that are located on the same database server as the current company. Posting Date/Document Date Specify whether to generate the report according to a posting or a document date range. From...To Specify the dates of the first and last day in the comparison company to be included in the report. Display in Report Accounts with Balance of Zero Report displays accounts with zero balance. Differences in % Adds a column displaying the differences between the compared companies or posting periods, as a percentage. Amount Differences Adds a column displaying the differences between the compared companies or posting periods, as a percentage. Foreign Name Displays only foreign names defined for G/L accounts.
Note
Note
Accounts for which a foreign name was not defined are not displayed in the report. End of the note. External Code - Displays external codes defined for G/L accounts in Accounts External Code . Financials Chart of
Local Currency Displays the results in local currency. System Currency Displays the results in system currency.
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Foreign Currency Displays the results in foreign currency. Template Specify the template to be used for the report. Add Journal Vouchers Includes in the report transactions that are recorded in Open journal vouchers, but are not yet saved in the database. Add Closing Balances Includes period-end closing journal entries, for the chosen posting period only, in the report. As such, the Profit Period shows a zero balance for a closed posting period. Add Closing Balances is not selected: period-end closing journal entries are not included in the report, and the Profit Period shows the balance prior to the period-end closing process. Ignore Adjustments Report excludes adjustment journal entries from its balance calculation. Choose Segments Opens the Find G/L Accounts window where you can choose the accounts to include in the report, according to segments.
Note
Note
End of the note. Only available if the company maintains a chart of accounts based on segments. Revaluation Opens the Balance Sheet Revaluation window where you can make additional selection criteria for revaluation. More Information Find G/L Accounts
Object
Balance Sheet Comparison Window
This window displays the Balance Sheet Comparison report according to your defined selection criteria.
Current Period As of The date you entered in the To field for the period of the current database. Comparison Period The date you entered in the To field for the comparison period of the current database or a compared database. Account Name According to the display level, the names of the drawers (Assets, Liabilities, Equity, and so on), titles, and accounts in the chart of accounts template. If you selected Foreign Names in the selection criteria, the foreign names are displayed, as defined for each account in the chart of accounts.
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Current Period Balance of the drawer, title, or account according to the selected display level to the requested date of the current period / company in the current database, in the selected currency. Comparison Period Balance of the drawer, title or account according to the display level to the requested date of the compared period/company in the current or compared database, displayed in the selected currency. Display Subtotals Displays a subtotal for each drawer or title, according to the display level. Level Select the account level you want to display in the balance sheet comparison. The balance sheet is displayed at the latest level applied in the window. Level 1 displays a summary of all accounts under the titles Assets, Liabilities, and Equity. The transition to a higher level of detail conforms to the levels defined in the Chart of Accounts. Level 2 usually breaks down assets into current assets, long-term investments, and fixed assets; and liabilities into current and longterm liabilities. The equity sections include share capital and profit for the period. Level 5 displays all the active accounts in SAP Business One.
Note
Note
You can distinguish between the various display levels by color: drawers in red, titles in blue, and accounts in black. End of the note. Difference Amount Difference between compared periods / Companies according to this accounting formula: Difference Amount = Current Period / Company - Comparison Period/company Percentage Difference Difference between the current period/company and the compared period/company according to the accounting formula: Percentage Difference = Difference Amount / Compared Period x 100
Object
Trial Balance Comparison
This report compares the trial balances of two different companies or two different posting periods. Use this window to define selection criteria for the Trial Balance Comparison Report. To open the window, choose Comparison Financials Financial Reports Comparison Trial Balance
After defining the report, you can view it in the Trial Balance Comparison window.
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Note
Note
Selection Criteria
Business Partner Select to include business partners in the report. Properties Open the Properties window and use the business partner properties as selection criteria. G/L Accounts Report includes G/L accounts. Find To find a special account, choose this button and specify the account code. SAP Business One automatically displays an X next to this account. Level Choose the level of the account display in the table. If you choose Level 1 here, the table displays the highest level titles for the accounts. If you select a row in the table, you actually select all the accounts that appear under this title. Company Name Displays the company and database names of the current company and the comparison company. Period In this section, define the periods to be compared by the report: Current, Comparison Click (Drop-down Box) and select whether to generate the report according to posting date, due date, or document date. From, To, Define the current period and comparison period by entering the required date ranges. Click
Choose from List Drop-down Box
(Choose from List) to define the date ranges according to posting periods. Display in Report
You can select the following options to display in the report: Accounts with Balance of Zero if this checkbox is not selected accounts with balance of zero will not be displayed in the report. Differences in % - select to display the differences between the compared companies / periods as percentages. Amount Differences - select to display the differences between the compared companies/periods in amounts. Foreign Name to display the foreign names defined for G/L accounts in Accounts Account Details Foreign Name . Financials Chart of
When this checkbox is selected, only foreign names are displayed. Nothing is displayed for accounts lacking a foreign name.
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External Code - to display external codes defined for G/L accounts in Accounts External Code .
Financials
Chart of
Opening Balance for Period Select this check box when you need to differentiate between the balance of the selected posting period and the balance of the previous periods. As default, the checkbox is deselected. When a date range of a current posting period is selected, you can select this checkbox to display the bookkeeping balance prior to the selected date range in a separate column, O. B. This opening balance includes: Bookkeeping balance prior to the selected date range. Journal entries created in the selected posting period through Initialization Opening Balances Administration System
(Origin = O.B, Transaction Type = -2).
Period-end closing journal entries of posting periods prior to the selected period. Local Currency displays the report in the local currency. System Currency displays amounts in the system currency only. Foreign Currency displays the report in a foreign currency. Template Choose
Dropdown Box
(Dropdown Box) and select a template for displaying the balance sheet. Add Journal Vouchers
Includes transactions in the report that are recorded as Open in journal vouchers, but have not yet been saved to the database. Ignore Adjustments Report excludes adjustment journal entries from its balance calculation. Add Closing Balance Includes closing balances in the report. Revaluation Opens the Trial Balance Revaluation window. After the revaluation is made, the option next to this button is selected. Expanded Opens the Expanded Selection Criteria window, where you can use a project range and a profit center range as selection criteria for this report. More Information Trial Balance Comparison Properties Trial Balance Revaluation
Object
Trial Balance Comparison Window
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This window displays the Trial Balance Comparison Report according to your defined selection criteria.
Trial Balance Comparison Window
Name The names of the drawers, titles, and accounts according to the display level you selected. The list of business partners appears in the lower part of the report, divided into customers and vendors. Current Period Displays the totals for the debit, credit, and balance of each business partner and/or G/L account in LC/SC/FC (according to the selection made in the Trial Balance Comparison Selection Criteria window) for the requested date range for the Current Period in the current database. Comparison Period Displays the totals for debit, credit, and balance of each business partner and/or G/L account (according to the selection made in the Trial Balance Comparison Selection Criteria window) for the requested date range of the Comparison Period in the current database or in the compared database. Differences in Amounts The difference between the compared periods according to the accounting formula: Differences in Amounts = Current Period - Previous Period Differences in Percentage The difference between the current period and the comparison period according to the accounting formula: Differences in Percentage = Differences in Amounts / Previous Period x 100 Level The trial balance comparison is always displayed at the last level established in the window. Level 1 displays a summary of all accounts under the titles (Assets, Liabilities, Equity, and so on), and a summary of Customers and Vendors. If you are interested in more detail than is provided in Level 1, choose the appropriate level in the Trial Balance Comparison window. The transition to a higher level of detail conforms to the levels you defined in the Chart of Accounts. Display at Level 2 usually breaks down assets into current assets and long-term investments; customers and vendors are divided into groups.
Note
Note
You can distinguish between the various display levels by color: drawers in red, titles in blue, and accounts in black. A title is also displayed slightly to the left of the active account or to the left of the subtitle below it. The subtitle for a title is shown immediately after the displayed title. End of the note. Current Period From To The dates you entered as the date range for the Current Period in the Trial Balance Comparison Selection Criteria window. Comparison Period From To
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The dates you entered in the Trial Balance Comparison Selection Criteria window as the date range for the Comparison Period in the current database or in the compared database.
Object
Profit and Loss Statement Comparison
This report lets you compare the profit and loss statements of two companies or periods. Use this window to specify selection criteria for the Profit and Loss Statement Comparison report. To open the window, choose Statement Comparison Financials Financial Reports Reports Comparison module. Profit and Loss
. Alternatively, open it from the
After defining the report, you can view it in the Profit and Loss Statement Comparison window.
Selection Criteria
Current Company The following fields contain data from the current company: Company Name, Database Name System displays the current company and database names, as they appear in the Choose Company window. Date, From...To ... Click and specify whether to generate the report according to posting date, due date, or document date. Then define the date range for transactions to include in the report. Click to define a range based on posting periods. Comparison Company/Posting Period The following fields contain data from the company or posting period to which you are comparing the current company/period: Company Name, Database Name, Change The defaults displayed are the current company name and the current database name, as they appear in the Choose Company window. Choose Change to select a different company. Date, From...To ... Click and specify whether to generate the report according to posting date, due date, or document date. Then define the date range for transactions that you are including in the report. Click to define a range based on posting periods. Display in Report You can select the following options to display in the report: Accounts with Balance of Zero if this checkbox is not selected accounts with balance of zero will not be displayed in the report. Differences in % - select this option to add to the report a column which displays the differences between the compared companies/posting periods in percentage rate. Amount Differences - select this option to add to the report a column which displays the differences between the compared companies/posting periods in percentage rate.
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Foreign Name to display the foreign names defined for G/L accounts in Accounts Account Details Foreign Name .
Financials
Chart of
When this checkbox is selected, only foreign names will be displayed, there fore nothing will be displayed in case of accounts for which the foreign name was not defined. ExternalCode - to display external codes defined for G/L accounts in Accounts External Code . Financials Chart of
LocalCurrency select to display the results in local currency. SystemCurrency select to display the results in system currency. ForeignCurrency select to display the results in foreign currency. Template Specify the template to use for the report. Add Journal Vouchers Includes transactions in the report that are recorded as Open in journal vouchers, but have not been saved yet in the database. Ignore Adjustments Report excludes adjustment journal entries from its balance calculation. Choose Segments Opens the Find G/L Accounts window, in which you can select the accounts to include in the report, according to segments.
Note
Note
Appears only if the company maintains a chart of accounts based on segments. End of the note. Revaluation Choose to open the Balance Sheet Revaluation window. After you make your selections and close this window, the option next to the button is selected. Expanded Opens the Expanded Selection Criteria window, in which you can define additional parameters for the report. More Information Find G/L Accounts Expanded Selection Criteria
Object
Profit and Loss Statement Comparison Window
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This window displays the Profit and Loss Statement Comparison report according to your defined selection criteria.
Profit and Loss Statement Comparison Window
Account Name Displays the names of the drawers (Revenues, Cost of Sales, Expenses, and so on), titles and accounts, according to the display level you selected, and the selections made in the Profit and Loss Statement Comparison Selection Criteria window. Current Period Displays the balance of the drawer, title, or account (according to the selected display level) to the requested date of the Current Period in the current database. Comparison Period Displays the balance of the drawer, title, or account (according to the selected display level) to the requested date of the Comparison Period in the current database or in the compared database. Difference Amount Difference between compared periods according to the accounting formula: Difference Amount = Current Period - Previous Period Percentage Difference The difference between the current period and the comparison period according to the accounting formula: Percentage Difference = Difference Amount / Previous Period x 100 Display Subtotals Displays subtotals for each title and drawer. Level The Profit and Loss comparison is always displayed at the last level established in the window. Level 1 displays a summary of all accounts under the titles Revenues, Cost of Sales, Expenses, and so on. For more detail than is provided in Level 1, select the appropriate level in the Profit and Loss Comparison window. The transition to a higher level of detail will conform to the Levels you defined in the Chart of Accounts. Level 2 displays greater detail primary titles and primary accounts. You can distinguish between the various display levels by color: drawers in red, titles in blue, and accounts in black. A title is also displayed slightly to the left of the active account or the subtitle below it. The subtotal for a title is shown immediately after the displayed title. Current Period From To The dates you entered in the date range for the Current Period in the Profit and Loss Statement Comparison Selection Criteria window. Comparison Period From To The dates you entered in the Profit and Loss Statement Comparison Selection Criteria window, as a date range for the Comparison Period in the current database or in a compared database.
Function
Budgets
If your company manages budgets, you can create a budget report to review business activities from a budget
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perspective. More Information Budget Report Balance Sheet Budget Report Trial Balance Budget Report Profit and Loss Statement Budget Report
Object
Budget Report
This report analyzes the business activities that took place during a defined period, with reference to a selected budget scenario. Use this window to specify selection criteria for the Budget Report. To open the window, choose Financials Financial Reports Budget Setup Budget Report
. Alternatively, open it from the Reports module. After defining the report, you can view it in the Budget Report window.
Note
Note
Selection Criteria
Annual Report, Quarterly Report, Monthly Report Specify the time frame of the report. Local Currency, Display in SC Specify whether to display the report in local currency or in system currency. Scenario Specify the scenario according to which the report will be created. Profit Center Specify the profit center for which to create a report reflecting the budget used for the profit center activities. Project Specify a project for which to create a report reflecting the budget used for the project. Future Balances Includes open purchase orders and open purchase delivery notes in the Actual column of the report. Find Opens the Find G/L Accounts window, where you can select specific G/L accounts for the report.
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Account Specify the G/L accounts you want to include in the report. [Level] Specify the detail level of the account display in the account table. Level 1 displays the drawers, Level 2 drills down to the main titles, and so on. Date From...To... Date range of the report, as defined in the months table below. Date Specify the year for the report. Then, select the month or months for which the report should be created. The Date From...To... fields are updated accordingly. More Information Find G/L Accounts
Object
Budget Report Window
This window displays the Budget Report according to your defined selection criteria.
Note
Note
Budget Report Window
Display Subtotals Displays a subtotal for each title and drawer. Budget Budget amount for the account as specified in the Define Budget window. Actual Actual amount used of the budget amount. Difference Difference between the budget amount and the actual balance. Chart Style Specify the style of the graphic display. [Level] Specify the detail level of the account display in the account table. Level 1 displays the drawers, Level 2 drills down to the main titles, and so on.
Object
Balance Sheet Budget Report
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This report displays a balance sheet based on a selected budget scenario. Use this window to specify selection criteria for the Balance Sheet Budget report. To open the window, choose Budget Report Financials Financial Reports Budget Reports Balance Sheet
After defining the report, you can view it in the Balance Sheet Budget Report window.
Note
Note
Selection Criteria
Date Specify the year, then click the month or months for which the report should be created. The date field below is updated accordingly. External Code Displays external codes that you defined for G/L accounts in External Code . Ignore Adj. Trans. (Period 13) Report excludes adjustment transactions. Accounts with Balance of Zero Report includes accounts with zero balance. Budget-Relevant Accounts Only Report includes only G/L accounts defined as relevant to the budget. Foreign Names Displays foreign names that you have defined for G/L accounts in Account Details Foreign Name . Choose Segments Opens the Find G/L Accounts window, where you can select the accounts to include in the report, according to segments.
Note
Financials
Chart of Accounts
Financials
Chart of Accounts
Note
Only available if the company maintains a chart of accounts based on segments. End of the note. More Information Find G/L Accounts
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Object
Balance Sheet Budget Report Window
This window displays the Balance Sheet Budget report, according to your defined selection criteria.
Note
Note
Balance Sheet Budget Report Window
As of Date specified in the To field in the selection criteria. Display Subtotals Displays subtotals opposite each title. Level The report is displayed at the latest level applied in the window. Level 1 displays a summary of all accounts under the Assets, Liabilities, and Equity titles. If you want more details, choose the appropriate level. The transition to a higher level of detail conforms to the levels you defined in the Chart of Accounts. Level 2 usually breaks down assets into current assets, long-term investments, and fixed assets; and liabilities into current and longterm liabilities. The equity sections include share capital and profit for the period. Level 5 displays all the active accounts in SAP Business One.
Note
Note
You can distinguish between the various display levels by color: drawers in red, titles in blue, and accounts in black. End of the note. Budget Planned amount for the account as specified in the Define Budget window. Actual Actual balance of the account. Difference Difference between planned amount and the actual balance.
Object
Trial Balance Budget Report
This is a trial balance report based on a specific budget scenario. Use this window to specify selection criteria for the Trial Balance Budget report.
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To open the window, choose Budget Report
Financials
Financial Reports
Budget Reports
Trial Balance
After defining the report, you can view it in the Trial Balance Budget Report window.
Note
Note
Selection Criteria
G/L Accounts Report includes G/L accounts. Find To find a special account(s), choose this button and specify the account code or range of account codes. SAP Business One automatically displays an X next to this account(s). Level Choose the level of the account display in the table. If you choose Level 1 here, the table displays the highest level titles for the accounts. If you select a row in the table, you actually select all the accounts that appear under this title. Posting Date / Due Date / Document Date Click the icon and choose to display the report according to posting date, due date or document date range. Scenario
Preferred budget scenario (displayed according to the selected financial period). Display LC, Display in SC Select whether to display the report in local currency or in system currency Display External Code Select this option to display external codes that you have defined for G/L accounts in their master records ( Financials Chart of Accounts Ignore Adjustments External Code ).
Report excludes adjustment journal entries from its balance calculation. Display Accounts with Zero Balance Select this option to include in the report accounts with zero balance. Display Budget Accounts Only Select this option to include in the report only G/L accounts that were defined as relevant to budget. ( Financials Chart of Accounts Account Details Display Foreign Names Relevant to Budget ).
Select this option to display foreign names that you have defined for G/L accounts in their master records ( Financials Chart of Accounts Account Details Expanded Alternative Account Name ).
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Opens the Expanded Selection Criteria window, where you can define the range of projects and/or profit centers as additional parameters for the report.
Object
Trial Balance Budget Report Window
This window displays the Trial Balance Budget Report according to your defined selection criteria.
Note
Note
Trial Balance Budget Report Window
From Date To Displays the dates you entered in the range of dates in the Trial Balance Budget Report Selection Criteria window. Budget The planned amount for each account as specified in the Define Budget window. Actual Actual balance of this account. Difference Difference between planned amount and actual balance. Difference in % Calculates the difference in percentage. Level Level 1 displays a summary of all accounts under titles such as Assets, Liabilities, Equity, and so on. If you are interested in more detail than is provided in Level 1, select the appropriate level in the Trial ReportBudget Reportwindow. The transition to a higher level of detail will conform to the levels you defined in the Chart of Accounts.
Note
Note
You can distinguish between the various display levels by color: drawers in red, titles in blue, and accounts in black. A title is also displayed slightly to the left of the active account or the subtitle below it. End of the note.
Function
Profit and Loss Statement Budget Report
This report displays a profit and loss statement based on a selected budget scenario.
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More Information Profit and Loss Statement Budget Report - Selection Criteria Profit and Loss Statement Budget Report Window
Object
Profit and Loss Statement Budget Report - Selection Criteria
Use this window to specify selection criteria for the Profit and Loss Statement Budget Report. To open the window, choose Statement Budget Report Financials Financial Reports Budget Profit and Loss
After defining the report, you can view it in the Profit and Loss Statement Budget Report Window.
Note
Note
Selection Criteria
Date In the ruler, select the required period. Posting Date / Due Date / Document Date Specify whether to create the report according to the posting date range, the due date range or the document date range. Scenario Select the budget scenario according to which the report should be generated. Local Currency Displays the report figures in local currency. System Currency Displays the report figures in system currency. External Code Displays the external codes of the accounts in the report, as defined in External Code field. Ignore Adj. Trans. (Period 13) Generates a report without adjustment transactions. Accounts with Balance of Zero Report includes zero-balance accounts. Budget-Relevant Accounts Only Report displays only accounts with a budget amount. Financials Chart of Accounts
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Foreign Names Displays the foreign name of the accounts in the report, as defined in Account Details Foreign Name Annual / Quarterly / Monthly Report Specify the required display mode for the report. Choose Segments Opens the Find G/L Accounts window, where you can select the accounts to include in the report, according to segments.
Note
Financials
Chart of Accounts
field.
Note
Only available if the company maintains a chart of accounts based on segments. End of the note. Expanded Opens the Expanded Selection Criteria window where you can define a range of projects and/or profit centers as additional parameters for the report. More Information Find G/L Accounts
Object
Profit and Loss Statement Budget Report Window
This window displays the Profit and Loss Statement Budget Report according to your defined selection criteria.
Note
Note
Profit and Loss Statement Budget Report Window
Date From...To... The dates you specified in the selection criteria. Display Subtotals Displays subtotals above each title for levels higher than Level 1. Budget Planned amount for the account as specified in the Define Budget window. Actual Actual balance of the account. Difference Difference between planned amount and actual balance.
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Difference in % Difference in percentage. Level The report is always displayed at the last level established in the window. Level 1 displays a summary of all accounts under the titles Revenues, Cost of Sales, Expenses, and so on. For more detail, select the appropriate level. The transition to a higher level of detail will conform to the levels you defined in the Chart of Accounts. Level 2 displays greater detail primary titles and primary accounts.
Note
Note
You can distinguish between the various display levels by color: drawers in red, titles in blue, and accounts in black. A title is also displayed slightly to the left of the active account or the subtitle below it. The subtotal for a title is shown behind the displayed title. End of the note.
Component
Sales Opportunities
The Sales Opportunity module lets you track and analyze pending opportunities, according to the progress of activities such as meetings, negotiations, and other proceedings in the sales pipeline. Comprehensive forecasting methods enable you to project potential earnings and prioritize sales activities. Using the various tabs of the Sales Opportunity window you can process a sales opportunity from creation and field configuration, through updating and reporting, to closure. Features include: Linking a variety of documents. Designating an owner for a sales opportunity. Selecting a different owner for each stage of a sales opportunity. Determining employee access to the contained information. Generating table and graphical reports to provide different formats for analysis. Analysis can be per stage, per user, or a high-level overview displayed in the Statistics report. Reports can be filtered by such parameters as business partner, sales employee, and time period. More Information Sales Opportunity Window Managing Sales Opportunities
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Sales Opportunities Reports Sales Opportunity Process

Object
Sales Opportunity Window
Use this window to add, update, delete, and close sales opportunities. The general area displays information about sales opportunities and the business partner (see Sales Opportunity: General Area Fields). As a sales opportunity progresses, you can input and update the information in the various tabs. Once a sales opportunity is won or lost, it is closed. To open this window from the SAP Business One Main Menu, choose Opportunity . The window opens in the default Add mode. Sales Opportunities Sales
More Information Managing Sales Opportunities Activity Window Sales Opportunity Reports
Object
Sales Opportunity: General Area Fields
Use these fields to enter basic customer or lead information, and to provide information about a specific sales opportunity. To open this window, from the SAP Business One Main Menu, choose Opportunity
Note
Sales Opportunities
Sales
Note
General Area Fields
Business Partner Name Name of customer corresponding to specified business partner code. Contact Person
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Default contact person for business partner, as defined in business partner master data; editable field. Total Amount Invoiced Number of invoices, minus number of credit memos, created for this customer. Business Partner Territory Territory to which the business partner has been defined; editable field. Sales Employee Specify the sales employee assigned to the selected business partner and responsible for this sales opportunity. Default display: sales employee defined in business partner master data. No default defined: field displays sales employee defined in Sales Employee Setup window. No employee defined in either window: field displays No Sales Employee . Owner Specify the employee responsible for this sales opportunity. Prerequisite: Sales employees have been defined in the Employee Master Data window and linked to the business partner. You can: Select a different employee for each stage. Limit access to the Sales Opportunity Window and its reports to specific employees. For more information, see Administration System Initialization Display in System Currency All financial fields display values in system currency. Opportunity Name Enter a descriptive name. Opportunity No. SAP Business One automatically assigns a sequential number. Status Status of the sales opportunity. Default: Open. For closed sales opportunities, this field displays Won or Lost, as selected on the Summary tab. Start Date Date of entry of sales opportunity in SAP Business One. Default: system date Closing Date When sales opportunity was defined on the Summary tab as Won or Lost. Open Activities Total sum of activities with status Open for the selected business partner. Closing % Percentage value entered on the Stages tab for the last stage, indicating the progress of the sales opportunity. Authorization Data Ownership Authorizations.
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Related Activities All activities connected to this sales opportunity. Related Documents All sales documents linked to this sales opportunity. More Information Sales Opportunity Window
Object
Sales Opportunity: Potential Tab
Use this tab to estimate the potential profit from the sales opportunity, and the duration of the process. To access this tab, choose
Note
Sales Opportunities
Sales Opportunity
Potential
Note
Potential Tab Fields
Predicted Closing In Enter time span, in number of days, weeks, or months, until expected close of sales opportunity. Predicted Closing Date Expected conclusion date, based on value in Predicted Closing In field; editable. Potential Amount (mandatory) Specify total amount expected for this sales opportunity. Weighted Amount Potential Amount multiplied by Closing % (last stage). Gross Profit % Specify expected profit from final sale as a percentage rate. Gross profit is calculated from the last attached sales document. Gross Profit Total Sum of Potential Amount and Gross Profit %. Level of Interest Select a description indicating customer interest in this sales opportunity. Interest Range, Description Specify scope of interests, such as real estate or health care, of business partner. Interest Range, Primary Of those listed in the table, indicate most significant interest of business partner.
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More Information Sales Opportunity Window

Object
Sales Opportunity: General Tab
Use this tab to classify sales opportunities according to the business partner channel and other factors. To access this tab, from the SAP Business One Main Menu, choose Opportunity
Note
Sales Opportunities
Sales
General
Note
General Tab Fields
BP Channel Code If required, specify the business partner channel. Channels are business partners with whom your company can provide services in certain sales transactions. BP Channel Name Name of the business partner channel. BP Channel Contact Name of the default contact person for the business partner channel; editable. Remarks Insert any relevant comments. Project Sales opportunities can be part of a project. Specify the project, if relevant. Information Source Specify the catalyst for initial customer interest. Possible sources: newspaper articles, exhibitions, personal contacts. Industry Specify an industry related to the business partner channel. More Information Sales Opportunity Window
Object
Sales Opportunity: Stages Tab
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Use this tab to monitor the various phases of a sales activity, and to create a new phase, as necessary. To access this tab, choose
Note
Sales Opportunities
Sales Opportunity
Stages
Note
Stages Tab Fields
Start Date Enter the date when the first activity begins, per stage. The start date of each stage must be equal to or later than: - the start date specified in the general area - the closing date of the previous stage Closing Date Enter the expected closing date, per stage. If the closing date for the last stage is later than the predicted closing date specified in the Potential tab, the latter is updated accordingly. Sales Employee Specify the relevant sales person for each stage. Default display: Sales employee defined in the business partner master data No default defined: Field displays user defined in user preferences. No employee defined: Field displays No Sales Employee. Stage Click to choose a stage from a predefined list, or define a new one.
You can choose any stage, regardless of the order in which it was defined. Information from the previous stage is displayed in a newly added row. % Displays the closing percentage defined as the default for the sales stage; editable. View this figure in graphical format in the Closing % field of the general area. Potential Amount Reflects the value in the Potential Amount field on the Potential tab, and vice versa. Weighted Amount Sum in Potential Amount multiplied by the percentage (%) of the last stage. Document Type
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Specify the type to relate a document to the current stage. Show BPs Docs Displays only business partner documents for attachment to a specific sales stage; otherwise, all document types selected in the previous field are available for selection. Doc. No. To attach a specific document to a stage, enter the document number, or click Documents window. and select it from the List of
Choosing a newly created document prompts a confirmation message to update the amount and gross profit. Choose Yes to update the document amount for the current stage, and Potential Amount and Gross Profit Total in the Potential tab. These amounts exclude tax. Activities To create or update an activity related to a sales stage, click .
If an activity has already been related to this stage, the Activities Overview window appears when you select the link arrow. Owner Designate one sales employee as responsible for all stages, or specify a different employee per stage. More Information Adding a Sales Opportunity Stage
Object
Sales Opportunity: Partners Tab
Use this tab to monitor the business partners (vendors and leads) with whom this sales opportunity is being jointly handled. To access this tab, choose
Note
Sales Opportunities
Sales Opportunity
Partners
Note
Partners Tab Fields
Name Specify partner name. Relationship Specify relationship type between partner and company. Related BP Specify partner code.
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Remarks Add relevant comments of up to 50 characters. More Information Sales Opportunity Window
Object
Sales Opportunity: Competitors Tab
Use this tab to monitor any competitors, per sales opportunity. To access the tab, choose
Competitors Tab Fields
Note
Sales Opportunities
Sales Opportunity
Competitors
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Name Specify competitor by name. Threat Level Classify the threat from a competitor. Remarks Add comments of up to 50 characters. Won Indicate the successful competitor, if a sales opportunity was lost. More Information Sales Opportunity Window
Object
Sales Opportunity: Summary Tab
Use this tab to close a sales opportunity as either Wonor Lost. To update any fields, you must reopen the sales opportunity. To access this tab, choose Summary Tab Fields
Note
Sales Opportunities
Sales Opportunity
Summary
Note
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This topic includes explanations of some of the fields and other elements in this window. End of the note. Opportunity Status Select Won or Lost, as appropriate. In the general area, the default status Openis updated accordingly to Closed. Last Document Amount Amount, excluding tax, of the document related to the last sales stage. If no document is related to the sales opportunity, the field displays the amount from Potential Amount (Potential tab) of the last sales stage. Document Type Classification of the document linked to the last stage of a sales opportunity. You can choose a different document type if the opportunity has been closed by a different type of document. Document No. Number of the document linked to the last stage of a sales opportunity. You can choose a different document number if the opportunity has been closed with a different document. To open the relevant document, click . Show Documents Related to the BP Limits Document No.list to documents related to the business partner; otherwise, all documents are available. Reasons: Enter an explanation for the success or failure of the sales activity in Description. A six-character alphanumeric code can be entered in the column. More Information Sales Opportunity Window
Object
Sales Opportunity: Attachments Tab
Use this tab to attach relevant files, using the standard Browse, Display, and Delete functions. Acceptable file types include Microsoft Excel files, images, Web links, and so on. To access the tab, choose Path The location of the file attached to the sales opportunity. File Name The name of the file attached to the sales opportunity. Attachment Date The date in which the file was attached to the sales opportunity. Sales Opportunities Sales Opportunity Attachments .
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More Information Sales Opportunity Window

Procedure
Adding a Sales Opportunity
Prerequisites You have read the information provided for each tab of the Sales Opportunity window. Procedure 1. Choose Sales Opportunities Sales Opportunity .
The Sales Opportunity window appears in Add mode. 2. Choose the Business Partner Code. In addition to the business partner code and name, the customer's default contact person and sales employee are also displayed. Adjust information as required. 3. Assign an Owner for each sales opportunity. Optionally, assign a different owner for each sales stage. 4. In the Potential or Stages tab, enter the potential amount for each stage of the sales opportunity. 5. Enter any optional information, according to your requirements. 6. Choose Add to save the changes and close the window.
Procedure
Managing Sales Opportunities
Managing a sales opportunity entails maintaining data that pertains to the various activities of each stage of the process, until the opportunity is classified as won or lost, and is closed. Using the Sales Opportunity window, you can: Monitor information on potential sales volumes Update the progress of negotiations Analyze each stage of the sales process Produce reports, see Generating Sales Opportunity Reports Close or delete a file, see Closing and Deleting Sales Opportunities Reopen a closed sales opportunity Prerequisites
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You have defined business partners, either in Business Partner Master Data, or in the Sales Opportunity window. You have created a sales opportunity, see Adding a Sales Opportunity. Procedure To view and update a sales opportunity: 1. From the SAP Business One Main Menu, choose Sales Opportunities Sales Opportunity .
The Sales Opportunity window appears in the Add mode. 2. Switch to Find mode. 3. In No., specify the number of the relevant sales opportunity, or use the SAP Business One standard search functions. 4. Update the required details. 5. Choose Update to save the changes, then OK to close the window. More Information Working in the Add Mode Working in the Find Mode
Procedure
Adding a Sales Opportunity Stage
Prerequisites You are familiar with the information in Sales Opportunities: Stages Tab. Procedure 1. In the Sales Opportunity window, choose the Stages tab. 2. In the Stage column, click and choose Define New. 3. To add a new row, choose Data Add Row , or CTRL+I.
4. Enter the required data, and choose Add.

Procedure
Closing and Deleting Sales Opportunities
Prerequisites You are familiar with the information in Sales Opportunity: Summary Tab. Procedure To close a sales opportunity:
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1. Choose
Sales Opportunities
Sales Opportunity
The Sales Opportunity window appears. 2. Browse to the relevant sales opportunity. 3. On the Summary tab, select Won or Lost. The Last Document Amount displays the amount listed in the last related document, for example, a sales quotation. If no document has been linked, the Potential Amount is displayed. 4. Choose Update to save the data. All fields are then disabled.
Note
Note
If required, you can reopen a sales opportunity by selecting Open. End of the note. To delete a sales opportunity: 1. Choose Sales Opportunities Sales Opportunity .
The Sales Opportunity window appears. 2. Browse to the relevant sales opportunity.
Note
Note
Make sure that the opportunity is set to Open on the Summary tab. End of the note. 3. In the Data menu, choose Remove. A message warns that this procedure is irreversible. 4. To delete the sales opportunity, choose Continue. More Information Managing Sales Opportunities
Function
Sales Opportunity Reports
Consistently generated and correctly analyzed reports can provide valuable insight into the reasons for both failures and successes with the company's sales opportunities. SAP Business One provides windows for creating reports and others for viewing them.
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You can base a report on all parameters, or filter it to determine the scope and the focus of the report. Once you enter a value for an option, SAP Business One selects the checkbox beside the appropriate field. If the checkbox is deselected, the data is not taken into account during the next selection process, although the fields remain selected with the chosen criteria. Certain reports can be displayed in graph or table formats. You can click the reports to display or hide selected columns. All sales opportunity reports can be generated from , or from the Reports module . More Information Opportunities Forecast Report Opportunities Forecast Over Time Report Opportunity Statistics Report Opportunities Report Stage Analysis Source Distribution Over Time Report Won Opportunities Report Lost Opportunities Report My Open Opportunities Report My Closed Opportunities Report Opportunities Pipeline Dynamic Opportunity Analysis
Function Form Settings
(Form Settings) in each of
Sales Opportunities
Sales Opportunities Reports
Opportunities Forecast
This report generates a projection of future sales opportunities, based on the predicted dates. The information presented is useful for planning and prioritizing. More Information Opportunities Forecast Report Window Opportunities Forecast Report - Selection Criteria
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Object
Opportunities Forecast - Selection Criteria
Use this window to specify selection criteria for the Opportunities Forecast report. To open the window, choose Forecast Report Sales Opportunities Sales Opportunities Reports Opportunities
, or open it from the Reports module.
After defining the report, you can view it in the Opportunities Forecast window.
Note
Note
Opportunities Forecast Report
Territories Required territories from those defined in the business partner master data. Main Sales Emp. Required sales employee; usually the employee that opened the sales opportunity. Last Sales Emp. Last employee that handled the sales opportunity. Stages Sales stages to be included in the report. Dates Any combination of the required start, closing, and predicted closing date. Industry Required industries. Documents Required document types related to your opportunities. Sources Required information sources. Partners Required partners. Competitors Required competitors. Group By: Required option to define a group display of specific parameters. Group By (2): Required option to define a secondary group display under the primary one defined in Group By. This affects each defined primary group.
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More Information Generating Sales Opportunities Reports Opportunities Report Window

Object
Opportunities Forecast Window
This window displays the Opportunities Forecast report according to the defined selection criteria.
Note
Note
Opportunities Forecast Report
Oppr. No. System-generated sales opportunity number. To display the sales opportunity, click Oppr. Name Sales opportunity name, if defined. Contact Person Contact person of the business partner, as defined in the general area of the Sales Opportunity window. BP Channel Code Business partner through which your company can provide services in certain sales transactions. BP Channel Name Name of business partner defined in BP Channel Code. Closing % Last value entered in the % field on the Stages tab of the Sales Opportunity window. Closing Date Either the expected or actual closing date recorded for closing the opportunity. Days in Pipeline Number of days this sales opportunity has been active. Gross Profit (LC) Gross profit, in local currency, expected from the final sale. You can import this figure from a document related to a sales stage. Gross Profit (SC) Gross profit, in system currency, expected from the final sale. .
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You can import this figure from a document related to a sales stage. Industry Industry group of the customer or lead. Last Sale Emp. Sales employee involved in the last stage achieved in the sales opportunity. Last Stage Last sales stage reached in the sales opportunity. Level of Interest Description of how interested the business partner is in this sales opportunity. Main Sales Emp. Owner of this sales opportunity. Potential amount (LC) Potential amount, in local currency, for the sales opportunity. Potential amount (SC) Potential amount, in system currency, for the sales opportunity. Predicted Closing Date Date by which the current stage of the sales opportunity should be completed. Reason Remarks recorded as an explanation for the success or failure of the sales opportunity. Information Source Original catalyst of interest in the opportunity, such as a conference or personal contact. Status Outcome of last sales stage: won, lost or open. Territory Territory defined for business partner. Weighted Amount (LC) Sum of Potential amount (LC) multiplied by Closing % of the last sales stage. Weighted Amount (SC) Sum of Potential amount (SC) multiplied by the Closing % of the last sales stage. More Information Generating Sales Opportunities Reports Opportunities Forecast - Selection Criteria
Function
Opportunities Forecast Over Time
This report presents a prognosis of open and closed opportunities, grouped by selected time periods. It displays the total number of won, lost, and closed opportunities. The total opportunity amounts appear in the selected currency. More Information Opportunities Forecast Over Time - Selection Criteria
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Opportunities Forecast Over Time Window

Object
Opportunities Forecast Over Time - Selection Criteria
Use this window to specify selection criteria for the Opportunities Forecast Over Time report. To open the window, choose Forecast Over Time Report Sales Opportunities Sales Opportunities Reports Opportunities
After defining the report, you can view it in the Opportunities Forecast Over Time window.
Note
Note
Opportunities Forecast Over Time - Selection Criteria Fields
Territories Required territories from those defined in the business partner master data. Main Sales Emp. Required sales employee; usually the employee that opened the sales opportunity. Last Sales Emp. Last employee to handle the sales opportunity. Stages Sales stages to be included in the report. Dates Any combination of the required start, closing, and predicted closing date. Industry Required industries. Documents Required document types related to your opportunities. Percentage Rate Required range of closing percentage (%). Sources Required information sources. Partners Required partners. Competitors Required competitors. Status Required statuses.
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Group By: Required option to define a group display of specific parameters. Display in System Currency Open amount, displayed in system currency. More Information Opportunities Forecast Over Time Window
Object
Opportunities Forecast Over Time Window
This window displays the Opportunities Forecast Over Time report according to the defined selection criteria.
Note
Note
Opportunities Forecast Over Time Report Fields
Month/Quarter/Year The period according to which the opportunities are grouped in the report. This value is determined by the selection you made in the field Group By in the Opportunities Forecast Over Time Report Selection Criteria Window. Open Amount Total open amount of all the sales opportunities per time period. Total Open Total number of open sales opportunities per time period. Total Won Total number of won sales opportunities per time period. Total Lost Total number of lost sales opportunities per time period. Total Closed Total number of closed sales opportunities, won and lost, per time period. More Information Opportunities Forecast Over Time Selection Criteria
Function
Opportunity Statistics
This report displays the number of open and completed sales opportunities. You can sort the data by various combinations of options and groupings.
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The columns on the right display the permanent options. The optional columns reflect the choices made in the selection criteria window. Clicking in the fields Total, Total Open, Total Won, Total Lost, and Total Completed opens an Opportunity List. In each instance, the list presents particulars of each component of the total, according to the sales opportunity number. More Information Opportunity Statistics Window Opportunity Statistics - Selection Criteria
Object
Opportunity Statistics - Selection Criteria
Use this window to specify selection criteria for the Opportunity Statistics report. To open this window, choose Statistics Report Sales Opportunities Sales Opportunities Reports Opportunity
After defining the report, you can view it in the Opportunity Statistics window.
Note
Note
Opportunity Statistics Report - Selection Criteria
Territories Required territories, as defined in the business partner master data. Main Sales Emp. Required sales employee; usually the employee that opened the sales opportunity. Last Sales Emp. Last employee that handled the sales opportunity. Stages Required sales stages. Dates Any combination of the required start, closing, and predicted closing date. Industry Required industries. Documents Required document types related to the opportunity. Percentage Rate
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Required range of closing percentage (%). Sources Required information sources. Partners Required partners. Competitors Required competitors. Group By: Required option to define a group display of specific parameters. Group By (2): Required option to define a secondary group display under the primary one defined in Group By. This affects each defined primary group. More Information Opportunity Statistics Report Window
Object
Opportunity Statistics Window
This window displays the Opportunity Statistics report according to the defined selection criteria.
Note
Note
Opportunity Statistics Report Fields
Total Total number of open and closed opportunities. Total Open Total number of open opportunities. Total Won Total number of won opportunities. Total Lost Total number of lost opportunities. Total Closed Total number of won and lost opportunities. Success % Success percentage, calculated according to the total won / (total won + total lost).
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Pot.Open Amount Total of expected amounts of all open opportunities. Weighted Open Amt Total of weighted amounts of all open opportunities. Won Amount Total amounts of won opportunities. Lost Amount Total amounts of lost opportunities. More Information Generating Sales Opportunities Reports Opportunities Statistics - Selection Criteria
Function
Opportunities Report
This report summarizes, in table format, all sales opportunities. More Information Opportunities Report - Selection Criteria Opportunities Report Window
Object
Opportunities Report - Selection Criteria
Use this window to specify selection criteria for the Opportunities report. To open this window, choose Sales Report Opportunities Sales Opportunities Reports Opportunities
After defining the report, you can view it in the Opportunities Report window.
Note
Note
Opportunities Report Fields
Territories Required territories, as defined in the business partner master data.
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Main Sales Emp. Required sales employee; usually the employee that opened the sales opportunity. Last Sales Emp. Last employee that handled the sales opportunity. Stages Required sales stages. Dates Any combination of the required start, closing, and predicted closing date. Industry Required industries. Documents Required document types. Percentage Rate Required range of closing percentage (%). Sources Required sources. Partners Required partners. Competitors Required competitors. Status Required statuses. More Information Generating Sales Opportunities Reports Opportunities Report
Object
Opportunities Window
This window displays the Opportunities report according to the defined selection criteria.
Note
Note
Opportunities Report Fields
Oppr. Num
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System-generated opportunity number. To display the sales opportunity, click Oppr. Name Opportunity name. Last Sales Emp. Person who worked on the sales opportunity in the last sales stage. Last Stage Displays the most recent sales stage achieved in the sales opportunity. Status Status chosen in the Summary tab of the Sales Opportunity window. Closing % Last value entered in the Closing % field on the Stages tab of the Sales Opportunity window. Potential Amount (LC) Potential Amount, in local currency, for the last sales stage achieved. More Information Opportunities Report - Selection Criteria
Function
Stage Analysis
This report provides an overview of the success rate of sales activities. It contains data such as how many sales opportunities were concluded in a specific stage, or for how long sales opportunities remained in each stage of the sales process. Note that only closed opportunities are displayed as either won or lost. More Information Stage Analysis Window Stage Analysis - Selection Criteria
Object
Stage Analysis - Selection Criteria
Use this window to specify selection criteria for the Stage Analysis report. All closed sales opportunities can be displayed, or the report can be filtered according to certain parameters. To open this window, choose Sales Opportunities Sales Opportunities Reports Stage Analysis
. Alternatively, open it from the Reports module. After defining the report, you can view it in the Stage Analysis window.
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Note
Note
Stage Analysis - Selection Criteria Fields
Start Date From...To ... Range of start dates to view a limited time period. Predicted Closing Date From...To... Range of closing dates to view a limited time period. Sales Stage Required sales stages. Display Opportunities with Expired Closing Date Displays sales opportunities whose closing date has passed. More Information Stage Analysis
Object
Stage Analysis Window
This window displays the Stage Analysis report according to the defined selection criteria. Access the details of a specific stage by double-clicking a sales stage row. To filter the display to a specific stage or sales employee, click , choose the required options, and Refresh.
The lower part of the screen displays the value for each stage, subdivided per sales employee in a printable graph form. To display sales opportunities with an expired closing date, select the corresponding checkbox, and Refresh.
Note
Note
Stage Analysis Fields
Stage All sales stages, or only the specific stages chosen in the Selection Criteria window. Defined % Probability of success defined for each sales stage.
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Actual % Number of sales opportunities concluded profitably as a percentage of all concluded sales opportunities. For example: If one out of four sales opportunities has been closed as Won, then the Actual % column displays 25%. If one sales opportunity out of one has the status Closed and Won, then the Actual % column displays 100%. These totals are also displayed per sales employee, in addition to the totals. Leads in Stage Number of times each sales stage appears in all the closed sales opportunities. This figure is also displayed per sales employee, in addition to the total. More Information Stage Analysis Stage Analysis Selection Criteria
Function
Information Source Distribution Over Time
This report presents sales opportunities according to their sources. The data can be grouped to display in specific time periods, either days, weeks, or months. More Information Sales Opportunity Reports Information Source Distribution Over Time Report - Selection Criteria
Object
Information Source Distribution Over Time - Selection Criteria
Use this window to specify selection criteria for the Information Source Distribution Over Time report. To open this window, choose Sales Opportunities Sales Opportunities Reports Information
Source Distribution Over Time Report
After defining the report, you can view it in the Information Source Distribution Over Time window.
Note
Note
Source Distribution Over Time Report Fields
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Territories Required territories, as defined in the business partner master data. Main Sales Emp. Required sales employee; usually the employee that opened the sales opportunity. Last Sales Emp. Last employee to handle the sales opportunity. Stages Required sales stages. Dates Any combination of the required start, closing, and predicted closing date. Industry Required industries. Documents Required document types related to your opportunities. Percentage Rate Required range of closing percentage (%). Sources Required sources. Partners Required partners. Competitors Required competitors. Status Required statuses. Group By: Required option to define a group display of specific parameters. More Information Generating Sales Opportunities Reports Information Source Distribution Over Time Report
Object
Information Source Distribution Over Time Window
This window displays the Information Source Distribution Over Time report according to the defined selection criteria. Choosing Show Graph displays the report in a graphical format. Choosing Settings enables additional options, such as: Various graph formats, such as a pie or bar graph Limited number of information sources
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Different time range than the one specified

Note
Note
Information Source Distribution Over Time Report Fields
Days, Weeks, Months Sales opportunities grouped by days, weeks or months, according to the Predicted Closing Date. Type of Information Source column Number of sales opportunities in each column according to the type of the source. Total Total number of opportunities for each time period. More Information Information Source Distribution Over Time Report Selection Criteria
Function
Won Opportunities
This report details information about successful sales opportunities. It displays: Days remaining until closing Number of won opportunities Total receivables Total income and number of opportunities within a specific time range (graph form). You can filter the report to include specific dates, sales employees, and business partners. More Information Won Opportunities - Selection Criteria
Object
Won Opportunities - Selection Criteria
Use this window to specify selection criteria for the Won Opportunities report. To open the window, choose Report Sales Opportunities Sales Opportunities Reports Won Opportunities
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After defining the report, you can view it in the Won Opportunities window.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Start Date From Opening date of time period encompassed by report. Closing Date From End date of time period encompassed by report. Sales Employee Employee(s) authorized to view report. BP Code Business partners authorized to view report. Range in Days Number of days displayed in each section of the table or graph. More Information Sales Opportunity Reports
Object
Won Opportunities Window
This window displays the Won Opportunities report according to the defined selection criteria.
Note
Note
Won Opportunities Report Fields
Days Until Closing Number of days required to win the sales opportunity. This value comes from Predicted Closing Inof the Sales Opportunity window. No. of Opportunities Number of successful sales opportunities, per time period. Total Amount Total of all potential amounts per time period. More Information Won Opportunities Report Selection Criteria
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Function
Lost Opportunities
Use this report to analyze unsuccessful sales opportunities. Filter the report according to various relevant criteria such as business partner and territory. More Information Lost Opportunity Report Window Lost Opportunity - Selection Criteria
Object
Lost Opportunities - Selection Criteria
Use this window to specify selection criteria for the Lost Opportunities report. To open this window, choose Report Sales Opportunities Sales Opportunities Reports Lost Opportunities
. Alternatively, open it from theReports module.
After defining the report, you can view it in the Lost Opportunities window.
Note
Note
Lost Opportunities - Selection Criteria Fields
Territories Required territories, as defined in the business partner master data. Main Sales Emp. Usually the employee that opened the sales opportunity. Last Sales Emp. Last sales employee that handled the sales opportunity. Stages Required sales stages. Industry Required industries. Documents Required document types related to the opportunity. Percentage Rate Required range of closing percentage (%). Sources
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Required sources. Partners Required partners. Competitors Required competitors. Group By: Required option to define a group display of specific parameters. Group By (2): Required option to define a secondary group display under the primary one defined in Group By. This affects each defined primary group. More Information Generating Sales Opportunities Reports Lost Opportunities Report Window
Object
Lost Opportunities Window
This window displays the Lost Opportunities report according to the defined selection criteria.
Lost Opportunities Report
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Oppr. No. System-generated opportunity number. To display the sales opportunity, click . Oppr. Name Sales opportunity name, if defined. Territory Territories to which business partner was assigned. Industry Industries related to business partner. Closing % Percentage entered in the Closing % field in the Sales Opportunity window. Potential Amount (LC) Local currency value of Potential Amountfor the last sales stage achieved.
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Weighted Amount (LC) Local currency value of Weighted Amount entered in the last sales stage. More Information Sales Opportunities Reports Lost Opportunities Selection Criteria
Object
My Open Opportunities
This report displays all open sales opportunities, per sales employee, and requires no selection criteria. The report is restricted to the sales employee concerned, and users who are linked to this sales employee. The link is created either in the Employee Master Data window, or in the User Defaults window. To generate this report choose Opportunities
Note
Sales Opportunities
My Open
. Alternatively, generate it from the Reports module.
Note
My Open Opportunities Fields
Oppr. Num System-generated opportunity number. To display the sales opportunity, click Oppr. Name .
Opportunity name, if defined. Last Sales Employee Person who worked on the sales opportunity in the last sales stage. Last Stage Most recent sales stage achieved in the sales opportunity. Status Status chosen in the Summary tab of the Sales Opportunity window. Closing % Percentage entered in the Closing % field in the last sales stage. Potential Amount Potential amount, in local or system currency, for the last sales stage achieved. More Information
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My Closed Opportunities
Object
My Closed Opportunities
This report displays all closed sales opportunities, per sales employee, and requires no selection criteria. The report is restricted to the selected sales employee, and users who are linked to this sales employee. The link is created either in the Employee Master Data window, or in the User Defaults window. To generate this report choose Opportunities
Note
Sales Opportunities
My Closed
. Alternatively, generate it from the Reports module.
Note
My Closed Opportunities Fields
Oppr. Num System-generated opportunity number. To display the sales opportunity, click Oppr. Name Opportunity name, if defined. Last Sale Employee Person who worked on the sales opportunity in the last sales stage. Last Stage Most recent sales stage achieved in the sales opportunity. Status Status chosen in the Summary tab of the Sales O pportunitywindow. Closing % Percentage entered in the Closing % field in the Sales Opportunity window. Potential Amount Potential amount, in local or system currency, for the last sales stage achieved. More Information Sales Opportunity Window
Function
Opportunities Pipeline
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This report lets you analyze open opportunities in the sales pipeline and to identify the most potentially successful ones. More Information Opportunities Pipeline Window Opportunities Pipeline - Selection Criteria
Object
Opportunities Pipeline - Selection Criteria
Use this section of the Opportunities Pipeline window to specify selection criteria for the Opportunities Pipeline report. To open this window, choose Pipeline
Note
Sales Opportunities
Opportunities
Note
Opportunities Pipeline Report - Selection Criteria Fields
Sales Employee Last employee to handle the sales opportunity. Stage Required sales stage. Date Any combination of the required start, closing, and predicted closing dates to filter the report to a specific time period. Documents Required document types related to your opportunities. Percentage Rate Required range of closing percentage (%). More Information Opportunities Pipeline Opportunities Pipeline Window
Object
Opportunities Pipeline Window
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This window lets you select the criteria for the Opportunities Pipeline report and generate it. Display a sales opportunity in a row of the table or as a segment in the graphic. Double-click either a row or a segment to open an additional window displaying the list of open sales opportunities for each sales stage. To display a summary of the data for each sales stage, click a segment in the graphic once and keep the mouse button depressed. Choose Clear Conditionsand Refresh to display the table and graph with different selection criteria. To print the graphic shown in the window, choose Print Graph. To view the open opportunities in dynamic mode, see Dynamic Opportunity Analysis. To open this window, choose Pipeline
Note
Sales Opportunities
Opportunities
Note
Opportunities Pipeline Selection Criteria
BP Code Required business partner code. Optionally, include the customer group, and other defined properties, in the report. Sales Employee Last employee to handle the sales opportunity. Stage Required sales stage. Date Any combination of the required start, closing, and predicted closing dates to filter the report to a specific time period. Documents Required document types related to your opportunities. Percentage Rate Required range of closing percentage (%).
Opportunities Pipeline Fields
Description Sales stages.
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No. Number of open sales opportunities for each sales stage. Expected Total Estimated total amount to be received should the sales opportunity succeed. Weighted Amount Sum of Potential Amount multiplied by the percentage of the last stage. % Closing percentage of the last stage reached in the sales opportunities. More Information Generating Sales Opportunities Reports Opportunities Pipeline - Selection Criteria
Object
Dynamic Opportunity Analysis
This window is part of the Opportunities Pipeline report. Each sales opportunity is represented by a balloon, whose size corresponds to the size of the planned sales opportunity. Each vertical division represents a stage in the sales process. The balloons progress along the longitudinal axis according to their changing status. A balloon floats upwards/downwards to indicate a won/lost sales opportunity. The display options can be modified by clicking Form Settings on the menu bar. To display this report, see Displaying the Dynamic Opportunity Analysis Report. More Information Opportunities Pipeline
Object
Dynamic Opportunity Analysis: Form Settings
Customize the display of the Dynamic Opportunity Analysis report further, by choosing various options in the Form Settings Opportunities window. Opportunities Set the maximal number (1-30) of balloons (opportunities) to be displayed in the report. Sort by Choose a parameter, such as Start Date or Sales Employee, and sort order (Ascending or Descending) for sorting the balloons.
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Color Choose the parameter for displaying the balloon colors: Random: every sales opportunity is a different color. By Employee: All opportunities, per employee, are the same color. By BP: All opportunities, per business partner, are the same color. By BP Groups: All opportunities, per business partner group, are the same color. Step Size (Days) Display the progress of each step in the report according to the number of days. Step Delay (Seconds) Display the delay between steps in increments of seconds. More Information Displaying the Dynamic Opportunity Analysis Report
Procedure
Displaying the Dynamic Opportunity Analysis Report
Procedure 1. From Sales Opportunities Reports, display the Opportunities Pipeline window. 2. In the menu bar, choose Goto Dynamic Opportunity Analysis Analysis window appears, with each opportunity represented by a balloon. . The Dynamic Opportunity
3. To start, accelerate, interrupt, forward or reverse the dynamic display, click the control arrows at the bottom left of the screen. The slider moves accordingly. 4. To choose a specific date, move the slider. The date is displayed at the bottom of the screen in the center. More Information Dynamic Opportunity Analysis Generating Sales Opportunities Reports
Component
Sales - A/R
This module covers the entire sales process, from creating quotations for customers and interested parties, to invoicing, creating document drafts, and printing. SAP Business One provides an extensive range of sales documents, each of which pertains to a different stage of the sales process. You can customize documents to meet special requirements: Combine different types of content in one sales document by making appropriate settings in the Form Settings window.
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Perform batch processing of target documents using the Document Generation Wizard. Create letters using the Dunning Wizard to notify customers of their open invoices and to remind them of overdue payments. Add predefined text to a document with the built-in text editor.
Note
Note
These functions are supported only in the generic print templates of A/R invoices and sales quotations. End of the note. More Information Creating Sales Documents Sales Reports
Procedure
Creating Sales Documents
Procedure 1. From the SAP Business One Main Menu, choose Sales A/R and choose one of the documents. The required document appears. 2. Enter the customer code, name, and other relevant general information. 3. On the Contents tab, select either Service or Item and enter data, as appropriate, in the remaining fields. 4. On the Logistics tab, make the necessary selection and entries. 5. On the Accounting tab, enter the required data. 6. To create a new sales document, choose Add and confirm the system message.
Note
Note
When you create a no-charge A/R invoice, A/R credit memo, or A/R reserve invoice, the system displays a message with the option to create a document with a zero total amount. To continue and create such a document, choose OK. End of the note.
Recommendation
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Getting Started . Navigation Getting Started - Add and Navigate Documents
Create a Document
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Country-Specific Fields: Italy, UK, US, Spain, Sweden, Norway, Finland
Note the following information for deliveries, returns, A/R invoices, A/R down payment requests and invoices, A/R reserve invoices, and A/R credit memos: Changes possible after Changes possible after document has been document has been added? closed? Yes Yes Yes Yes Yes Yes No No Yes Yes No Yes
Field
Comments If there is more than one installment in the A/R invoice, the Due Date field is disabled.
Due Date Payment Method Sales Employee Owner Pay to Text

Procedure
Manually Changing COGS Accounts in Sales Documents
When you create a sales document, the costs of goods sold for the items are automatically attributed to the default COGS account. If the sales document is based on another document, the default COGS account is taken from the base document. If the sales document is not based on another document, the default COGS account depends on the Set G/L Accounts By setting on the Inventory Data tab in the item master data. You can manually attribute the costs on a row level to a different COGS account. You can change the COGS account in all sales documents except the following: A/R down payment invoices A/R down payment requests A/R invoices based on deliveries Credit memos based on returns Correction invoices You cannot change the COGS account in: Documents that create journal entries and have already been added to the database Rows that have been closed or copied to a follow-on document Prerequisites You have prepared the relevant sales document, but have not yet added it to the database. Procedure
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1. Open the
Form Settings
(Form Settings) window of the sales document.
2. On the Table Format tab, select the Visible and Active options for COGS Account and choose OK. The COGS Account column is now visible and can be edited on the Contents tab of the sales document. 3. To change the COGS account at the row level, place the cursor in the COGS Account column in the item row and specify the new COGS account. 4. To save the sales document in the database, choose Add. More Information Creating Sales Documents
Object
Updating, Cancelling, and Deleting Sales Documents
You cannot change or delete sales documents once they have been created. For example, you cannot change or delete deliveries or invoices for legal reasons. You must either reject or reverse them by means of a clearing posting. To find a sales document, call up the relevant function (sales order, for example) and use the standard search functions in Find mode.
Note
Note
Every time you enter a sales document, a query window appears prompting you to confirm your entry. If you select Cancel, the sales document is not saved. End of the note. You cannot change or delete the rows in a sales document once follow-on documents have been created with reference to the rows in the sales document.
Procedure
Copying Sales and Purchasing Documents
SAP Business One enables you to create target documents directly from base documents. For example, you can create a delivery directly from the sales order. In that case, all the data that you entered in the sales order is automatically copied to the delivery. You can create a target document for an added document in status Open only. When you create a target document, SAP Business One copies all its open rows.
Note
Note
When you work with a multi-currency business partner and perform the transaction in a currency different from the default one, the system selects this currency in the relevant target document.
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End of the note. Procedure John, the sales employee, submits a sales quotation for one of his customers. A week later, the customer calls and wants to order the selected items. John copies the sales quotation to a sales order. 1. Choose Sales - A/R Sales Quotation .
The Sales Quotation window appears. 2. Find the relevant sales quotation for the customer. 3. Choose Copy To Order .
The Sales Order window appears with the copied details of the sales quotation. 4. Update the sales order, if necessary, and choose Add. Two days later, the ordered items arrive. John opens the Delivery window to create a delivery and to send the items to the customer. 1. Choose Sales - A/R Delivery .
The Delivery window appears. 2. Enter the code or name of the customer. 3. Choose Copy From Orders and select the relevant sales order.
The Draw Document Wizard appears. For more information, see Drawing Document Wizard. 4. Update the delivery, if necessary, and choose Add. Result You have created the relevant documents.
Note
Note
When you copy one or more base documents to a target document, SAP Business One observes the following rules: If all base documents have the same value, that value is copied to the target document. If base values are different, the default value from the business master data is used. If no default value exists for the business partner, no value is copied to the target document. End of the note. More Information
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Copying Sales Documents Copying Purchasing Documents

Object
Copying Sales Documents
Use the information below to copy sales documents. Structure Copy To Documents Base Document Target Document Sales Order Delivery Sales Quotation A/R Invoice A/R Reserve Invoice Delivery Sales Order A/R Invoice A/R Reserve Invoice A/R Invoice Delivery Return A/R Invoice A/R Reserve Invoice A/R Credit Memo Copy From Documents Target Document Sales Quotation Sales Order Return Base Document None (the Copy From button is disabled) Sales Quotation Delivery Sales Quotation Sales Order Delivery A/R Reserve Invoice Return Sales Quotation A/R Invoice Sales Order Delivery Return A/R Credit Memo A/R Credit Memo Delivery
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Sales Quotation A/R Reserve Invoice Sales Order Sales Quotation A/R Down Payment Request Sales Order Delivery Sales Quotation A/R Down Payment Invoice Sales Order Delivery Sales Quotation A/R Debit Memo Sales Order Delivery Return A/R Credit Memo A/R Invoice A/R Down Payment Sales Quotation A/R Invoice + Payment Sales Order Delivery More Information Copying Sales and Purchasing Documents
Function
Sales Quotation
You create the sales quotation document as an offer or proposal that you send either to a customer, or to a lead. The sales quotation, as it is displayed in SAP Business One, is not a legally binding document. It is generally used for information purposes only, and can be the first link in the sales process chain. Entering a quotation does not result in any posting that alters quantities or values in inventory management or accounting. To open the window, choose More Information Creating Sales Documents Sales Quotation: General Area Sales A/R Sales Quotation .
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Sales Document: Contents Tab Sales Quotation: Logistics Tab Sales Quotation: Accounting Tab
Object
Sales Quotation: General Area
Use this part of the sales quotation to enter general information relevant to all items in the document. To open the window, choose
Note
Sales A/R
Sales Quotation
Note
Sales Quotation General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. If required, specify a different contact person. Customer Ref. No. Specify the customer reference number, if required. No. Field on the left: name of the numbering series. Specify a series. Field on the right: the number of the sales quotation. If you choose the manual series, enter the relevant number. Status
Status of the sales quotation: Open You can draw the document completely or partially to a document of a higher level. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed
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You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Posting Date Specify the posting date. The default value for this field is the current date on which the sales quotation is created. If required, change the date.
Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Valid Until Enter the date until which the sales quotation is valid. The default date is 30 days after the posting date. You can change it manually or by choosing different payment terms for the sales quotation. Document Date Document date of the sales quotation, used for tax purposes. Change the date if required. Currency Specify the display currency for the amounts in the A/R invoice. If the customer currency equals the local currency, the options are Local Currency and System Currency. If the customer currency is a foreign currency, the options include BP Currency. Your selection does not change the original currency of the document. Sales Employee Specify the sales employee who initiated the sales quotation. Owner Specify the code of the employee who owns the sales quotation. Remarks Enter additional information regarding the sales quotation. You can edit the field contents after the sales quotation is added. Total Before Discount Total amount of the sales quotation before the discount for the document is calculated.
Note
Note
If the discount has been defined in the item or service row, the amount displayed in this field takes that discount into account. End of the note. Discount % In the field on the left, specify the percentage of discount. The field on the right displays the amount of the discount.
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Updating one of the fields updates the other field accordingly. Freight Displays the total freight for the sales quotation. This field appears only if you have selected Manage Freight in Documents in Initialization Document Settings General . Rounding Administration Administration System
This field appears only if the rounding method has been defined as By Currency in System Initialization Document Settings General .
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the sales quotation calculated according to your tax definitions. Total Total amount of the sales quotation, including tax, freight and discounts. You can edit the value. More Information Sales Quotation
Object
Freight Charges
This window displays the freight defined in the Freight - Setup window. It enables you to make changes that are relevant for the current sales or purchasing document. To access the window, choose Sales A/R or Purchasing - A/P and open any document. Click field.
Note
in the Freight
This window appears only if you have selected Manage Freight in Documents in Initialization End of the note.
Note
Document Settings
General
Note
Freight Fields
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Do Not Display Freight Charges with Zero Amount Hides freight with zero amount. Tax Code Tax code related to the freight.
Note
Note
In European localizations, this field is labeled Tax Group. End of the note. Total Tax Amount Total tax amount of the freight. Distrib. Method Distribution method defined for freight in the Freight - Setup window. Any changes you make are relevant for the current document only and do not affect the original definition. Amount Amount defined for the freight in the Freight - Setup window. Any changes you make are relevant for the current document only and do not affect the original definition of the freight. Status Displays one of the following: O Open. Freight charge status when document is open, for example, not drawn to another document or closed manually. C Closed. Freight charge status when the document was drawn to a target document or closed manually. Tax % European localizations: Percentage of the tax on freight. More Information Freight - Setup
Object
Sales Document: Contents Tab
Use this tab to specify items or services to be sold. The Contents tab is identical in all sales documents.
Note
Note
Document Type and Summary Type Fields
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Item/Service Type Choose one of the following options: Item to create a purchasing document for items defined in the Inventory module. Service to create a purchasing document for a service that has not been defined as an Item in SAP Business One, such as a one-time consultation. The table view on this tab is different for each option. Including both items and services in the same sales document is not possible. However, you can define the respective services as items in SAP Business One. Then enter the related items and services in one document along with their respective prices and quantities. It is then possible to run the usual sales analysis and reports on these services. Summary Type No Summary the default value for this field. By Documents summarizes rows with the same base documents 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.
Table View for Document Type
Quantity Displays the quantity of the sales unit of measure for the item, as defined in the item master data (see Master Data Sales Data . The default value is 1. Item
If the sales unit of measure contains more than one unit, the actual quantity of the units for the item is the number displayed in this field multiplied by the Items Per Sales Unit. You can update the quantity in a sales order or purchase order. Delivered Delivered Quantity of the item that has already been delivered to the customer. Qty to Ship Displays quantity still to be shipped from the line after the current delivery. Ordered Displays the original ordered quantity. Unit Price
Item price from the default price list, before a discount. Press CTRL+TAB to view the Last Prices Report.
Note
Note
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The CTRL+TAB option is enabled only if you have selected Calculate the row total using the unit price (see Administration System Initialization Document Settings General ).
Calculate the row total using the unit price is available only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note. Discount % Displays the discount percentage assigned to the item. Price after Discount Displays the amount calculated from Unit Price x Discount. Tax Code Default tax code linked to the item; editable, if required. Total (LC) Total amount of the row, displayed in the relevant currency. The calculation method depends on the setting of the parameter Calculate the Row Total using the Unit Price ( Administration System Initialization Document Settings General ).
Selected: Unit Price x Discount x Quantity Not selected: Price after Discount x Quantity
Example
Example
The Unit Price of Item A is 28.07 The Discount is 8% The Quantity is 50 items Parameter: Calculate the Row Total using the Unit Price Selected Not selected End of the example. Distribute Freight Choose whether to distribute total level freight on this row. If you choose No, the row will not be affected by the total level freight and it will be distributed on other rows in the document. Freight 1,2,3 Specify a relevant freight type. Freight 1,2,3 (LC) Specify each freight charge in the appropriate currency. Calculation of total row amount Total = Unit Price x Quantity x Discount = 28.07 x 50 x 0.92 = 1291.22 Price after Discount = Unit Price x Discount = 28.07 x 0.92 = 25.82 (the price was rounded from 25.8244) Total = Price after Discount x Quantity = 25.82 x 50 = 1291
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The freight amount is automatically recalculated according to any exchange rate changes.
Note
Note Administration
The freight-related fields appear only if you have selected Manage Freight in Documents (see System Initialization End of the note.
Table View for Document Type Service
Document Settings
General
).
Description Enter a description of the sold service. G/L Account Choose the G/L account to be credited if the document created is an A/R invoice. Press TAB to display the List of G/L Accounts and choose one. The list displays general ledger accounts of the sales, expenditures, and other account types. Tax Code Specify the tax code for the service. Total (LC) Displays the total amount of the row in the relevant currency. The calculation method depends on whether you have selected the parameter Calculate the Row Total using the Unit Price ( Administration System Initialization Document Settings General ).
Selected: Unit Price x Discount x Quantity Not selected: Price after Discount x Quantity
Example
Example
The Unit Price of Item A is 28.07 The Discount is 8% The Quantity is 50 items Parameter: Calculate the Row Total using the Unit Price Selected Not selected End of the example. Distribute Freight Specify whether to distribute the freight amount from the Total level onto the row. Calculation of total row amount Total = Unit Price x Quantity x Discount = 28.07 x 50 x 0.92 = 1291.22 Price after Discount = Unit Price x Discount = 28.07 x 0.92 = 25.82 (the price was rounded from 25.8244) Total = Price after Discount x Quantity = 25.82 x 50 = 1291
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Object
Alternative Items - Selection Criteria
Use this window to select alternatives to a missing item when creating sales and purchasing documents. To open the window, select the Item No. field and press CTRL+TAB.
Note
Note
Alternative Items Selection Criteria Fields
Warehouse Displays the warehouse of the original item.

Note
Note
A list of alternative items with a positive quantity for the selected warehouse is displayed. To view alternative items in all warehouses, leave the Warehouse field empty. The warehouse in the document will not be updated automatically when you select an alternative item from a different warehouse. If this is required, change the warehouse manually before adding the document. End of the note. Price Displays the price of the alternative item.
Note
Note
If the business partner has special prices for some of the alternative items, the item and the special price appear in blue. You can change the price in the marketing document only after selecting the alternative item. End of the note. Available The available quantity of an item is displayed. This figure comprises: Inventory in warehouse + Ordered quantities Committed Quantities from sales orders. In Stock
Displays the quantity of the alternative items in the warehouse. The value is displayed for the warehouse selected above. If the field is empty, the total quantity of the alternative items in all warehouses is displayed. Match Factor Displays the value to specify the matching degree in points. A higher value represents a higher match.
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Example
Example
Item 1001 has two alternative items:1002 and 1003. The matching factor defined for item 1002 is 100 and for item 1003 is 80. If there is no item 1001 in the warehouse, item 1002 can replace it, as it has the highest matching factor. End of the example. Additional Match Displays an additional value for a match factor.
Note
Note
You can link a saved query to this field. In this case, use the formatted search to calculate the correct value. You can also enter the value manually. End of the note. Total Match Displays the total of Match Factor and Additional Match. Remarks Displays the remarks for the alternative items. Choose Choose to select the alternative item for the marketing document. Show Tree Choose to display the Alternative Items (Show Tree) window. This window displays the relationship between the items and shows hierarchies. Define Items Choose to display the Alternative Items window to define additional alternative items. More Information Alternative Items Alternative Items (Show Tree) Window Alternative Items Window
Object
Sales Quotation: Logistics Tab
Use this tab to specify information regarding the logistics aspects of the sales quotation. To access the tab, choose Sales A/R Sales Quotation Logistics .
Note
Note
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End of the note.

Sales Quotation Logistics Tab Fields
Ship to The customers ship-to address as defined in the business partner master data. If required, change the address. Bill To The customer bill-to address defined in the business partner master data; change, if required. Language Language defined for the business partner in Business Partner Master Data. If required, choose a different language.
Note
Note
You display or print the document in the selected foreign language only if you have translated the field values using the Multi-Language Support function. End of the note. BP Channel Name If you are creating this document for an indirect sale achieved through another business partner, specify the code of that business partner. BP Channel Contact Default contact person of the BP Channel, as defined in the business partner master data; change, if required. More Information Sales Quotation
Object
Sales Quotation: Accounting Tab
Use this tab to specify information regarding financial aspects of the sales quotation. To access the tab, choose
Note
Sales A/R
Sales Quotation
Accounting
Note
Sales Quotation Accounting Tab Fields
Journal Remark By default, displays Sales Quotation XXX, where XXX is the customer code. You can change this content, if required.
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Payment Terms By default, displays the payment terms for the customer, as defined in the business partner master data. If required, specify different payment terms. Payment Method Specify the payment method for the customer as defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. [] Specify when you initiate the payment: Month End Half Month Month Start + Months... +Days... Enter the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project By default, displays the project name linked to the customer in the business partner master data. If required, specify a different project name. Federal Tax ID Companys federal tax ID, if defined in the company details; see Company Details Accounting Data . Order Number Administration System Initialization
Enter an order number of the chain when you use the direct distribution method. This number is recorded in the file that you send to a head office of the chain store. More Information Sales Quotation
Procedure
Updating Sales Quotations
After you create a sales quotation, you can update it, as long as no higher level documents have been created with reference to that sales quotation. Some of the possible changes include: Delete, add, and duplicate rows Update prices and discounts Update quantities
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Procedure
Cancelling and Closing Sales Quotations
If you stop the sales process before you copy the sales quotation (fully or partially) to a higher level sales document, such as a delivery or A/R Invoice, you can cancel it: 1. Choose Sales A/R Sales Quotation Data Cancel and find the sales quotation you want to cancel. .
2. In the menu bar, choose
The status Cancelled appears in the header of the sales quotation and in the Journal Remark field on the Accounting tab.
Closing Sales Quotations
If you have partially copied a sales quotation to a higher level sales document, you can only close it. 1. Choose Sales A/R Sales Quotation Data Close . and find the sales quotation you want to close.
The status Closed appears in the header of the sales quotation. Result In both cases the sales quotation is not deleted. You can still display and duplicate it, but you cannot change it or copy it to a higher level sales document. The system does not display cancelled or closed sales quotations in the Open Items List report. More Information Sales Quotation
Function
Sales Order
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. Your line of business determines whether or not a sales order is a legally binding document - your company may not manufacture products or ship items before a sales order has been created. Creating sales orders does not post value-related changes in the accounting system. However, if the sales order is created for items, the ordered quantities are listed in Inventory Management as reserved for the customer. You can view the ordered quantities in various reports, such as the Inventory Status report, as well as other windows in SAP Business One. This information is important for: Optimizing ordering transactions and stockholding
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Ensuring that customer requirements are dealt with quickly and satisfactorily To open this window, choose More Information Creating Sales Documents Sales Order: General Area Sales Document: Contents Tab Sales Order: Logistics Tab Sales Order: Accounting Tab
Object
Sales A/R
Sales Order
Sales Order: General Area
Use this part of the sales order to enter general information relevant to all items in the document. To access this area, choose
Note
Sales A/R
Sales Order
Note
Sales Order General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. If required, specify a different contact person. Customer Ref. No. Displays the customer reference number, if defined. No. Field on the left: name of the numbering series. Specify a series. Field on the right: the number of the sales order. If you choose the manual series, enter the relevant number. Status Status of the sales order: Open You can draw the document completely or partially to a document of a higher level.
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Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Unapproved You cannot draw the sales order to a higher-level document. Posting Date Specify the posting date. The default value for this field is the current date on which the sales order is created. If required, change the date.
Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Delivery Date Enter the date on which you deliver the goods and create the delivery document. Document Date Document date, used for tax purposes, of the sales order. Change the date if required. Currency Specify the display currency for the amounts in the A/R invoice. If the customer currency equals the local currency, the options are Local Currency and System Currency. If the customer currency is a foreign currency, the options include BP Currency. Your selection does not change the original currency of the document. Sales Employee Specify the sales employee who initiated the sales order. Owner Specify the code of the employee who owns the sales order. Remarks Enter additional information regarding the sales order. You also can edit the field content after the document is added. Total Before Discount Total amount of the sales order before the discount for the document is calculated.
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Note
Note
If the discount has been defined in the item or service row, the amount displayed in this field takes that discount into account. End of the note. Discount % In the field on the left, enter the percentage of discount. The field on the right displays the amount of the discount. As you update one of the fields, the other field is updated respectively. You can change the values for these fields, if required. Freight Displays the total freight for the sales order. This field appears only if you have selected Manage Freight in Documents in Initialization Document Settings General . Rounding Administration Administration System
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the sales order calculated according to your tax definitions. Total Total amount of the sales order including tax and discounts. More Information Sales Order
Object
Sales Order: Logistics Tab
Use this tab to specify details regarding the logistic aspects of the sales order. To access the tab, choose
Note
Sales A/R
Sales Order
Logistics
Note
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Sales Order Logistics Tab Fields
Ship To The customers ship-to address as defined in the business partner master data. If required, change the address. Bill To The customer bill-to address defined in the business partner master data; change, if required. Language Language defined for the business partner in Business Partner Master Data. If required, choose a different language.
Note
Note
You display or print the document in the selected foreign language only if you have translated the field values using the Multi-Language Support function. End of the note. Print Picking Sheet Select to activate the following options when you print the Sales Order. Order Only Pick List Only Order and Pick List Deselect to print the Sales Order directly, without the option of printing the Pick List.
Note
Note
If the Sales Order includes an Assembly BOM item, an Assembly Components Pick List is printed in addition to the standard Pick List. End of the note. Purchase Orders Select this option to create purchase orders for the items that appear in the sales order automatically. This opens the Purchase Order Confirmation window once you add the sales order. Approved Enables copying the sales order to a higher level sales document. Allow Partial Delivery Allows partial delivery of the sales order. If you do not select the check box, you can partially copy the sales order to a higher level sales document. Pick and Pack Remarks Enter relevant remarks for the pick and pack procedure. BP Channel Name If you are creating this document for an indirect sale achieved through another business partner, specify the code of that business partner. BP Channel Contact
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Default contact person of the BP Channel, as defined in the business partner master data; change, if required. More Information Sales Order Purchase Order Confirmation
Object
Sales Order: Accounting Tab
Use this tab to specify information regarding the accounting aspect of the sales order. To access the tab, choose
Note
Sales A/R
Sales Order
Accounting
Note
Sales Order Accounting Tab Fields
Journal Remark By default, displays Sales Order XXX, where XXX is the customer code. Change this content, if required. Payment Terms By default displays the payment terms for the customer as defined in the business partner master data. If required, specify different payment terms. Payment Method Specify the payment method for the customer as defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. [] Specify when you initiate the payment: Month End Half Month Month Start +Months...+Days Enter the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period.
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BP Project By default displays the project name linked to the customer in the business partner master data. If required, specify a different project name. Cancellation Date Specify the last date on which the customer accepts the goods. The default value is 30 days after the Delivery Date. Required Date Specify the expected date on which the goods will be delivered to the customer. The default value is the Delivery Date. Indicator By default, displays the indicator linked to the customer ( Data General tab). Business Partners Business Partner Master
The indicator is used as a selection criteria in various reports. If required, choose a different indicator. Federal Tax ID Companys federal tax ID, if defined in the company details; see Company Details Accounting Data Order Number . Administration System Initialization
Enter an order number of the chain when you use the direct distribution method. This number is recorded in the file that you send to a head office of the chain store. More Information Sales Order
Procedure
Updating and Cancelling Sales Orders
After you create a sales order, you can change all its data, provided that no target documents have been created based on it. Some of the possible changes include: Delete, add, or duplicate rows Update prices and discounts Update quantities Procedure
Cancelling Sales Orders
If the sales process has been interrupted and the sales order has not yet been drawn (fully or partially) to a target sales document, you can cancel it: 1. Choose Sales A/R Sales Order and find the sales order you want to cancel.
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2. In the menu bar, choose The status Cancelled appears.

Closing Sales Orders
Data
Cancel
When the sales order has been partially copied to a higher level sales document, you can close it but you cannot cancel it. 1. Choose Sales A/R Sales Order Data Close and find the sales order you want to close. .
2. In the menu bar, choose The status Closed appears. Result
When you cancel or close a sales order for items, the quantity reserved for the customer is reduced by the quantity that appears in the cancelled or closed order. A cancelled or closed sales order is not deleted. You can still display or duplicate it, but you cannot change it or copy it to a higher level sales document. The system does not display cancelled or closed sales orders in the Open Items List report. More Information Sales Order
Procedure
Creating Purchase Orders Directly from Sales Orders
Use following procedure to create a purchase order directly from a sales order. Prerequisites In the Sales Order window, choose the Logistics tab. Select the Purchase Orders option. This initiates an automatic creation of a purchase order as soon as the sales order is added to the system. Procedure 1. Create a sales order and choose Add. The Purchase Order Confirmation window appears. All items included in the sales order appear on the left side of the window; the purchase order is on the right. 2. Select the items you want to include in the purchase order and use the arrow buttons to copy them over. 3. By default, the quantities for the selected items are the quantities from the sales order. If necessary, change the quantities for the purchase order.
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4. To save the purchase order as a draft, select Create Draft Doc. 5. If required, select Split Purchase Order. By default, the purchase orders or drafts are created for the regular vendor of each item. The Purchase Order field allows you to place an item row under a different regular vendor: Select the item row you want to place under a different regular vendor. From Purchase Order, click row. and choose the regular vendor to which you want to assign the item
Place the item row under the selected regular vendor. 6. To create the document for a different vendor, highlight the relevant item and click vendor from the Purchase Order. 7. To create the purchase order or the purchase order draft, choose Add. More Information Sales Order Purchase Order
Function
to choose a different
Purchase Order Confirmation
This window enables the automatic creation of a purchase order based on the sales order that was just added. A purchase order created using this window can include part or all of the items included in the sales order. You cannot use this window to add items that are not included in the base sales order. When you create a purchase order this way, it is identical to any purchase order created using the Purchase Order window. More Information Purchase Order Confirmation Fields Creating Purchase Orders Directly from Sales Orders Sales Order
Object
Purchase Order Confirmation Fields
The Purchase Order Confirmation window comprises 2 tables: The table on the left displays rows from the newly created sales order. These rows are sorted according to the
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regular vendor (BP Code) linked to the items. Vendor rows are displayed in blue. The rows under each vendor are sorted by warehouses (Whse), and under each warehouse there is a list of relevant item rows. The table on the right represents the purchase order to be created. This table will display rows selected from the table on the left. Click one of the drill-down icons collapse the row display. and in the left-hand column for vendor and Whse rows to expand or
The fields described in the table below are displayed in both tables of the window.
Note
Note
Purchase Order Confirmation Fields
BP Code In vendor rows, displays the regular vendor; see . If no regular vendor is defined for an item, the field is blank. To shift rows without regular vendors to the Purchase Order table, specify a Vendor Code in the left-hand table. Whse Displays the warehouse code selected for the sales order row; editable. Item No. The item number selected in the sales order row. Quantity In item rows, the field displays the quantity ordered of each item in the sales order. In warehouse rows, the field displays the total quantity of items in the rows displayed under each warehouse. In regular vendor rows, the field displays the total quantity of items in the rows displayed under each regular vendor.
Note
Inventory
Item Master Data
Purchasing Data
Note
You can change the Quantity only for item rows. End of the note. Unit Price Item price as defined in the price list linked to the regular vendor for the item. You can change the price manually. You can also open the Last Prices window by placing the cursor in the Price field and pressing CTRL + TAB.
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General Area Fields
Create Draft Doc. Creates a draft for the purchase order instead of adding a document. Split Purchase Order Creates a separate purchase order for each warehouse, if the items in the sales order are taken from more than one warehouse. Purchase Order Places an item row under a different regular vendor: 1. Select the item row you would like to place under a different regular vendor. 2. Select the regular vendor to which you want to assign the item row by choosing from the dropdown list. 3. Click one of the shifting icons to place the item row under the selected regular vendor. [] Shifts the selected rows from the Sales Order table to the Purchase Order table. [] Shifts the selected rows from the Purchase Order table to the Sales Order table. [] Shifts all the rows from the Sales Order table to the Purchase Order table. [] Shifts all the rows from the Purchase Order table to the Sales Order table. Move up/down Use these icons to move a single selected item row up or down in the table and place it under a warehouse located above it or below it. More Information Purchase Order Confirmation
Procedure
Creating Drop Ship Sales and Purchase Orders
When you select a drop ship warehouse in a sales order document, SAP Business One assumes that you immediately need to process a purchase order for the ordered goods. Prerequisites You have defined at least one warehouse as a drop ship warehouse. Procedure 1. Choose Sales A/R Sales Order .
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The Sales Order window appears. 2. Enter the required data and select a drop ship warehouse for one or more items. 3. Choose Add. The sales order is added and the Purchase Order Confirmation window appears, displaying the items for which you selected a drop ship warehouse in the sales order.
Note
Note
Every update you make to an existing sales order that relates to a drop ship warehouse opens the Purchase Order Confirmation window, displaying item rows that were not yet copied to a purchase order. When you select an item defined as a BOM in a sales order, the Purchase Order Confirmation window displays the child items in the bill of materials. This applies only to a sales BOM. End of the note. 4. In the Purchase Order Confirmation window, specify the required data, and choose Add. For more information, see Creating Purchase Orders Directly from Sales Orders. Result You have created a sales order and a purchase order for the drop ship items.
Function
Delivery
The Delivery is a legally binding document indicating that the shipment of goods or the delivery of services has occurred. Without this document, goods can be delivered only if an invoice has already been created. When you create a delivery, the corresponding goods issue is also posted. The goods leave the warehouse and the relevant stock changes are posted. When the stock is changed, the values in the accounting system change as well (only when you use perpetual inventory). To open the window, choose
Country-Specific Information for Russia
Sales A/R
Delivery
Use the Shipped Goods Account check box on the Accounting tab.
Note
Note
Select this check box to debit the Shipped Goods account instead of the COGM account. Afterwards, if you create an A/R invoice as the target document, based on this type of delivery, the invoice will credit the Shipped Goods account and debit the COGM account. By default, this check box is not selected. End of the note.
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Note
Note
If you create a delivery without selecting this check box, the target A/R invoice must be created immediately after this delivery, with the same Posting Date. End of the note. More Information Creating Sales Documents Delivery: General Area Delivery: Contents Tab Delivery: Logistics Tab Delivery: Accounting Tab Closing Deliveries
Object
Delivery: General Area
Use this part of the delivery document to enter general information relevant to all items in the document. To access this area, choose
Note
Sales A/R
Delivery
Note
Delivery General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. If required, specify a different contact person. Customer Ref. No. If defined, displays the customer reference number. No. Field on the left: name of the numbering series. Specify a series. Field on the right: the number of the delivery. If you choose the manual series, enter the relevant number. Status
Status of the delivery:
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Open You can draw the document completely or partially to a document of a higher level. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Posting Date Specify the posting date. The default value for this field is the current date on which the delivery is created. If required, change the date.
Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Delivery Date Specify the expected delivery date of the items or services. By default, this is the current date.
Note
Note
Even if the Delivery is created based on Sales Order, the Delivery Date is not copied from the base document End of the note. Document Date Document date of the delivery used for tax purposes. Change the date if required. Currency Specify the display currency for the amounts in the A/R invoice. If the customer currency equals the local currency, the options are Local Currency and System Currency. If the customer currency is a foreign currency, the options include BP Currency. Your selection does not change the original currency of the document. Sales Employee Specify the sales employee who initiated the delivery. Owner
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Specify the code of the employee who owns the delivery. Remarks Enter additional information regarding the delivery. You can edit the field contents even after the document has been created. Total Before Discount Total amount of the document before the calculated discount.
Note
Note
If the discount is defined in the row for the item or service, the amount displayed in this field takes that discount into account. End of the note. Discount % In the field on the left, enter the percentage of discount. The field on the right displays the discount amount. You can change the values of these fields, if required. Freight Displays the total freight for the delivery. This field appears only if you have selected Manage Freight in Documents in Initialization Document Settings General . Rounding Administration Administration System
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the delivery calculated according to your tax definitions. Total Total amount of the document including tax and discounts. Copy From A list of base documents for creating a target document.
Note
Note
When you copy a sales order to a delivery, only one delivery is created, even if several ship to addresses are used for different rows. End of the note. More Information
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Delivery
Object
Delivery: Logistics Tab
This tab contains details regarding the logistics aspects of the delivery. To access the tab, choose
Note
Sales A/R
Delivery
Logistics
Note
Delivery Logistics Tab Fields
Note
Note
You display or print the document in the selected foreign language only if you have translated the field values using the Multi-Language Support function. End of the note. Tracking No. Specify the tracking number of the package as received from the delivery company. Stamp No. Enter the number that you receive from a chain as a confirmation of a delivery. You copy the stamp number to the A/R invoice and use it to create a file that is sent to the marketing chain for payments. Pick and Pack Remarks Enter relevant remarks for the pick and pack procedure. BP Channel Name If you are creating this document for an indirect sale achieved through another business partner, specify the code of that business partner. BP Channel Contact Default contact person of the BP Channel, as defined in the business partner master data; change, if required. More Information
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Delivery
Object
Delivery: Accounting Tab
This tab contains information regarding the financial aspect of the delivery. To access the tab, choose
Note
Sales A/R
Delivery
Accounting
Note
Delivery Accounting Tab Fields
Journal Remark By default, displays Delivery XXX, where XXX is the customer code. If required, change this content. Payment Terms By default displays the payment terms for the customer as defined in the business partner master data. If required, specify different payment terms. Payment Method Specify the payment method for the customer as defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. [] Specify when you initiate the payment: Month End Half Month Month Start +Months...+Days Enter the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project By default, displays the project name linked to the customer in the business partner master data. If required, specify a different project name. Indicator
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By default, displays the indicator linked to the customer ( Data General tab).
Business Partners
Business Partner Master
The indicator is used as selection criteria in various reports. If required, choose a different indicator by clicking . Federal Tax ID Companys federal tax ID, if defined in the company details; see Company Details Accounting Data Order Number . Administration System Initialization
Enter an order number of the chain when you use the direct distribution method. This number is recorded in the file that you send to a head office of the chain store.
Use Shipped Goods Account Select this option to post the delivery transaction to the Shipped Goods account and not to the Cost of Goods Sold account. This option is selected by default if the Use Shipped Goods Account option in Administration System
Initialization Document Settings Per Document Delivery , or on the General tab of the Business Partner Master Data record of the customer for whom the Delivery is created More Information Delivery
Procedure
Closing Deliveries
If a delivery has not yet been copied to an A/R invoice or to a returns, you can close it. Procedure 1. Choose Sales - A/R Delivery Data and call up the required delivery. Close .
2. From the menu bar, choose Result
When you close a delivery, no adjustment posting is carried out in warehouse management. This means that the available stock that has been reduced by the delivery will not be increased again. The stock is only increased when you create a returns document based on the delivery. Once a delivery has been closed, you cannot: Create an invoice from that delivery
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Create another sales document with reference to the delivery Make changes to the closed delivery More Information Delivery
Object
Packages - Setup Window
Use this window to enter packing details for items. You can proceed to packaging either after you finish picking the items or any time you create a delivery. You can print the packaging information directly from the Packages Setup window. When you print an A/R invoice or a delivery, the packaging information is printed on a separate page. To access this window, open one of the following documents: Sales A/R documents: delivery, invoice, invoice + payment Purchasing A/P documents: goods returns, A/P credit memo Inventory transfers From the menu bar, choose
Note
Goto
Packaging
Note
Define Packages
Package No. Enter the number for the package. By default, the system automatically enters a sequential number. Type Select a type of package. Alternatively, press TAB and select one of the types. To define a new package type, select New. Total Weight Displays the total weight of the package. The value of the field is calculated according to the weight you have defined on the Sales Data tab in the Item Master Data . Units Select the unit of measurement for the weight of the package. Find Available Items Enter the item code to find the necessary item from the list. Available
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Displays the number of items from the delivery available for packing. Selected Enter the number of items that you actually plan to pack in the special package. The value cannot be larger than the value in the Available field. Package Contents Displays the number of different items making up the package. Quantity Displays the quantity of items in the package. More Information Pick and Pack Manager
Function
Return
For legal reasons, a delivery or invoice that you have created in SAP Business One cannot be subsequently changed or deleted. However, the customer might send the goods back for various reasons, or you might have made a mistake when you entered the documents. If you are facing one of the situations mentioned above, create a return document. When you enter a return document, you can reverse the posting of a delivery. When you create the return, the system corrects the stock quantities. If your company runs a perpetual inventory, creating a return automatically generates a journal entry that updates the stock value. The return is the clearing document for a delivery. Therefore, if an A/R invoice has not yet been created for the delivery you want to reverse, use the return document. If you have already recorded an invoice, use the A/R Credit Memo function to correct values and quantities for the transaction in SAP Business One. To access the window, choose More Information Creating Sales Documents Return: General Area Sales Document: Contents Tab Return: Logistics Tab Return: Accounting Tab
Object
Sales A/R
Return
Return: General Area
This part of the sales document is used to enter general information pertinent to all items in the document.
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To access this area, choose

Note
Sales A/R
Return
Note
Return General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. If required, specify a different contact person. Customer Ref. No. Displays the customer reference number, if defined. No. Field on the left: name of the numbering series. Specify a series. Field on the right: the number of the delivery. If you choose the manual series, enter the relevant number. Status Status of the return: Open You can draw the document completely or partially to a document of a higher level. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Posting Date Specify the posting date. The default value for this field is the current date on which the goods return is created. If required, change the date.
Caution
Caution
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If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Due Date Expected due date of the items or services. The default date is 30 days after the posting date. You can change it manually, or choose a different payment term in the Payment Terms field. Document Date Document date, used for tax purposes, of the goods return. Change the date if required. Currency Specify the display currency for the amounts in the A/R invoice. If the customer currency equals the local currency, the options are Local Currency and System Currency. If the customer currency is a foreign currency, the options include BP Currency. Your selection does not change the original currency of the document. Sales Employee Specify the sales employee who initiated the return. Owner Specify the code of the employee who owns the return. Remarks Enter additional information regarding the return. You can edit the field contents even after the document is added. Total Before Discount Displays the total amount of the document before the calculated discount.
Note
Note
If the discount is defined in the row for the item or service, the amount displayed in this field takes that discount into account. End of the note. Discount % In the field on the left, enter the percentage of discount. The field on the right displays the discount amount. You can change the values of these fields, if required. Freight Displays the total freight for the return. This field appears only if you have selected Manage Freight in Documents in Initialization Document Settings General . Rounding Administration Administration System
This field appears only if the rounding method has been defined as By Currency in
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Document Settings
General
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the return calculated according to your tax definitions. Total Total amount of the document including tax and discounts.
Folio Number Specify the Folio number for the document. You can change it after the document is added and printed, if required. More Information Return
Object
Return: Logistics Tab
Note
Sales A/R
Return
Logistics
Note
Return Logistics Tab Fields
Note
Note
You display or print the document in the selected foreign language only if you have translated the field values using the Multi-Language Support function.
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End of the note. Stamp No. Enter the number that you receive from a chain as a confirmation of a return document. You copy the stamp number to the A/R invoice and use it to create a file that is sent to the marketing chain for payments. BP Channel Name If this document is created for an indirect sale that was achieved through another business partner, specify the code of that business partner. BP Channel Contact Default contact person of the BP Channel, as defined in the business partner master data; change, if required. More Information Return
Object
Return: Accounting Tab
This tab contains information regarding the financial aspects of the return. To access the tab, choose
Note
Sales A/R
Delivery
Accounting
Note
Return Accounting Tab Fields
Journal Remark By default, displays Return XXX, where XXX is the customer code. Change this content, if required. Payment Terms By default displays the payment terms for the customer as defined in the business partner master data. If required, specify different payment terms. Payment Method Specify the payment method for the customer as defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. [] Specify when you initiate the payment: Month End Half Month
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Month Start +Months...+Days Enter the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project By default, displays the project name linked to the customer in the business partner master data. If required, specify a different project name. Indicator By default, displays the Indicator linked to the customer (see tab). The indicator is used as selection criteria in various reports. If required, choose a different indicator by clicking . Federal Tax ID Companys federal tax ID, if defined in the company details; see Company Details Accounting Data Order Number . Administration System Initialization Business Partner Master Data General
Enter an order number of the chain when you use the direct distribution method. This number is recorded in the file that you send to a head office of the chain store. More Information Return
Function
A/R Down Payment Request
You can create a request for a down payment for the companys customers. This document does not create any accounting or stock posting. If you create an A/R down payment request based on a delivery or sales order, the base document is not closed. This allows you to copy the same base document later to a higher-level sales document such as an A/R invoice or delivery. To access the window, choose More Information Down Payment Requests Down Payment Process: CZ, HU, PL, SK A/R Down Payment Documents: General Area Sales A/R A/R Down Payment Request .
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A/R Down Payment Documents: Contents Tab A/R Down Payment Documents: Logistics Tab A/R Down Payment Documents: Accounting Tab
Object
A/R Down Payment Documents: General Area
Use the General Area in the sales document to enter general information relevant for all items in the document.
Note
Note
A/R Down Payment General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. If required, specify a different contact person. Customer Ref. No. Displays the customer reference number, if defined. No. Field on the left: name of the numbering series. Specify a series. Field on the right: the number of the A/R down payment document. If you choose the manual series, enter the relevant number. Status Statuses of the A/R down payment: Open You can draw the document completely or partially to a document of a higher level. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft
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The document is still a draft. Posting Date Specify the posting date. The default value for this field is the current date on which the A/R down payment document is created. If required, change the date.
Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Due Date Expected due date of the items or services. The default date is 30 days after the posting date. You can change it manually, or choose a different payment term in the Payment Terms field of the A/R Down Payment Document. Document Date Document date of the A/R down payment document used for tax purposes. Change the date if required. Currency Specify the display currency for the amounts in the A/R invoice. If the customer currency equals the local currency, the options are Local Currency and System Currency. If the customer currency is a foreign currency, the options include BP Currency. Your selection does not change the original currency of the document. Sales Employee Specify the sales employee who initiated the sales document. Owner Specify the code of the employee who owns the sales document. Remarks Enter additional information regarding the A/R down payment document. You can edit the field contents even after the document has been created. Total Before Discount Total amount of the document before the calculated discount. If the discount is defined in the row for the item or service, the amount displayed in this field takes that discount into account. DPM % In the field on the left, enter the percentage of down payment. The field on the right displays the down payment amount. If required, you can change the values of these fields. Rounding This field appears only if the rounding method has been defined as By Currency in System Initialization Document Settings General . Administration
When the total amount of the document is rounded according to the rounding method determined by the currency,
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the difference between the original amount and the rounded amount appears in this field. WTax Amount The amount withheld, according to the withholding tax definitions, and paid over or reported to the tax authorities on behalf of the person subject to tax. Appears only if you have selected Withholding Tax in G/L Account Determination Sales Tab Administration . Setup Financials
Tax Sub Tab .
To open the Withholding Tax Table window, click Tax
Tax amount for the A/R down payment document calculated according to your tax definitions. Total Total amount of the document including tax and discounts. Paid/Credited Amount of the A/R down payment invoice copied to a payment document or to a credit memo. Balance Due Amount of the A/R down payment document that has not been paid or credited yet.
Country-Specific Information: CZ, HU, PL, SK
Down Payment (on Down Payment Invoice only) Opens a Choose from List window that displays paid Down Payment Requests for which Down Payment Invoices have not yet been created. Select the appropriate paid Down Payment Request for which you want to create a Down Payment Invoice.
Country-Specific Information: Chile & Mexico
Folio Number The Folio number assigned to the document while it was printed, or afterward, by using the Folio Number Assignment function. You can not change the displayed data. For document that is not yet printed, this field is empty. More Information A/R Down Payment Request A/R Down Payment Invoice
Object
A/R Down Payment Documents: Logistics Tab
This tab contains details regarding the logistics aspects of the A/R down payment documents.
Note
Note
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End of the note.

A/R Down Payment Logistics Tab
Note
Note
You display or print the document in the selected foreign language only if you have translated the field values using the Multi-Language Support function. End of the note. Tracking No. Specify the tracking number of the package as received from the delivery company. Block Dunning Letters Excludes the A/R down payment document from the dunning wizard run. BP Channel Name If you are creating this document for an indirect sale achieved through another business partner, specify the code of that business partner. BP Channel Contact Default contact person of the BP Channel, as defined in the business partner master data; change, if required. More Information A/R Down Payment Request A/R Down Payment Invoice
Object
A/R Down Payment Documents: Accounting Tab
The Accounting tab contains information regarding the financial aspects of A/R down payment documents.
Note
Note
A/R Down Payment Accounting Tab Fields
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Journal Remark By default, displays A/R Down Payment XXX, where XXX is the customer code. If required, change this content. Payment Block Select this option to define the document as blocked so that it will not be included in the payment wizard run. Choose the proper payment block description by clicking . To define a new one, choose the Define New option. You can also leave this field blank. Max. Cash Discount Calculates the discount in the payment run, even if the due date has already expired. Payment Terms By default displays the payment terms for the customer as defined in the business partner master data. If required, specify different payment terms. Payment Method Specify the payment method for the customer as defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. Installments Specify the number of installments allowed for this document. To open the Installments window, click +Months...+Days Enter the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project By default, displays the project name linked to the customer in the business partner master data. If required, specify a different project name. Indicator By default, displays the indicator linked to the customer ( Data General tab). Business Partners Business Partner Master .
Deferred Tax
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Select this option to relate the A/R invoices to the deferred tax system. This option is selected according to the relevant definition in the Business Partner Master Data.
Exemption Letter No. Number of the tax exemption letter of the business partner. Valid Date From ... To... Displays the range of dates within which the business partner is exempted from paying tax.
Country-Specific Fields: CZ, HU, PL, SK
VAT Date Represents date of rising VAT obligation. This value is one of the main selection criteria for the VAT report. The content of this field can be modified after document creation. More Information A/R Down Payment Request A/R Down Payment Invoice
Function
A/R Down Payment Invoice
When your company needs to create a down payment invoice for a customer, use the A/R down payment invoice to document this payment. The A/R down payment invoice is actually an invoice that is cleared by an incoming payment. Unlike the A/R invoice, the A/R down payment invoice creates a posting in the accounting system but has no influence on stock accounting values and quantities. To access the window, choose More Information Down Payment Invoices Down Payment Process: CZ, HU, PL, SK A/R Down Payment Invoice: General Area A/R Down Payment Invoice: Contents Tab A/R Down Payment Invoice: Logostics Tab A/R Down Payment Invoice: Accounting Tab Sales A/R A/R Down Payment Invoice.
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Object
Tax Details: CZ, HU, PL, SK
In the Tax Details window you can view summarized VAT by VAT groups on all relevant A/P and A/R documents (down payment invoice, invoice, correction invoice, credit memo). This can help you, for example, to adjust VAT appropriately on document rows on an A/P invoice to match the total tax with the printed original. The window shows details of all VAT groups, including expenses on row details and additional expenses on the document level. You can view the summary at any time during or after document creation. To access the window, display a relevant document and choose field in the general area of the document.
Note Choose from List
(Choose from List) next to the Tax
Note
Tax Details Fields
Code VAT group tax code. Name VAT group tax code name. Rate % Current rate for the VAT group. Tax Amount Total tax amount for the VAT group from the sales or purchasing document, including line and document expenses.
Object
Down Payments to Draw
This window displays open and paid down payment invoices created for a specific business partner. To access the window, create an invoice and click
Note
Note
Down Payments to Draw Fields
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Document Number Internal number of the document. Posting Date, Due Date Posting date and due date of the document. Name Name of the business partner. Details Contents of the Remarks field in the down payment invoice. Amt To Draw Amount which you can draw to the invoice. This is the amount of the down payment invoice that is open and paid. You can change this amount if required. The amount to be drawn cannot be higher than the open amount. Open Amount Amount of the down payment invoice that is open and paid. After the invoice is created, this amount is updated depending on the amount drawn.
Country-Specific Fields: Czech Rep. & Slovakia
Down Payment Type Specify whether to display paid Down Payment Requests or paid Down Payment Invoices. Amt to Draw The amount to be drawn into the invoice. The functionality of this field depends on the value specified in the Down Payment Type field: Down Payment Invoice: displays the total amount of the down payment invoice not including tax. In case you want to draw smaller amount, you can change the displayed value. Down Payment Request: displays the total amount of the down payment request including tax. In this case the field is disabled, and you must draw the whole amount to the invoice. More Information A/P Invoice: General Area
Function
A/R Invoice
The invoice is a legally binding document. When an invoice is received, the posting is made to the related customer accounts in the accounting system. If a delivery did not precede the invoice and you sell the warehouse items, stock quantities are also updated accordingly when you issue the invoice. If you create an invoice without reference to the delivery, the system automatically posts changes to the stock. In other words, if a delivery already exists for the transaction and you create an invoice without reference to this delivery, errors can occur in inventory management because the delivery quantity is posted twice in the system. SAP Business One enables you to create an A/R invoice with a zero amount. You can do this when delivering items without a charge, for example, items that are part of a promotion or covered by a service contract.
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Note
Note
When you create the delivery and the invoice for a sales process simultaneously, first enter the delivery and then proceed with the invoice. However, it may be sufficient to create the invoice, since that is what affects the inventory and the accounting systems. End of the note. To access this function, choose
Country-Specific Information for Italy
Sales A/R
A/R Invoice
When you create an invoice with a zero amount, note that you must charge VAT on free goods and that the customer has to pay the VAT.
1. Due to legislative requirements, you can create an A/R invoice based on a delivery only. Do not create invoices without this reference. 2. If you create an A/R invoice based on a delivery, where the Use Shipped Goods Account check box is not selected, the A/R invoice must have the same posting date as the referenced delivery. More Information Creating Sales Documents A/R Invoice: General Area Sales Document: Contents Tab A/R Invoice: Logistics Tab A/R Invoice: Accounting Tab
Object
A/R Invoice: General Area
Use this part of the A/R invoice to enter general information relevant to all items in the document. To access this area, choose
Note
Sales A/R
A/R Invoice
Note
A/R Invoice General Area Fields
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Contact Person Name of the default contact person as defined in the business partner master data. If required, specify a different contact person. Customer Ref. Number Displays the customer reference number, if defined. No. Field on the left: name of the numbering series. Specify a series. Field on the right: the number of the A/R invoice. If you choose the manual series, enter the relevant number. Status Status of the A/R invoice: Open You can draw the document completely or partially to a document of a higher level. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft.
Note
Note
A no-charge A/R invoice is closed automatically once you add the document. The following statuses apply to A/R reserve invoices only: Delivered The document is fully drawn to a delivery, but not yet fully paid. Paid The document is fully paid but not yet fully drawn to a delivery. End of the note. Posting Date Specify the posting date. The default value for this field is the current date on which the A/R invoice is created. If required, change the date.
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Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Due Date Expected due date of the items or services. The default date is 30 days after the posting date. To change it, choose a different payment term in the dropdown box for the Payment Terms field in the A/R Invoice. Alternatively, change the due date manually. Currency Specify the display currency for the amounts in the A/R invoice. If the customer currency equals the local currency, the options are Local Currency and System Currency. If the customer currency is a foreign currency, the options include BP Currency. Your selection does not change the original currency of the document. Sales Employee Specify the sales employee who initiated the A/R invoice. Owner Specify the code of the employee who owns the A/R invoice. Remarks Enter additional information regarding the A/R invoice. You can edit the field contents even after the document is added. Total Before Discount Total amount of the A/R invoice before the discount for the document is calculated.
Note
Note
If the discount is defined in the row for the item or service, the amount displayed in this field takes that discount into account. End of the note. Discount % In the field on the left, enter the percentage of discount. The field on the right displays the discount amount. If required, you can change the values of these fields. Total Down Payment Amount drawn from the paid down payment invoices or down payment requests, and subtracted from the total amount of the invoice. To view the details of the amount, choose to open the Down Payment to Draw window. Freight
Displays the total freight for the A/R invoice. This field appears only if you have selected Manage Freight in Documents in Administration System
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Initialization
Document Settings
General . WTax Amount
The amount withheld, according to the withholding tax definitions, and paid over or reported to the tax authorities on behalf of the person subject to tax. Appears only if you have selected Withholding Tax in G/L Account Determination Sales Tab Administration . Setup Financials
Tax Sub Tab Rounding
Administration
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the A/R invoice calculated according to your tax definitions. Total Total amount of the document including tax and discounts. Paid/Credited The amount of the A/R invoice that was copied to a payment document or to a credit memo. Balance Due Amount of the A/R invoice that has not been paid or credited yet.
Caution
Caution
The only possibility of crediting the A/R invoice based on the A/R down payment invoice is to reopen it. To change the A/R invoice status, choose End of the caution.
Data
Advanced
Change Document Status to Open
Payment Reference No. Additional key for the A/R invoice, which you use later to match a payment with the A/R invoice. There is no validation on the field. More Information A/R Invoice
Function
Payments List
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The Payments List window displays the incoming or outgoing payments documents created in response to specific A/R or A/P invoices. To access this window, display the relevant invoice and click the toolbar.
Note Payment Means
(Payment Means) Payment Means in
Note
The Payments List window appears only when the displayed invoice was paid (fully or partially). If the invoice was not paid at all, the Payment Means window appears. End of the note. More Information Payments List Window
Object
Payments List Window
The following table describes the fields appear in the Payments List window. To access this window, display the required A/R or A/P invoice and click toolbar.
Note Payment Means
(Payment Means) in the
Note
Payments List Window
Payment No. Number of the incoming or outgoing payments document. Total Total amount paid through this payment document. More Information Payments List
Object
A/R Invoice: Logistics Tab
This tab contains details regarding the logistical aspects of the A/R invoice.
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To access the tab, choose

Note
Sales A/R
A/R Invoice
Logistics
Note
A/R Invoice Logistics Tab Fields
Note
Note
You display or print the document in the selected foreign language only if you have translated the field values using the Multi-Language Support function. End of the note. Tracking No. Specify the tracking number of the package as received from the delivery company. Block Dunning Letters Excludes the A/R invoice from the dunning wizard run. BP Channel Name If you are creating this document for an indirect sale achieved through another business partner, specify the code of that business partner. BP Channel Contact Default contact person of the BP Channel, as defined in the business partner master data; change, if required. More Information A/R Invoice
Object
A/R Invoice: Accounting Tab
This tab contains information regarding the financial aspects of the A/R invoice. To access the tab, choose Sales A/R A/R Invoice Accounting .
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Note
Note
A/R Invoice Accounting Tab Fields
Journal Remark By default, displays A/R Invoice XXX, where XXX is the customer code. Change this content, if required. Payment Block Select to define the A/R invoice as blocked so that it will not be included in the payment wizard run. Choose the proper payment block description by clicking . To define a new one, choose the Define New option. It is also possible to leave this field blank. Max. Cash Discount Calculates the discount in the payment run, even if the due date has already expired. Payment Terms By default displays the payment terms for the customer as defined in the business partner master data. If required, specify different payment terms. Payment Method Specify the payment method for the customer as defined in the business partner master data. Installments Specify the number of installments for paying the A/R invoice. To open the Installments window, click +Months...+Days Enter the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project By default, displays the project name linked to the customer in the business partner master data. If required, specify a different project name. Indicator By default, displays the indicator linked to the customer ( tab). Business Partner Master Data General .
The indicator is used as selection criteria in various reports. If required, choose a different indicator by clicking . Federal Tax ID Companys federal tax ID, if defined in the company details; see Company Details Accounting Data . Order Number Administration System Initialization
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Country-Specific Fields: Czech Republic, Hungary, Poland, and Slovakia
VAT Date Represents date of rising VAT obligation. This value is one of the main selection criteria for the VAT report. The content of this field can be modified after document creation. More Information A/R Invoice
Object
Installments Window
Use the window to define the number of the installments and the way to apply the tax amount. There are two methods to set the due date in the A/R and A/P invoices: Fixed day you make the payment on fixed days that you define in the Payment Dates window. Regular you make the payment on the due date that is calculated according to the Payment Terms - Setup window. To access the window, choose
Note
Sales A/R
A/R Invoice
Accounting
Installments
Note
Installment Window Fields
No. of Installments Enter the number of installments. Apply Tax in First Installment Adds the tax amount to the first installment only. Apply Tax Proportionally Adds the tax amount proportionally to each installment, according to the % field. Date
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Specify a date based on the value defined in the Holiday Details window. A payment due on a fixed day moves to: The next fixed day, in case of a holiday The next working day, in case of a weekend A payment due on a regular day moves to the next working day, in case of a holiday or weekend. % Displays the installments as a percent of the total payment amount. The total amount must be 100%. Total Amount calculated according to the installment percentage. Restore Default Restore the data as defined in the Payment Terms window. More Information Holiday Details
Function
A/R Export Invoice: Chile
This document behaves in the same way as the A/R invoice. You can use this document with its separate numbering series instead of defining a new numbering series for the A/R invoice. More Information A/R Invoice
Function
A/R Invoice Exempt: Chile
This document behaves in the same way as the A/R invoice. You can use this document with its separate numbering series instead of defining a new numbering series for the A/R invoice. More Information A/R Invoice
Function
A/R Bill: Chile
This document behaves in the same way as the A/R invoice. Therefore, you can use this document, with its separate numbering series, instead of defining a new numbering series for the A/R invoice.
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More Information A/R Invoice

Function
A/R Exempt Bill: Chile
This document behaves in the same way as the A/R invoice. You can use this document with its separate numbering series instead of defining a new numbering series for the A/R Invoice. More Information A/R Invoice
Function
A/R Debit Memo
This document behaves in the same way as the A/R invoice and has its own separate numbering series. You can use it when you need to create A/R invoices with another numbering series but do not want to create a new numbering series. More Information A/R Invoice
Procedure
Creating A/R Invoices Based on A/R Down Payment Invoices: Canada & USA
The following procedure describes how to create A/R Invoices based on existing A/R Down Payment Invoices. Such process is required after goods or services that were ordered are fully delivered, a partial payment was received, and now the customer should be invoiced. Procedure 1. From SAP Business One main menu, choose window appears. Sales A/R A/R Invoice . The A/R Invoice
2. Specify the customer for whom the A/R Invoice is created. At the bottom of the window, choose Copy From. If the Sales Order for which the A/R Invoice is created was already copied to Delivery, clock Deliveries, if not, click Sales Orders. A list of documents to copy appears. 3. Choose the required document(s), and make the relevant choices in the Draw Document Wizard. The data from the selected documents appears in the A/R Invoice. 4. If the copied document(s) is linked to an A/R Down Payment Invoice, the amount of the A/R Down Payment Invoice is automatically displayed in the Total Down Payment field. Otherwise, this field is empty. To link specific A/R Down Payment Invoice(s) to the A/R Invoice, choose the ... button next to the Total Down Payment field. The Down Payments to Draw window appears.
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5. Mark the A/R Down Payments Invoice(s) you want to draw and adjust the amount to be drawn if required (the drawn amount can be equal or smaller than the open amount of the A/R Down Payment Invoice), and choose OK. The cumulative amount marked is copied to the Total Down Payment field in the A/R Invoice. This field is read-only.
Note
Note
The total down payment amount can be equal or smaller than the total amount of the A/R Invoice. You can draw to the A/R Invoice A/R Down Payment Invoice(s) created for documents that are not the base documents copied. This might occur if a customer placed several Sales Orders and paid a down payment for each one. Eventually one of the Sales Orders was cancelled. The A/R Down Payment Invoice and the Incoming Payment were not cancelled, and there fore can be used. End of the note. 6. To add the A/R Invoice, choose Add. Result Once you add the A/R Invoice the following happens: The base document is updated accordingly (if it was fully copied it is closed, otherwise the open quantities and amounts are updated). If the A/R Down Payment was fully drawn, its status turns to Closed. Otherwise, the balance due and the applied amount are updated according to the amount drawn. The total amount of the A/R Invoice is calculated as follows: (total after discount + freight charges + tax) Total down payment.
Object
A/R Correction Invoice: CZ, HU, PL, SK
Vendors are legally obligated to issue an A/R correction invoice if: Rebates and discounts were given after the original invoice was issued Goods were returned The prices of goods and services were changed after the original invoice was issued There was a mistake in price, tax rate, tax amount, net value, gross value, quantity, or unit of measure in any invoice item
An A/R correction invoice usually refers to an A/R invoice or another A/R correction invoice. However, the system allows you to enter a correction invoice without any reference to a preceding document. Such a situation can occur if the original document has not been entered to the system, for example, a document from a legacy system. The system automatically performs all relevant posting in financial accounting, as well as performing changes in the inventory module, such as stock quantity.
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A/R Correction Invoice is also displayed separately in the Banking module. You can link particular payments directly to it. If there are several correction invoices (one correcting the other) you will see all of them together with all invoices related to the business partner. The payment process is the same as with invoices. The functionality and screen layouts are very similar to Purchase Correction Invoice. For more information, see A/P Correction Invoice - Creation Procedure.
Country-Specific Information: Hungary
This information refers to the specific print layout for Hungary, and to the printing of correction invoices. To print the number of copies of a printed A/R correction invoice correctly, you must print the correction invoice directly from the A/R Correction Invoice form (click displaying it via
Object Print Preview Print
(Print)). Do not print the correction invoice by
(Print Preview); otherwise, the number of copies will not be printed correctly.
A/R Correction Invoice Reversal: CZ, HU, PL, SK
You use an A/R correction invoice reversal to cancel an A/R correction invoice, which always serves as a base document. The system automatically performs all relevant posting in financial accounting and changes in inventory, for example, stock quantities. You cannot reverse a paid correction invoice. An A/R correction invoice reversal also prevents the base document to which it refers from being displayed in the Banking module. Then you can create another correction invoice to the pre-reversed A/R correction invoice. The screen layout is similar to the A/P Correction Invoice window. More Information A/R Correction Invoice A/P Correction Invoice - Creation Procedure
Function
A/R Invoice + Payment
Use the invoice with payment for cash sales to one-time customers, who have to pay the full invoice amount immediately. Prerequisites You create a separate master record once for one-time customers. This master record is defined during system initialization, when G/L account determination is defined as a standard customer for invoices with payment. When you access the A/R Invoice + Payment function, the data relating to the one-time customer is copied to the transaction. You can then maintain the customers name and address. SAP Business One manages the invoice with payment as it does a standard invoice. The corresponding posting in the
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accounting system and any posting in Inventory Management are processed automatically by the system when the invoice with payment is added. The customer has to pay the invoice amount in full. Attempting to enter a partial payment generates an error message. To access the window, choose More Information Creating Sales Documents A/R Invoice
Object
Sales A/R
A/R Invoice+Payment
A/P and A/R Tax Invoice - General Information
A/P and A/R tax invoices are documents issued by vendors and sellers, respectively. For taxation purposes, you are legally obligated to issue tax invoices for sold goods or services.
Use tax invoices to summarize one or more A/P or A/R invoices issued or received by your organization. Additional types of tax invoices linking different documents are available. After you post tax invoices, they are registered in the purchasing and sales ledgers. There is no accounting posting behind a tax invoice. For more information about the ledgers, see Sales and Purchase Ledger Reports - Creation Procedure: RU. You cannot modify tax invoices after you post, but you can cancel improper tax invoices as a whole. In such a case they will not affect the corresponding ledger. Their base documents can be linked to a new tax invoice. If you cancel a base document (for example, a credit memo for an invoice) that has been linked to a tax invoice, it is necessary to cancel the corresponding tax invoice and create a new one. You must then regenerate the relevant ledger. The following types of tax invoices, resulting from different base documents, are available: 1. Invoice A collection of one or more A/P or A/R invoices (base documents) which represent an outgoing or incoming goods delivery. Only base documents that have been issued in the same currency can be included on the same tax invoice. 2. Payment (for A/R tax invoice only) A link to a down payment (a payment not based on an invoice), which must be registered in the sales ledger due to VAT reporting. 3. Journal Entry A link to a journal entry, which posts VAT to an incoming or outgoing VAT G/L account. This journal entry must be formatted in such a way that:
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For an A/R tax invoice, an output VAT G/L account is credited and its base amount is specified For an A/P tax invoice an input VAT G/L account is debited and its base amount is specified
Recommendation
Recommendation
We recommend using a special indicator field value for those journal entries that you want to include on a tax invoice, because SAP Business One lets you filter by this criterion during journal entry selection.
Structure The structure for A/P and A/R tax invoices is very similar. The following describe the common elements. For specific issues, see A/P tax invoice or A/R tax invoice documentation.
Header Area
Field Customer/Vendor
Activity/Description Specify the customer or vendor code. Current number of the document. Specify a numbering series. You can select Manual to specify a non-system tax invoice number (a number assigned outside the system). The system creates the sales document as a copy of the external document rather than as an original document. Specify the posting date. The default value for this field is the current date on which the document is created. Changing this date is allowed, but interrupts the continuity of the numbers and dates on a document. Date on which the document was issued. Date which enables you to determine the time period for the sales or purchase documents to be included in a report. Vendor reference number, if available. Specify the display currency for the amounts in the document.
No.
Posting Date
Value Date Tax Date Vendor Ref. No. (A/P Tax Invoice only) Currency
Contents Tab
Field Activity/Description Type The type of tax invoice you want to create. The following tax invoice types are available: Invoice Base documents for this type are A/R or A/P invoices. Field Invoice No. Total Activity/Description Number of the base invoice linked as the base document to the tax invoice. Total net sum on the invoice.
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Tax Total tax (VAT) for the invoice for all VAT groups. Total (incl. Tax) Total sum for the invoice, including VAT. Payment For A/R tax invoices only; the base document is a payment not based on an invoice representing a down payment. Journal Entry The base document is a journal entry with an appropriate structure, including output or input VAT posting. Field Activity/Description Filter criterion for journal entries, applied when you search for a journal entry to be included on the tax invoice.
Example
Example
Indicator
You create journal entries with TI as the value of the Indicator field on the journal entry. You can select this value here. When you click the Choose button of the Journal Entry VAT field, SAP Business One proposes only those journal entries that have this value set in the Indicator field. End of the example. The actual link to the journal entry.
Journal Entry VAT
Click Choose to display a list of journal entries for selection. If you have chosen any value for the Indicator field, only those journal entries that have a matching value in this field are displayed . Date on which the journal entry was posted to the system. Text field for stating the reason for creating this type of tax invoice. Displays the linked journal entry.
Posting Date Description Details

Bottom Area
Field Payment Document No. Payment Document Date Total Tax Total (incl. Tax) More Information
Activity/Description Specify the number of the referenced payment document. If the tax invoice is of type Payment, the value of this field is copied from the selected payment. Specify the date of the referenced payment document. If the tax invoice is of type Payment, the value of this field is copied from the selected payment. Total net sum for all included base documents (Invoice and Journal Entry types only). Total tax (VAT) for all included base documents, for all VAT groups. Total sum for all base documents, including VAT.
A/P Tax Invoice: CZ, HU, PL, RU, SK
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Function
A/R Credit Memo
For legal reasons, you cannot change or delete a delivery or invoice that you enter in SAP Business One. However, the customer might send the goods back for various reasons, or you may have made a mistake when you entered the documents. If a sales transaction for which you record an accounting and an inventory posting has been completely or partially reversed, you must enter a corresponding sales document to clear it. This document reverses the changes in terms of stock quantities and monetary values. The credit memo is the clearing document for the invoice and for the returns. If the goods were delivered to the customer and an invoice has already been created, you can partially or completely reverse the transaction by creating a credit memo. With the credit memo you correct both the quantities and the monetary values. The system increases the stock of the credited items by the amount specified in the credit memo. The credit memo credits the value in the customer account in the accounting system and amends the revenue account by the same amount. The system corrects the tax amounts automatically. SAP Business One enables you to create an A/R credit memo with a zero amount. You can do this when you clear A/R invoices for items delivered without a charge, for example, for items that are part of a promotion or covered by a service contract. To access the window, choose
Sales A/R
A/R Credit Memo
Due to legal requirements, you must use the credit memo to completely reverse invoices. When you do so, you must modify (cancel) relevant tax invoices accordingly. For more information, see A/P and A/R Tax Invoice - General Information. More Information Creating Sales Documents A/R Credit Memo: General Area Sales Document: Contents Tab A/R Credit Memo: Logistics Tab A/R Credit Memo: Accounting Tab
Object
A/R Credit Memo: General Area
Use the General Area in the A/R credit memo to enter general information relevant to all items in the document.
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To access the General Area from the SAP Business One Main Menu, choose Memo
Note
Sales A/R
A/R Credit
Note
A/R Credit Memo General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. If required, specify a different contact person. Customer Ref. Number Displays the customer reference number, if defined. No. Field on the left: name of the numbering series. Specify a series. Field on the right: the number of the A/R credit memo. If you choose the manual series, enter the relevant number. Status Status of the A/R credit memo: Open You can draw the document completely or partially to a document of a higher level. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft.
Note
Note
A no-charge A/R credit memo is closed automatically once you add the document. End of the note.
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Posting Date Specify the posting date. The default value for this field is the current date on which the A/R credit memo is created. If required, change the date.
Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Due Date Expected due date of the items or services. The default date is 30 days after the posting date. You can change it manually, or choose a different option in the Payment Terms field of the A/R Credit Memo. Document Date Document date of the A/R credit memo used for tax purposes. Change the date if required. Currency Specify the display currency for the amounts in the A/R invoice. If the customer currency equals the local currency, the options are Local Currency and System Currency. If the customer currency is a foreign currency, the options include BP Currency. Your selection does not change the original currency of the document. Sales Employee Specify the sales employee who initiated the A/R credit memo. Owner Specify the code of the employee who owns the A/R credit memo. Remarks Enter additional information regarding the A/R credit memo. You can edit the field contents even after you have created the document. Total Before Discount Total amount of the A/R credit memo before the discount for the document is calculated.
Note
Note
If the discount is defined in the row for the item or service, the amount displayed in this field takes that discount into account. End of the note. Discount %
In the field on the left, specify the percentage of discount. The field on the right displays the discount amount. If required, you can change the values of these fields.
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If the rounding method used by the company is By Document, this field displays the difference between the document total and the document rounded total.
Note
Note
When the A/R credit memo is based on an A/R invoice with the discount on a document level, the discount is not copied to the rows. End of the note. Total Down Payment Amount drawn from the paid down payment invoices or down payment requests, and subtracted from the total amount of the invoice. Freight Displays the total freight for the A/R credit memo. This field appears only if you have selected Manage Freight in Documents in Initialization Document Settings General . WTax Amount Administration System
The amount withheld, according to the withholding tax definitions, and paid over or reported to the tax authorities on behalf of the person subject to tax. Appears only if you have selected Withholding Tax in G/L Account Determination Sales Tax Administration Setup Financials
. Rounding Administration
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the A/R credit memo calculated according to your tax definitions. Total Total amount of the document including tax and discounts. Applied Amount The actual amount that was copied from the base document to the A/R credit memo: If the copied amount is smaller than or equal to the Balance Due amount in the base document, this is the amount that is displayed in both the Total and Applied Amount fields. If the copied amount is bigger than the balance due in the base document (this can be the case if, for example, the base document is an A/R invoice that was partially paid, and the A/R credit memo that is now being created is initiated due to a goods return with a value larger than the balance due of the A/R invoice), the value displayed in the Applied Amount field is smaller than the Total of the A/R credit memo. The difference between the Applied Amount and the Total is displayed in the Open Balance field.
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Example
Example
Fred's Factory creates an invoice for George's Store for two items: Small Bench $300 Wood bench $400 Total $700 George's Store pays $500 towards the invoice, so the remaining balance on the invoice is $200. Then George returns the small bench; therefore, he is owed $300. Fred creates a credit memo based on the invoice. Of the $300 that is owed, $200 is applied to the invoice, and $100 remains as credit not based. This credit is due to George's Store and may be used towards future purchases. The invoice is fully paid since the $700 is accounted for, by $500 in the partial payment and $200 in the credit memo. End of the example. Credit Balance Open amount of the document.
Payment Reference No. Displays an additional key for the A/R credit memo, which you use later to match a payment with the A/R credit memo. There is no validation on the field. More Information A/R Credit Memo Returns Opens the Returns List window to display the open returns created for the customer.
Object
A/R Credit Memo: Logistics Tab
This tab contains details regarding the logistics aspects of the A/R credit memo. To access the tab, choose Sales A/R A/R Credit Memo Logistics .
Note
Note
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End of the note.

A/R Credit Memo Logistics Tab Fields
Ship To The customers ship-to address as defined in the business partner master data. If required, change the address. Bill To The customer bill-to address defined in the business partner master data; change, if required. Language Language defined for the business partner on the General tab of Business Partner Master Data. If required, choose a different language.
Note
Note
You display or print the document in the selected foreign language only if you have translated the field values using the Multi-Language Support function. End of the note. BP Channel Name If you are creating this document for an indirect sale that was achieved through another business partner, specify the code of that business partner. BP Channel Contact Default contact person of the BP Channel, as defined in the business partner master data; change, if required. More Information A/R Credit Memo
Object
A/R Credit Memo: Accounting Tab
The Accounting tab contains information regarding the financial aspects of the A/R credit memo. To access the tab from the SAP Business One Main Menu, choose Accounting
Note
Sales A/R
A/R Credit Memo
Note
A/R Credit Memo Accounting Tab Fields
Journal Remark
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By default, displays A/R Credit Memo XXX where XXX is the customer code. If required, change this content. Payment Block Select this option to define the A/R credit memo as blocked so that it will not be included in the payment wizard run. Choose the proper payment block description by clicking . To define a new one, select the Define New option. You can also leave this field blank. Max. Cash Discount Calculates the discount in the payment run, even if the due date has already expired. Payment Terms By default displays the payment terms for the customer as defined in the business partner master data. If required, specify different payment terms. Payment Method Specify the payment method for the customer as defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. [] Specify when you initiate the payment: Month End Half Month Month Start +Months...+Days Enter the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. You can set the payment period for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project By default, displays the project name linked to the customer in the business partner master data. If required, specify a different project name. Indicator By default, displays the indicator linked to the customer ( Data General tab). Business Partners Business Partner Master
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Deferred Tax Select to relate the A/P invoice to the deferred tax system. This option is selected or cleared according to its definition in the Business Partner Master Data.
VAT Date Represents date of rising VAT obligation. This value is one of the main selection criteria for the VAT report. The content of this field can be modified after document creation. More Information A/R Credit Memo
Function
A/R Reserve Invoice
The A/R reserve invoice allows you to issue invoices for warehouse items without deducting the items from the inventory. If you create a reserve invoice, SAP Business One creates an accounting journal entry without creating an inventory entry. SAP Business One enables you to create an A/R reserve invoice with a zero amount. You can do this when delivering items without a charge, for example, items that are part of a promotion or covered by a service contract. Like an ordinary invoice, a reserve invoice is closed against an incoming payment. However, inventory closure takes place in the delivery. To access the window, choose similar to the A/R invoice tabs.
Sales A/R
A/R Reserve Invoice
. The A/R reserve invoice tabs are
When you create an invoice with a zero amount, note that you must charge VAT on free goods and that the customer has to pay the VAT. More Information Creating Sales Documents
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A/R Invoice
Procedure
Cancelling A/R Reserve Invoices
Use the scenarios below to cancel A/R reserve invoices in SAP Business One. In the first scenario, you have not drawn the A/R reserve invoice into the delivery. In the second one, you have done so. Procedure
Scenario 1
1. Choose
Sales A/R
A/R Credit Memo.
The A/R Credit Memo window appears. 2. Enter the relevant data that reverses the respective A/R reserve invoice. 3. Choose Add. The A/R credit memo for the A/R reserve invoice is created.
Scenario 2
1. Choose
Sales A/R
Return.
The Return window appears. 2. Enter the relevant data to cancel the respective delivery, and choose Add. 3. Choose Sales A/R A/R Credit Memo.
4. Enter the relevant data that reverses the respective A/R reserve invoice, and choose Add. The A/R credit memo for the A/R reserve invoice is created. Result In both scenarios, inventory and accounting transactions take place. More Information A/R Reserve Invoice A/R Credit Memo
Function
Document Generation Wizard
The Document Generation Wizard enables you to perform batch processing of target sales documents. The wizard recommends a simple way to include rows from several base documents in a single target document, according to the
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parameters you define. Some target documents, such as A/R invoices and deliveries, cannot be deleted or changed after you create them. To access the wizard, choose
Note
Sales A/R
Note
The Document Generation Wizard lets you save the defined parameter set. First, you enter and save numerous parameters for base and target documents. Based on these definitions, you can select consolidation methods and choose a list of relevant business partners. Once you save the defined parameter set, you can run the wizard periodically according to your companys business practices. End of the note.
Note
Note
The Document Generation Wizard does not support multi-currency business partners. End of the note. More Information Running Document Generation Wizard Document Generation Wizard, Step 1: Document Generation Options Document Generation Wizard, Step 2: Target Document Document Generation Wizard: Retail Stores (Israel Only) Document Generation Wizard, Step 3: Base Documents Document Generation Wizard, Step 4: Consolidation Options Document Generation Wizard, Step 5: Customers Document Generation Wizard, Step 6: Messages and Alerts Document Generation Wizard, Step 7: Save & Execute Options Document Generation Wizard, Step 8: Summary Report
Procedure
Running the Document Generation Wizard
The Document Generation Wizard enables you to generate batch processing of sales documents. The wizard guides you step-by-step through the definition of parameters required to generate the documents.
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Procedure From the SAP Business One Main Menu, choose follow the steps below: Sales A/R Document Generation Wizard and
1. Step 1: Document Generation Options. Select whether to run the wizard according to a new parameter set or to load a saved one. 2. Step 2: Target Document. In this window, select the target document and additional characteristics of the target documents. Document Generation Wizard: Retail Stores (Israel Only): In this window, choose the retailer chain store and define the data required for summary in the target document. 3. Step 3: Base Documents. Select the base documents to be included in the wizard run. 4. Step 4: Consolidation Options. In this window, define the criteria by which SAP Business One consolidates the base documents into the target documents. However, you may also choose not to consolidate the base documents and, therefore, to create one target document per each base document. 5. Step 5: Customers. Choose customers for whom you create the target documents. 6. Step 6: Messages and Alerts. In this window, define the response of SAP Business One to missing data, bookkeeping, and inventory. 7. Step 7: Save & Execute Options. In this window, select one of the following options to process the document generation wizard: Execute Save Parameter Set & Execute Save Parameter Set and Exit 8. Step 8: Summary Report. The report displays the summary of target documents created per customer as well as errors and warning messages. Result You have executed the Document Generation Wizard. More Information Document Generation Wizard
Object
Document Generation Wizard, Step 1: Document Generation Options
Use this window to define whether to generate the wizard for target documents according to an existing parameter set or a new parameter set.
Note
Note
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Document Generation Options Fields
New Parameter Set Select to define new parameters for the wizard run. Existing Parameter Set Select this option to load predefined parameters. When you run the wizard for the first time, this option is disabled. Set Name Enter the name for a new parameter set to identify it later. Set Description Enter the description for a new parameter set. Last Modified Date on which you last modified the parameter set. This field appears only if you have selected Existing Parameter Set. More Information Document Generation Wizard
Object
Document Generation Wizard, Step 2: Target Document
Use this window to specify the document type and the characteristics of the target documents.
Note
Note
Target Document Fields
Target Document
Specify a target document type by clicking Sales Order Delivery Returns
and choosing one of the following:
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A/R Invoice
Note
Note
In each wizard run, you can choose only one target document type. End of the note. Posting Date Enter the posting date on which the target document will be created. By default, this field displays the current date. Document Date Specify the document creation date of the target document. By default, this field displays the current date. Series The series of the document type. The value appears after you choose the document type. If required, you can change the series. Items Determines the type of target rows that will consolidate the base rows. To choose one of the summary display options, click Service .
Determines the type of target rows that will consolidate the base rows. To choose one of the summary display options, click Exchange Rate .
Select a method for setting the exchange rate of the target rows. Create Draft Documents Saves target documents as drafts.
Note
Note
When you run the wizard for an existing parameter set, the posting and document dates always display the current date. If the parameter set includes other dates related to the selection criteria of base documents, change those dates for the current parameter run. End of the note.
Retailer Chain Stores Select to choose retailer chain stores and to define data required in the target document. More Information
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Object
Document Generation Wizard: Retail Stores (Israel Only)
Use this window to select a retailer chain store and define data required for summary in the target document.
Note
Note
Retail Stores Fields
Retail Store To include a retail store in the wizard run, choose it by clicking . Order No. From... To... Enter a range of sales orders to include them in the wizard run. Direct Delivery Select to include the direct delivery in the wizard run. Indirect Delivery Includes the indirect delivery in the wizard run. Print Overview of Invoice Report Delivery Notes Select to display and print A/R invoice with the deliveries drawn to it. The deliveries display all quantites and amounts. Export to File Select to export the data to the file. File Path Enter the file path by clicking and choosing the file location. Trans. No. Specify the transaction number. Add Item No. in Rows Containing Catalog No. Includes catalog numbers together with item numbers in the wizard run. More Information Document Generation Wizard
Object
Document Generation Wizard, Step 3: Base Documents
Use this window to define base documents that you want to process. Choose the appropriate document types and other selection criteria.
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SAP Business One always selects base documents according to all the criteria defined in the general area and on the Logistics and Accounting tabs of each document.
Note
Note
If you create an invoice or delivery based on a sales order with batch-managed items, you must allocate batch numbers for the entire quantity of the batch-managed items. End of the note.
Note
Note
Base Document Fields
Doc. Types Displays the list of document types you can choose as base documents. The list depends on your selection of a target document in the Target Document window.
Example
Example
Choosing Delivery as a target document displays sales quotations, sales orders, and A/R reserve invoice as the base document types. End of the example. Posting Date Enter the range of the posting dates to include in the wizard run. Delivery Date Enter the range of the delivery dates to include in the wizard run. Series Displays the series of the base document, if you have selected one document only. If required, you can change the value. If you have selected more than one document type, the field is disabled. Expanded Selection Criteria Displays additional selection fields. SAP Business One copies base documents that match the additional selection criteria to target documents. No matter how many of the expanded selection criteria you choose, the selected base documents match each of the criteria. Ignore Quotations with Alternative Items Disregards sales quotations with alternative items in the document generation wizard run. If you do not select the check box, the wizard includes sales quotations but not the alternative items.
Note
Note
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Appears only if you selected sales quotations. End of the note.

Note
Note
The document generation wizard copies text lines to the target document. The subtotal lines are copied when you select No Consolidation, or when one base document is copied to the target document, regardless of the No Consolidation check box. Moreover, if you have partially copied the document before the wizard run, the subtotal lines are not copied when: No items exist above the first summary level No lower level subtotals exist above the higher level End of the note.
Note
Note
If you have a sales order with batch allocation details, it will not be included in the document generation wizard run. End of the note. More Information Document Generation Wizard
Object
Document Generation Wizard, Step 4: Consolidation Options
Use this window to define the criteria for consolidating base documents into target documents. You may also choose to create one target document for each base document, rather than consolidating.
Note
Note
Consolidation Options Fields
Consolidate By Select to consolidate base documents into target documents. System Defaults By default, appears selected. It consolidates all base rows with the same system defaults into the target document. The system defaults are:
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Same base document type Same customer Same item or service type Ship-to Name Consolidates all base rows with the same Ship-to Name into one target document. Payment Terms Consolidates all base documents with the same payment terms into one target document. If you do not select this parameter, the system consolidates base documents with different payment terms into one target document. In this document, the payment terms are those that you have defined for the customer (see Business Partners Business Partner Master Data Payment Method Payment Terms ).
Consolidates all base documents with the same payment method into one target document. If you do not select this parameter, the system consolidates base documents with different payment methods into one target document. In this document, the payment method is the one that you have defined as default for the customer (see Business Partners Business Partner Master Data Payment System Expanded Consolidation Options ).
Includes additional selection criteria for the marketing documents that you use to consolidate target documents. To choose the selection criteria, click No Consolidation .
Creates one target document for each base document. If you select this option, other options are disabled. More Information Document Generation Wizard
Object
Document Generation Wizard, Step 5: Customers
Use this window to select those customers for whom you want to perform a summary.
Note
Note
Customer Fields
Add Customers
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Displays the Business Partner Selection Criteria window, where you can enter the range of business partners to include in the document generation wizard. [] Includes the customers for whom you run the wizard.
Note
Note
If you work with a consolidating business partner, the document generation wizard includes it in the run. As such, all consolidated business partner transactions are included in the wizard run. If the consolidated business partner is not included in the selection criteria, the transactions are included in the original business partner run. For example, if Blink is a consolidating business partner of Zerol, the document generation wizard includes the relevant documents of Zerol in the run for Blink. End of the note. More Information Document Generation Wizard
Object
Document Generation Wizard, Step 6: Messages and Alerts
Use this window to define how SAP Business One responds to missing data, bookkeeping, or inventory.
Note
Note
Messages and Alerts Fields
Missing Data Choose one of these values to define the response to missing data, such as Exchange rate: Skip to Next Document proceed with the same business partner but skip the current document. Skip to Next Customer skip the current customer and proceed to the next one. Ask for User Confirmation request user confirmation before proceeding. Bookkeeping Select a response to bookkeeping alerts such as Deviation from credit limit by clicking . Inventory Choose a value to define the response for inventory, such as Releasing stock below the minimum level, by clicking . More Information
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Object
Document Generation Wizard, Step 7: Save & Execute Options
Use this window to execute the wizard; save the parameters you have set and execute the wizard; or save the parameters for a future run, and exit.
Note
Note
Save & Execute Options Fields
Execute Executes the document generation wizard. Save Parameter Set & Execute Saves the parameter set before you execute the wizard. Enter a name and description for the parameter set. If you have defined the set name and description in step 1, it appears by default. Save Parameter Set and Exit Saves the parameter set for a future run and exits the wizard. Set Name For a new parameter set, displays the name of the parameter set, if you have defined it in step 1. However, you can overwrite the existing name. If you enter an existing parameter set name, an error message appears. For an existing parameter set, if you have updated the steps of the wizard, SAP Business One updates the wizard and saves it under the existing name without displaying an error message. Description Enter meaningful text about the parameter set.
Caution
Caution
If you select Execute or Save Parameter Set & Execute, the following system message appears:
It is recommended to back up the company data before performing this operation. Continue?
Choose Yes to generate the target documents and to move to the next step. Choose No to remain in the current window. End of the caution. More Information Document Generation Wizard
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Object
Document Generation Wizard, Step 8: Summary Report
Use this window to view the summary of target documents created per customer, as well as error and warning messages.
Summary Report
Message Displays messages in the following format:

Customer: Code + Name Target document name and number (target document numerator) been consolidated: Number (base document numerator)
Example
No. of base documents which have
Example
Customer: John Smith A/R Invoices No. 44 2 Sales Order(s) consolidate: 16, 17
End of the example. Errors, Warnings Either includes or excludes errors and warnings from the document generation wizard summary report. SAP Business One creates a different row for each target document. If you choose Save Parameter Set & Execute in step 7, a remark appears in green at the top of the message list: Your Parameter Set was Saved Successfully. In case of failure, the following message appears in red: Your Parameter Set was not Saved . If an approval procedure is required for the document, the following message appears: Draft document number X was created. Request for approval was sent. More Information Document Generation Wizard
Procedure
Drawing Document Wizard
The Drawing Document Wizard enables you to create sales and purchasing documents with reference to base documents. It also includes a flexible solution to drawing freight charges and withholding tax values from a base document to a target document. Procedure 1. To go to the Drawing Document Wizard, from the SAP Business One Main Menu, choose either Sales A/R or
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Purchasing A/P. 2. Select the marketing document you want to create and specify the business partner code. 3. Select a document to draw. The Choose from List window of the selected document appears. It displays the documents that can be drawn.
Note
Note
Every marketing document allows drawing only specific documents. For example, you can draw only sales quotations to sales orders, and only deliveries to returns. End of the note. 4. Use the selection options to select the required document or documents to draw and choose theChoose button. The Draw Document Wizard window appears. 5. Select the required criteria. If you selected Copy All Data (Freight and WT), choose Finish and go to step 11. If you selected Customize, choose Next. The rows included in the chosen base documents appear. 6. Choose the items you want to draw. If required, select Display BP Catalog Number. 7. If the drawn items are included in documents with freight, choose Next. Otherwise, choose Finish and go to step 11. The Select Freight Charges to Copy window appears. 8. Make the required selection and, if the base document includes withholding tax, choose Next. Otherwise, choose Finish and go to step 11. The Select WT Line to Copywindow appears. 9. Verify that the proper values are displayed and make changes as necessary. 10. Choose Finish. The chosen items are drawn and displayed in the new document.
Note
Note
You can only reduce drawn quantities of legal documents (delivery, invoice, so on). Therefore, to increase the quantity of a drawn item, add a new row to the document. End of the note. 11. Proceed with the document as usual. Result
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If you draw the whole base document, it is closed and you will not be able to draw it again to another document. The exception is the sales quotation, which can be copied if it has been closed and if you have selected Allow Copying Closed Quotations to Target Doc. in Document Settings. If a document is partially drawn, the quantities (for items type document), freight charges, and withholding tax values in the base document are updated respectively. In that case, when you decide to copy the base document again, the original values are replaced by the open quantities (for an items type document), freight charges, and withholding tax amounts.
Object
Draw Document Wizard Window
When you create a sales or purchasing document based on existing documents, SAP Business One opens the Draw Document Wizard window where you can define factors that affect the document you create.
Note
Note
Draw Document Wizard Fields
Use Exchange Rate from Base Document Copies the exchange rate determined for the base documents. Use Current Exchange Rate from the Exchange Rate Table Uses the current exchange rate regardless of the exchange rate determined in the base documents. Draw All Data (Freight and Withholding Tax) Copies all data from the base document, including freight and withholding tax amounts. Customize Select this option to copy part of the data from the base document, or to make the required changes in the base document before copying it to the target one. More Information Drawing Document Wizard
Object
Draw Document Wizard: Select Withholding Tax Line to Copy
This window displays the withholding tax amounts involved in the base documents drawn by the wizard. If required, you can change the amount displayed.
Note
Note
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End of the note.

Select Withholding Tax Line to Copy
Base Document Number of the base document. Withholding Tax Code Code of the withholding tax defined for the business partner. Taxable Value The drawn taxable amount. Withholding Tax Value Withholding tax amount calculated for the taxable value; editable.
Note
Note
You cannot enter an amount larger than the total withholding tax amount included in the base document. End of the note. More Information Drawing Document Wizard
Object
Draw Document Wizard: Select Freight Charges to Copy
This window displays the details of the freight charges drawn into the target document from the base documents. If required, you can make changes here.
Note
Note
The following explanations are relevant for purchasing documents. When a goods receipt PO (whether fully open or partially drawn) is closed, any freight amount that is posted to the Expense Allocation Account and is not drawn into an A/P invoice or goods return, is cleared. When an A/P invoice or goods return is drawn (fully or partially) from a goods receipt PO, the Expense Allocation Account is cleared with the freight amount that is drawn. In addition: If the freight amount drawn to the target document is not directly proportional to the freight allocation, the difference is posted to the Inventory Account or to the Negative Inventory Adjustment Account. If the A/P invoice or the goods return closes the goods receipt PO final quantity, the Expense Allocation Account is cleared with the freight amounts of the closed goods receipt PO. When a goods return (whether fully open or partially drawn) is closed, the freight amount posted to the Expense Allocation Account and not drawn into the A/P credit memo, is cleared. When an A/P credit memo is based (fully or partially) on a goods return or on an A/P reserve invoice, the
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Expense Allocation Account is cleared with the freight amount that is drawn. If the A/P credit memo closes the final quantity of the goods return or the A/P reserve invoice, the Expense Allocation Account is cleared with the freight amounts of the closed goods return or the A/P reserve invoice. When a goods receipt PO is based (fully or partially) on an A/P reserve invoice, the Expense Allocation Account is cleared with the freight amount that is drawn. End of the note.
Note
Note
Select Freight Charges to Copy
Base Document Number of the base document. Amount Sum of the expenses, calculated according to the set definitions. If required, you can change the amount.
Note
Note
The freight amount cannot be higher than the total amount of freight charges in the base document. End of the note. Drawing Method The drawing method that appears in the document for that freight. Changing the drawing method updates the freight charges accordingly. More Information Draw Document Wizard
Function
Save as Draft
Use this option to save a sales document as a draft so that you can continue processing it later. A draft document does not trigger a posting that changes quantities or values in the stock, or changes in the Accounting system for the invoice.
Procedure
Start by processing the sales document in the usual way. Once you have entered the data, choose Save as Draft in the Goto menu.
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Example A customer phones to order certain items. During the conversation, you enter the sales order in SAP Business One. If, however, the customer does not reach a final decision on whether to issue the order, you cannot add it. You save the order as a draft and process it when the customer has decided to purchase the items. You create a quotation for a customer. Since this is a large project, you work together with some colleagues to prepare the quotation. Each of you is responsible for a different area of the quotation. You want to define the quotation data at an early stage to ensure that you and your colleagues can access the current quotation when required. You save the quotation as a draft to ensure that you can work on it until all the different areas have been completed.
Note
Note
This function is not the same as a release procedure. You can also define a release procedure for sales documents in the system so that they are not posted in the system and subsequent activities are not carried out until the documents have been released. End of the note. Document Drafts Window Field Description/Activity Document, Document No., Posting Date, BP Code, These fields provide general information regarding the Total, Remarks displayed document drafts.
Function
Document Printing
Use this function to print a large number of documents by generating a list of documents according to user specifications. You can choose whether to print the whole list or specific documents. To access the window, choose Sales A/R or
Recommendation
Purchasing A/P
Document Printing
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Getting Started . Navigation Getting Started - Add and Navigate Documents Find
and Print a Document
More Information Printing Documents in SAP Business One Print Document Window Document Printing - Selection Criteria
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Procedure
Printing Documents in SAP Business One
SAP Business One enables you to print: Reports Documents Queries You can print reports and queries directly from the results window. Use the procedure below to print a range of documents from the SAP Business One Main Menu. Procedure 1. Choose Sales A/R or Purchasing A/P and create a document. 2. Choose Document Printing in one of the relevant modules. The Document Printing - Selection Criteria window appears. 3. Enter the selection criteria and choose OK. The Print Documents window appears. If you selected to print Journal Entries, all Journal Entries are selected by default. You can choose to print all Journal Entries in one batch, or deselect any document that you do not want to print. 4. Choose one or several documents and choose Print. SAP Business One prints the document. More Information Document Printing
Object
Document Printing - Selection Criteria
Use this window to enter selection criteria for the documents you want to print. To open the window, choose one of the following: Sales A/R Banking Document Printing Document Printing
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Purchasing A/P
Note
Document Printing
Note
Document Printing Selection Criteria Fields
Document Type Specify the document type you want to print. Series Specify a numbering series. This enables you to print documents assigned to a certain numbering series. When Batch/Serial No. Exist, Print When Batches or Serial Numbers exist for the document, you can choose whether to print the following information: Document and Batch/Serial No. Document Only Batch/Serial No. Only This feature is not available for certain document types. Open Only Prints only documents with the status Open. This includes documents with a positive open quantity. Only Documents Still to Be Printed Prints only documents that have not been printed yet. Posting Date From ... To Specify a range of posting dates to print documents included in that range. Internal Number From ... To Specify the range of document numbers from which to draw documents for printing. No. of Copies Specify the number of copies you want to print for each document.
Print Folio
Select one of the following options: Print only documents that are still to be printed Print only documents that have been printed before
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Note
Note
This field appears only when the document selected in the Document Type field has Folio number in it. End of the note. More Information Document Printing Print Document
Object
Print Document
In this window, the SAP Business One lists all the documents that meet the criteria you specified in the Document Printing Selection Criteria window. From this list, select all the documents that you want to print.
Note
Note
Print Document Fields
Document No. Document number of the documents found according to the Document Printing - Selection Criteria. Posting Date Posting date of the documents found according to the Document Printing - Selection Criteria. Due Date Due date of the documents found according to the Document Printing - Selection Criteria. BP Code Business partner codes in the documents, found according to the Document Printing - Selection Criteria. Total (LC) Total amount in local currency of the documents found according to the Document Printing - Selection Criteria. More Information Document Printing -Selection Criteria
Function
Folio Number Assignment: Mexico & Chile
Use this function to create legal documents such as invoices and credit memos that include the fiscal document number known as Folio.
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Documents created with a Folio number have two numbers: The internal number defined in document numbering (see Document Numbering) The Folio number that you can define using this function or when you create the document. More Information Folio Number Assignment Selection Criteria Folio Number Assignment: Printed Document Selection Folio Number Assignment: Folio Number Determination
Function
Administration
Assigning Folio Numbers: Mexico and Chile
SAP Business One offers several ways of assigning folio numbers to documents. According to your needs, select one of the procedures described below. Activities Activity Procedure 1. Display the document to which you want to assign the folio number. 2. To print the document, choose Assigning Folio Number for One Document While Printing File Print .
The Series Document window appears. 3. To assign the folio number choose OK twice. 4. The Folio Number Confirmation window appears. Make sure that the number and the prefix are correct and choose OK. 1. Choose Sales A/R or Purchasing A/P Document Printing . Make the required selection in the Document Printing Selection Criteria window and choose OK
Assigning Folio Number for Many Documents During Printing
2. Make the required selection in the Print Documents window and choose Print. After you select the printing format, the Folio Number Confirmation Printed Document Selection window appears. 3. Select the documents you wish to print and choose Next. 4. The Folio Number Confirmation Folio Number Determination window displays the selected documents and their folio numbers assigned by SAP Business One. Edit the folio numbers if required and choose Finish.
1. Choose Sales A/R or
Purchasing A/P
Folio Numbers Assignment
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. Make the required selection in this window and choose OK. 2. The window Folio Number Assignment Printed Document Selection appears. This window displays only documents that are already printed but have no folio numbers yet. Select the documents for which you assign folio numbers and choose Next. Assigning Folio Numbers After The Documents Are Printed 3. The Folio Number Assignment Folio Number Determination window displays the selected documents and their folio numbers assigned by SAP Business One. Edit the folio numbers if required and choose Finish.
Note
Note
You can assign folio numbers to purchasing documents by displaying the documents and filling in the folio prefix and number. End of the note. More Information Document Printing - Selection Criteria Print Document Window Folio Number Confirmation: Printed Document Selection Folio Number Confirmation - Folio Number Determination
Object
Folio Number Assignment - Selection Criteria
Use this window to define the parameters for the documents to which you want to assign folio numbers. Structure Folio Number Assignment Field Document Type Series When Batch/Serial No. Exist, Print Posting Date From...To Internal Number From...To More Information Folio Number Assignment: Mexico and Chile Description/Activity Specify the type of the document to which you want to assign a folio number. Specify an internal numbering series of the documents to which you want to assign Folio numbers. Specify what you want to print on the document, when it contains a batch or serial number. Enter a range of posting dates for the documents to which you want to assign folio numbers. Enter a range of internal numbers for the documents to which you want to assign folio numbers.
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Object
Folio Number Assignment: Printed Document Selection
This window displays the documents to which folio numbers should be assigned and match the selection criteria you specified.
Printed Document Selection
Selection Column Select the documents to which you want to assign folio numbers. Document No., Posting Date, Due Date, BP Code, Total (LC) General information regarding the documents that match the selection criteria you specified. More Information Folio Number Assignment: Mexico and Chile
Object
Folio Number Assignment: Folio Number Determination
This window displays all documents you select in the Folio Number Assignment Printed Document Selection window. Structure Folio Number Determination Fields Field Document No., Posting Date, Due Date, BP Code, Total (LC) Folio Prefix, Folio Number More Information Folio Number Assignment: Mexico and Chile
Background
Activity/Description General information regarding the selected documents. You cannot edit these fields. Enter the Folio Prefix and Folio Number.
Folio Number Confirmation - Folio Number Determination
This window displays all documents selected in the Folio Number Confirmation Printed Document Selection window, with the folio numbers assigned to them by SAP Business One. Change the folio numbers if required. Folio Number Determination Field Document No., Folio Prefix, Folio Number, Activity / Description Display general information regarding the selected documents. The
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Posting Date, Value Date, BP Code, Total (LC)

Object
values except for the Folio Prefix and Folio Number cannot be edited.
Folio Number Confirmation: Printed Document Selection
This window displays the documents for which folio numbers should be assigned and fit the selection criteria.
Printed Document Selection Fields
Selection Column Select the documents to which you want to assign folio numbers. Document No., Posting Date, Value Date, BP Code, Total (LC) Display general information regarding the documents that fit the selection criteria made by the user. More Information Dummy Link
Function
Dunning Wizard
The dunning wizard enables you to create and send letters to customers that have not paid their debts within a given time range and to remind them of their overdue payments. In addition, the dunning wizard keeps track of a customers "payment behavior" in the database to deliver this important information to appropriate organizations. The dunning wizard considers the following transactions and documents: Open A/R invoices (including partially paid and partially credited) A/R credit memos Manual journal entries with at least one row posted to a customer Opening and closing balance transactions Incoming payments To access the wizard, choose More Information Dunning System Dunning Wizard, Step 1: Wizard Options Dunning Wizard, Step 2: General Parameters Sales A/R Dunning Wizard .
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Dunning Wizard, Step 3: Business Partners Selection Criteria Dunning Wizard, Step 4: Document Parameters Dunning Wizard, Step 5: Recommendation Report Dunning Wizard, Step 6: Processing
Object
Dunning Wizard, Step 1: Wizard Options
In this window, select whether to run a saved wizard or to create a new one.
Wizard Options Fields
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Start a New Wizard or Load a Saved Wizard Select whether to start entering data to execute a wizard run according to a new parameter set, or to run a previously saved wizard. Find Locate a saved dunning run. Enter a full or partial name. SAP Business One displays the first dunning run that fits the search parameters. Dunning Name Name of the saved dunning run. Date Creation date of the saved dunning run. Status Status of the dunning run: Saved Parameters you have not executed the dunning run and SAP Business One has not created the Recommendation report yet. Draft SAP Business One has created the Recommendation report but has not executed the dunning run. The system saves it as a draft. Executed and Printed Wizard SAP Business One has executed the dunning run and printed the dunning letters. Executed, not yet Printed Wizard SAP Business One has executed the dunning run, but not yet printed the dunning letters. More Information Dunning Wizard
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Object
Dunning Wizard, Step 2: General Parameters
Use this window to modify the dunning name and define the dunning level.
Note
Note
General Parameters Fields
Dunning Name By default, displays the dunning name calculated according to the formula: Wiz+system date+successive number. Change the name if required. Date of Dunning Run By default, displays the read-only current date. Dunning Level Specify one particular dunning level or All. Dunning Term Specify one particular dunning term or All. The terms available are taken from the Dunning Terms Setup window. If you select All, all business partners can be included in the run, provided that a dunning term is assigned to them and there is some open document to be displayed. If you select a particular dunning term, only business partners with this dunning term assigned to them are included in the dunning run. More Information Dunning Wizard
Object
Dunning Wizard, Step 3: Business Partner - Selection Criteria
Use this window to specify the range of customers to include in the dunning wizard.
Note
Note
Business Partner Selection Criteria Fields
BP Code
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Code of a business partner included in the dunning wizard run. BP Name Displays the name of a business partner included in the dunning wizard run. Include Customers with Credit/Zero Balance Includes customers whose balance is not negative. Such customers might have unpaid or partially paid A/R Invoices, and other open transactions that reflect existing debts. Clear Table Removes the business partner selections for the dunning run. Add Choose Add to display the BP Properties window and enter the range of the business partners to include in the dunning wizard.
Note
Note
If you select a particular dunning term in step 2, only business partners with this dunning term assigned to them can be added to the list of selected business partners. End of the note. More Information Dunning Wizard
Object
Dunning Wizard, Step 4: Document Parameters
Use this window to specify the range of invoice posting dates and to define the document types.
Note
Note
Document Parameters Fields
Posting Date From... To... By default displays the current dates. However, you can enter a different date range to include in the dunning wizard. Due Date From... To... Select the documents to include in the dunning wizard by entering a specific due date or a due date range. Include Payments Not Based on Invoice Includes payments that are not based on invoices. Include Credit Memos Not Based on Invoices Includes credit memos that are not based on invoices. Allow Negative Dunning Letter
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Specify whether the application should generate a dunning letter if negative document amounts exceed positive ones. Display All Open Items Includes invoices and manual journal entries of type invoice that are not yet eligible for a new dunning letter (at a higher dunning level) or any dunning letter. When you choose this option, the dunning letter shows all open invoices, irrespective of their due date, that have not been paid, credited, or reconciled. This field is enabled and visible only if you selected All in the Dunning Level field in step 2 of the dunning wizard. Include Manual Journal Entries The dunning wizard run considers manual journal entries created for the selected customers. Journal entries originating from JE (created via the Journal Entry and Journal Vouchers windows), OB, and CB (created via Opening Balances or Period End Closing functions) are considered as manual journal entries by the dunning wizard. If the customer is debited (or credited with negative amount) in the manual journal entry, this journal entry is considered in the dunning wizard run as an A/R invoice. If the customer is credited (or debited with negative amount) in the journal entry, this journal entry is considered as A/R credit memo.
Note
Note
If the option Block Dunning Letters (in the Form Settings - Journal Entry window) is selected for a specific manual journal entry, this journal entry is not considered by the dunning wizard run, even if the customer for whom it was created is included in the dunning wizard run. End of the note. More Information Dunning Wizard
Object
Dunning Wizard, Step 5: Recommendation Report
This window lists the transactions and documents, grouped by customers, for which SAP Business One recommends creating dunning letters.
Note
Note
Recommendation Report Fields
Time The exact time you displayed the Recommendation Report. Transactions and/or documents that comply with the specified parameters, but were posted after the displayed time, are not included in the recommendation report, and therefore will not be dunned in this run. User The name of the user who initiated the dunning wizard run. Payment Expected By
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Date to be displayed on printed dunning letter informing customer by when the company expects the payment for outstanding items. This date is not copied to displayed invoices or manual journal entries of type invoice. Customer Code The codes of the selected customers. Use the Expand/Collapse icon to view the documents and/or transactions related to a specific customer. Letter No. The successive numbers of the dunning letters that are recommended for a specific customer. Use the Expand/Collapse icon to view the list of transactions and/or documents included in each letter. Level Dunning level associated with the respective document and/or transaction. If required, you can change this value up to the level defined in the dunning term assigned to the customer. Doc. No. The document type, document number, and the specific row number in the document to which the dunning run is applied.
Example
Example
The value IN 172/1 indicates that the dunning run is applied to A/R invoice no. 172, row number 1 in the journal entry created by the A/R invoice. This row is the one that is posted to the customer. End of the example.
Note
Note
If the document type is JE (manual journal entry), OB (opening balance), or BC (closing balance), the row numbering starts with 0 and not with 1. So the value JE 285/0 would represent the first row in journal entry no. 285. End of the note. Due Date The due date of each document or transaction to be dunned in this dunning run. If you specified a different due date in the New Due Date field, the new date is considered in the dunning run. Last Dunning Date Date of the last dunning run, if a transaction or document was included in a previous dunning run. Document Sum The original total amount of the document or the journal entry. Negative amounts represent transactions in which the customer is credited (such as incoming payments). Open Sum The amount of the document or transaction that is not yet paid, credited, or reconciled. This is the amount to be dunned in this dunning run. Negative amounts represent transactions that credit the customer (such as A/R credit memos). These transactions are not dunned. Interest Days The number of days for which interest is calculated. You can change this value if required. The days are counted from the due date of the document or transaction, and based on the number of days in one month as defined in the Dunning Terms - Setup window. Interest % The interest rate for the dunning period. The calculation is based on a formula comprising the annual interest rate and the number of interest days in the year as defined in the Dunning Terms - Setup window.
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Example
Example
Number of days in year: 360 Annual interest rate: 14% Interest days: 53 Interest % = (Interest days X Annual interest rate)/number of days in year (53X14%)/360=2.06% End of the example. Interest Amount The interest amount calculated for this document or transaction. The calculation is based on the definitions made in the Dunning Levels - Setup and Dunning Terms - Setup windows. Total The total amount to be dunned per document or transaction, including the interest amount, if it exists. You can change this value if required. In the letter row, the total amount to be dunned with this letter (from all the transactions and/or documents), including the interest amounts for each document or transaction. If you change the total or interest amount of a specific transaction/document, the total of the letter is updated accordingly. Fee The fee per letter, as defined in the Dunning Terms - Setup window. If you change this amount, the new fee is applicable for the current letter only. Sum The total amount per letter, including the interest and fee. More Information Dunning Wizard
Object
Dunning Wizard, Step 6: Processing
Use this window to select an option for processing the dunning wizard.
Note
Note
Processing Fields
Save Selection Parameter and Exit Saves the selection parameters but not the recommendation report. It is possible that the next time you run the
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dunning wizard, the recommendation report will be different due to new or paid invoices. Save Recommendation Report as Draft and Exit Creates dunning letters based on a specific recommendation report in the future. In addition, invoices, credit memos and payments included in will not be covered by other dunning runs. You can cancel the saved recommendation report. Execute Only, Print Later and Exit Executes and exits the dunning run for all selected customers and documents. You can print the dunning letters at a later time. To do so, the next time you access the dunning wizard, choose the option Executed, not yet Printed Wizard in step 1. The dunning level and the last dunning run date are updated for invoices included in the dunning run, unless the invoices were included only as a consequence of your having selected Display All Open Items. When a dunning letter is created for a customer, the business partner master data record is updated. On the Accounting tab, the Dunning Date field displays the date on which the dunning letters were created for the last time. When you select this option, the run is set to status Executed, Not Yet Printed Wizard. Print Dunning Letters and Exit Executes, prints and exits the dunning run for all selected customers and documents. The dunning level and the last dunning run date are updated for invoices included in the dunning run, unless the invoices were included only as a consequence of your having selected Display All Open Items. When a dunning letter is created for a customer, the business partner master data record is updated. On the Accounting tab, the Dunning Date field displays the date on which the dunning letters were created for the last time. When this option is selected, the run is set to status Executed and Printed Wizard. If the wizard has already been executed because you selected Execute Only, Print Later and Exit earlier, dunning letters are printed only as recorded on the recommendation report. More Information Dunning Wizard
Function
Sales Reports
Use the sales reports to extract and analyze sales information. You can view the: General sales analysis Open documents list Backorder report Customer receivables aging More Information
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Sales Analysis Open Items List Backorder Report Customer Receivables Aging
Object
Open Items List
This report allows you to view open sales and purchasing documents, including A/P and A/R reserve invoices that are not yet fully paid or fully delivered. Documents that were partially copied to a target document also appear in this report. You can also display the documents directly from the report. To access the window, choose one of the following: Sales A/R Purchasing A/P Reports
Note
Sales Reports
Open Items List Open Items List Open Items List
Purchasing Reports
Sales and Purchasing Reports
Note
Open Items List Fields
Currency Specify the currency in which you want to display the amounts. Open Documents Specify the type of document that you want to display. For example, if you choose Sales Quotations, SAP Business One updates the fields in the table and displays all open sales quotations.
Note
Note
A/P and A/R Reserve Invoices have two different statuses: End of the note. Unpaid select this option to display all the open A/P or A/R reserve invoices that are not fully paid yet. This list may include A/P or A/R reserve invoices that are already partially or fully delivered. Not Yet Delivered select this option to display all the open A/P or A/R invoices that are not fully delivered yet. This list may include A/P or A/R reserve invoices that are already partially or fully paid.
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Select the option Missing Items to display a list of all items with available quantity lower than zero. After you close this window, the last document selection is saved, and appears by default the next time you open the window. Doc. No. Reference number of the purchasing or sales document. Installment No. Appears only for A/P or A/R invoices and displays the successive installment number of the document. Customer/Vendor Customer or vendor name as it appears in the sales or purchasing document. Days Overdue Appears only for A/P or A/R invoices; displays the number of days beyond the due dates of the invoices. Customer/Vendor Ref. No. The number of a customer sales or vendor purchasing document. Due Date Due date of the purchasing or sales document. Amount Displays the open amount in the document, including tax that is still not drawn into the target document, or not yet paid. Net Displays the open amount in the document not including tax. Tax Displays the open tax amount in the document. Original Amount Displays the original total amount of the document, including tax. Posting Date Posting date of the document. Document Date Date of the document. The following columns are displayed when you select the option Missing Items in the Open Documents field:
Open Item List Missing Items
Item No. Displays the item code. Item Description Item description as defined in the item master data. In Stock Total quantity of the item as contained in all the defined company warehouses. Ordered Displays the total open quantity of the item that appears in open purchase orders and open A/P reserve invoices not yet delivered. Committed Displays the total open quantity of the item that appears in open sales orders and in open A/R reserve invoices that
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are not delivered yet. Available The total available quantity of the item in all the company warehouses. The calculation is based on the following formula: Qty in Stock + Qty Ordered Qty Committed
Note
Note Data Menu Cancel
To cancel or close open documents, select the relevant documents and choose or Close. The cancelled/closed documents will not appear in the report again. End of the note.
Function
Sales Analysis
This report provides detailed information about the sales volume achieved with your customers. A graphical display facilitates information analysis. You can determine which customers have paid the highest prices for your products, which customers are the most profitable for your business, which of your products are the most successful on the market, and which of your sales employees attain the best sales results. More Information Sales Analysis Report Selection Criteria Sales Analysis By Different Selection Criteria Sales Analysis Report Detailed
Object
Sales Analysis Report - Selection Criteria
Use this window to specify selection criteria for the Sales Analysis report. The window contains three tabs: Customers Items Sales Employee Each tab displays different selection parameters and generates reports that provide different aspects of the sales volume in your company. To open the window, choose from the Reports module. Sales A/R Sales Reports Sales Analysis. Alternatively, open it
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See also:
Sales Analysis Report: Customers Tab Sales Analysis Report: Items Tab Sales Analysis Report: Sales Employee Tab
Object
Sales Analysis Report: Customers Tab
Use this tab to specify selection criteria for the Sales Analysis by Customer report. When you run the report, SAP Business One creates a corresponding sales volume analysis for each customer. To access the tab, choose Sales A/R Alternatively, access it from the Reports module.
Note
Sales Reports
Sales Analysis
Customers
Note
Customers Tab Fields
Annual Report, Monthly Report, Quarterly Report Select whether you want to generate the report for the entire year, for a month, or for a quarter. The total for the year is also displayed when you select monthly or quarterly reports. Invoices, Orders, Delivery Notes Select the document type on which you want to base the sales analysis.
Note
Note
If you base an A/R credit memo on an A/R down payment invoice, that A/R credit memo does not appear in the report. End of the note. Individual Display Displays the report for individual customers. Group Display Displays the report for customer groups, with each customer group appearing in a separate row. To display the sales for each customer in a customer group, double-click the row number of the respective customer group. Properties Choose Properties to include customer properties in the report. Display Amounts in System Currency Displays the amounts in system currency.
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More Information Sales Analysis Report

Object
Sales Analysis Report: Items Tab
Use this tab to specify selection criteria for the Sales Analysis by Item report, which analyzes sales either per item, or per item group. SAP Business One creates a sales volume analysis for each item. To access the tab, choose Sales A/R Sales Reports Sales Analysis Items.
Alternatively, access it from the Reports module.

Note
Note
Sales Analysis Items Tab Fields
Annual Report, Monthly Report, Quarterly Report Select whether you want to generate the report for the entire year, for a month, or for a quarter. The total for the year is also displayed when you select monthly or quarterly reports. Invoices, Orders, Delivery Notes Select the document type on which you want to base the sales analysis. Individual Display Displays a report for an individual item. No Totals Displays one row for each item or item group in the report (this depends on the selections you have made in the Individual Display and Group Display fields). Total by Customer Displays a row for each combination of an item and customer (or items group and customer) in the report. Total by Sales Employee Display a row for each combination of an item and sales employee who sold it. Main Selection Specify the item range to be included in the report. Define the item codes range, specify an item group if required, and choose Properties to use the item properties as a selection criteria.
Note
Note
If you base an A/R credit memo on an A/R down payment invoice, that A/R credit memo does not appear in the report. However, if the A/R credit memo includes items that are not based on the A/R down payment, those items do appear.
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End of the note. Secondary Selection Select to define an additional selection: by customer range, group or properties, by sales employee or both. Display Amounts in System Currency Displays the amounts in the system currency in the report. More Information Sales Analysis
Object
Sales Analysis Report: Sales Employee Tab
Use this tab to specify selection criteria for the Sales Analysis by Sales Employee report, which analyzes the sales volume per sales employee. SAP Business One creates a corresponding sales volume analysis for each sales employee. To access the tab, choose Sales A/R Sales Reports Sales Analysis Sales Employee.
Alternatively, access it from the Reports module.

Note
Note
Sales Employee Fields
Annual Report, Monthly Report, Quarterly Report Select whether you want to generate the report for the entire year, for a month, or for a quarter. The total for the year is also displayed when you select monthly or quarterly reports. Invoices, Orders, Delivery Notes Select the document type on which you want to base the sales analysis.
Note
Note
If you base an A/R credit memo on an A/R down payment invoice, that A/R credit memo does not appear in the report. End of the note. More Information Sales Analysis Report
Object
Sales Analysis By Different Selection Criteria
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This window displays the results of a Sales Analysis by report, whose full name reflects your selections from the following options: Customer Item Sales Employee The time frame follows in parentheses: (Annual) (Monthly) (Quarterly)
Example
Example
If the user selected the Annual Report option on the Customers tab, this window is named: Sales Analysis by Customer (Annual). End of the example. The details displayed in this window are determined by your selection criteria. Whenever you choose to display different information, you see different columns. To view the detailed information related to each row in the report, double-click the number of the row. A detailed window appears. To display the report results as a graph, choose of the report appears. Choose More Information Sales Analysis Report
Object Form Settings Show Graph
(Show Graph). A new window with the graph display
(Form Settings) for this window to define the display parameters.
Sales Analysis Report: Detailed View
This window displays the details for a specific row of the Sales Analysis report. One section displays a table listing all sales documents and their details; another contains a diagram of the sales information. You can select different types of diagrams. To print the diagram when you print the report, select Print Diagram. More Information Sales Analysis Report
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Object
Backorder Report - Selection Criteria
Use this window to specify selection criteria for the Backorder report. To open the window, choose from the Reports module.
Note
Sales - A/R
Sales Reports
Backorder
. Alternatively, open it
Note
Backorder Report - Selection Criteria
Properties Select or ignore item properties for the report. Warehouses Location Select the location of a warehouse to include it in the report. More Information Backorder Report
Object
Backorder Report
This report displays a list of overdue sales orders or A/R reserve invoices that cannot be shipped due to stock shortages. It lets you define priorities and accelerate purchase orders or production orders. You can run the Backorder report daily, weekly, or monthly. It displays all sales orders with an open quantity according to the selection criteria you specify.
Note
Note
Backorder Report Fields
Delivery Date Date (from the row) of an expected delivery for the item. Ordered Original quantity of the item ordered in a sales order.
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Delivered Quantity of the item that has already been delivered to the customer. Backorder Quantity of the item still to deliver to the customer. More Information Backorder Processing
Procedure
Tracking Dunning Levels
You use the Customer Receivables Aging report to view customer due debts and interest rates, and to manage dunning levels. You can also decide to send a letter to remiss customers, which progresses them to a more severe level.
Note
Note
If you send a dunning letter via e-mail or facsimile from SAP Business One, the dunning level does not increase, as these are not legal documents. End of the note. Procedure 1. From the SAP Business One Main Menu, choose Customer Receivables Aging . Reports Sales and Purchasing Aging
The Customer Receivables Aging - Selection Criteria window appears. 2. Select filtering options to display the customers you want. 3. Set the report options to Age by Due Date and double-click the customer row to display all the documents composing the debt. 4. Select the Letter column to schedule this invoice for a dunning letter. You can manually change the dunning level by choosing the Level column.
Note
Note
You cannot check rows that are based on manual journal entries and credit memos. End of the note. 5. Choose the Print Preview icon and view the dunning letter. 6. Choose the Print icon to print this letter. The dunning level for this invoice is updated in the report and in the invoice document.
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If you select more than one invoice, a message appears letting you summarize invoices of the same level into one letter.
Note
Note
You can block dunning letters for specific customers and invoices. To block a customer, select Block Dunning Letters on the Accounting tab of the business partner master data. To block an invoice, select Block Dunning Letters on the Logistics tab of the invoice document. End of the note.
Object
Goto Menu - Sales and Purchasing Documents
When you process a document from the SAP Business One Sales - A/R or Purchasing - A/P module, the Goto menu contains only functions that relevant for the specific document you are working on.
Note
Note
You can display the same options as on the Goto menu through the Context menu by clicking the right mouse button. End of the note. Structure Goto Menu Options Field Base Document Description/Activity If rows are created with reference to an existing sales document (for example, an order or a delivery note), use this option to display the document by positioning the cursor on the appropriate row. If follow-up transactions for a document were created with a reference (for example, a delivery for an order), use this option to display the document by positioning the cursor on the row. If more than one delivery note was created for an order row, for example, you can see the delivery note that was created last in each case. If you want to see all the subsequent documents for an order item, use the functions under the Drag & Relate menu. Opens the List of Business Partners window, in which you can choose the required business partner. Opens the Row Details... window for a selected row in the document, which displays additional information, for example, warehouse or sales employee details. Opens the Text Editor window in which you can view and edit full text included in the text row. Opens the Activity window in the Add mode, where you can create a new activity for the business partner. Opens the Payment Means window. When creating an A/R invoice, you can use it in order to enter the payment details, if the payment is done at the same time. When using this option from an A/R invoice that was added in the past, it displays the payment means used
Target Document
List of Business Partners Row Details... Row Text Details... New Activity
Payment Means
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for paying for the invoice. Opens the Gross Profit window, in which you can see in detail the gross profit calculated Gross Profit for each row of the document you are processing. Opens the Last Prices Report window, in which you can observe the prices used for the Last Prices Report selected items in other documents. Volume and Weight Opens the Volume and Weight Calculation window, which displays the volume and weight calculation for each item. Calculation Opens the Item Availability Check window. This option is enabled only when you create Item Availability Check sales orders. Opens details about the withholding tax involved in the respective document. For more WTax Table information, see Withholding Tax Table. Opens the Define Packages window. This option is enabled only when you create delivery Packaging documents. Opening and Closing Opens the Opening and Closing Remarks window, in which you can type any relevant remarks for the documents. These remarks appear in the printed document only. Remarks Opens a window which displays all the activities related to the business partner for whom Related Activities the current document is being created. Opens the Transaction Journal Selection Criteria window, in which you can define the Transaction Journal required parameters for the transaction journal report. Opens the Approval Status Report window, which displays the documents included in the Approval Status Report approval procedure. Opens the Serial Numbers Transactions Report window, which displays in detail the Serial Number transactions of the serial numbers related to the items in the document. For more Transactions Report information, see Serial Numbers Transactions Report. Batch Number Opens the Batch Number Transactions Report window, which displays in detail the transactions of the batch numbers related to the items in the document. Transactions Report Business Partner Code, Use these options to go directly to the relevant fields and rows when you create a First Row, Last Row, marketing document. Remarks
Object
Gross Profit
SAP Business One lets you calculate the gross profit according to the method you define during application configuration. The gross profit for each document row is calculated and then totaled for the entire document. To calculate the gross profit in a sales document, from the menu bar choose
Note
Goto
Gross Profit
Note
Gross profit calculation is only active if you have selected the Calculate Gross Profit checkbox in Administration End of the note.
Gross Profit of Order Window Fields
Document Settings
General
Note
Note
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This topic includes explanations of some of the fields and other elements in this window. End of the note. Base Price By Displays the base price in accordance with the price list. The default value is defined in General Administration System Initialization . Document Settings
Calculate Gross Profit
Base Price Origin
If required, you can choose a different price list. Other additional prices are: Last Purchase Price the last price at which you bought the item. Last Evaluated Price the price calculated in the last run of the Inventory Valuation report. Item Cost the current item cost in the relevant warehouse; see Data . Gross Profit SAP Business One calculates the difference between the sales price and the base price for each item in the sales document. If the result is negative, the row is highlighted in red. Profit % SAP Business One calculates the gross profit in percent. When you configure the application, you can choose between two different calculation methods: The gross profit can be displayed on the basis of the ratio of the gross profit to the sales priceof the item. The gross profit can be displayed on the basis of the ratio of the gross profit to the cost priceof the item. If you change data in this window, confirm your changes by choosing Update and OK.
Note
Item Master Data
Inventory
Note
When you configure SAP Business One, you can set it up so that an internal mail is sent automatically to specific users when a particular gross profit is exceeded. End of the note.
Note
Note
If you manage stock using perpetual inventory and the base price calculations are set to Item Cost, the application recalculates the base price if the item cost changes when you copy a base document to a target document. End of the note.
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Note
Note
If you manage perpetual inventory and use the FIFO valuation method, the application always takes the cost of the next available layer, regardless of the quantity. End of the note.
Example
Example
Qty = 15 Cost = 12 oldest layer (next layer to use) Qty = 20 Cost = 40 Qty = 10 Cost = 9 If the quantity is 40, the item cost that SAP Business One uses for the gross profit calculation is 12. End of the example.
Object
Opening and Closing Remarks
This window enables you to include additional text related to the current document. You can enter it manually or you can insert a predefined text. This text appears in the printed document, if the print layout is designed for that purpose. To access the window, create a sales or purchasing document and choose Remarks . Goto Opening and Closing
You can update and delete the opening and closing remarks. Display the Opening and Closing Remarks window as descibed above, make the necessary changes and choose Update and then OK.
Opening and Closing Remarks
Opening Remarks Add the required text. Closing Remarks Add the required text. Insert Predefined Text Opens a list of predefined texts. To select more than one item, use the ctrl+shift option. Choose New to add more texts to this list. More Information Predefined Text - Setup
Object
Item Availability Check
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This window appears when the quantity of an item in sales order is bigger than the quantity available in the selected warehouse. SAP Business One suggests the following solutions for this situation.
Note
Note
This window appears only if the checkbox Activate Automatic Availability Check is selected (see Administration System Initialization document type Sales Order). End of the note.
Item Availability Check Window Fields
Note
Document Settings
Per Document
for the
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Warehouse Warehouse from which the item is ordered. Quantity Ordered Displays the quantity that appears in the sales order, according to the sales unit of measure and with conversion to the inventory unit of measure. If units of measure are not defined for the item, the abbreviation SuoM appears instead of Sales Unit of Measure, and IuoM signifies Inventory Unit of Measure. Quantity Available Quantity available in the selected warehouse according to the inventory units of measure. Select Action Select one of the following options: Continue to ignore the warning and to create the order as planned regardless of the insufficient quantity available. Change to Available Quantity to change the quantity that appears in the order to the available quantity of the item displayed in this window. If the available quantity is less than or equals zero, this option is disabled. Display Quantities in Other Warehouses to open a window which displays the quantities of the item in other warehouses. You can choose a different warehouse if required. Display Alternative Items to open the Alternative Items Selection Criteria window, from which you can choose an alternative item for the order instead of the original item. Delete Row to delete the item row from the sales order. More Information Alternative Items Selection Criteria
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Object
Last Prices Report
This report displays the last purchasing and sales prices of an item, either for a specific business partner or for all business partners. To open the report, do one of the following: From the SAP Business One Main Menu, choose Report . Inventory Inventory Reports Last Prices
In a sales or purchasing document, place the cursor in the Unit Price field and press CTRL+TAB. The values are copied automatically from the document.
Note
Note
The Calculate the row total using the unit price option is available only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note. To generate the report, enter the necessary information and choose Refresh.
Note
Note
Last Prices Report Fields
BP Code Displays the last prices for a specific business partner. Deselect to display the last prices for all customers. Display ... Last Prices Enter the number of previous prices to display. Special Price In addition to last prices, displays the Special Prices defined for the selected item. This selection is optional. Date Enter a date to display Special Prices for that specific date.
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Quantity Enter a quantity to display Special Prices for that specific quantity.
Procedure
Row Details
You can use this option to call up detailed information on a sales document row. Procedure 1. In the sales document, position the cursor on the row and select menu bar or simply double-click the row number. Goto Row Details from the
The detailed information displayed contains five different types of data: Data that is copied from the item master record, such as the item description Data that has been entered in a row, such as the order quantity Data that is copied to the document as a result of the settings for the respective sales document, such as the item storage location for an invoice Data that is generated when the sales document is created, such as the total amount of an invoice row. Individual user fields that have been defined for a marketing document - rows You can determine the fields that are displayed in the detailed information and the order in which they are displayed in the settings for the respective sales document. You can also display fields that you use frequently and that are displayed in the detailed information in the table. 2. To select serial numbers for a certain row, place the cursor in the Quantity column in the appropriate row and press Ctrl+Tab. This opens the Serial Numbers Selection window.
Procedure
Text Row
When you create a marketing document, SAP Business One enables you to add text rows to the Contents tab for inserting any relevant free or predefined text. Procedure 1. To open the Text Editor, choose T in the Type column. 2. Enter the required text here. To insert predefined text, choose Insert Predefined Texts. The document displays only the first row of the added text.
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3. If the text is longer than displayed, double-click the row to view the entire text and edit it as necessary. You can copy text rows to target documents in the same way you copy other rows. The content of the text row can be printed when you print the document, provided that you use a printing template designed for this purpose.
Function
Alternative Item Row
The sales quotation may suggest alternatives to a customer request, enabling you to add alternative items to a sales quotation. Activities To add an alternative item, choose A in the Type column on the Contents tab. All item details, such as description, price, and so on, are displayed. However, the price of the item and freight costs are not included in the total amount of the sales quotation, or in the subtotal rows. You include alternative item rows in a target document in the same way that you include regular rows. When you create a sales quotation with an alternative item row, the application lets you include the alternative item row as well.
Note
Note
The alternative item row is not related to other rows in the sales quotation and is independent as any other regular row. End of the note.
Function
Subtotal Row
This function lets you calculate and display subtotals of the preceding regular rows.
Form Settings
To add a subtotal row in a document, choose (Form Settings) Table Format and select the Visible and Active check boxes of the option Type. The Type column appears in the relevant document. Choose and .
A subtotal line summarizes all regular lines from the previous subtotal line, the first document line, or subtotals from the previous level. You can add a subtotal row to any line in the document. SAP Business One recalculates the subtotal with every change. For example, deleting a row may lead to a change in the subtotal values. You copy subtotal rows to target documents the same way you copy regular rows. If you have not copied the whole document; the subtotal is recalculated according to the values of the target document.
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When a subtotal row is created, the Item Description field displays Subtotal. You can modify the value if required. Subtotal summary amounts appear in the Total and Freight columns respectively. Rows of Alternative Item type are not included in the subtotal calculation. You can create an unlimited number of subtotal levels. However, the special design that defers one subtotal level from another is limited to the 3 levels only. Example The following table is taken from a sales quotation. The rows with no value in the Type column are regular rows that contain items. Level # Type Item No. Quantity Price Total (Doc) 1 001 10 15 150 2 002 5 20 100 250 005 006 3 4 10 70 30 280 310 560 008 007 1 2 50 100 50 200 250 011 012 5 5 30 25 150 125 275 525 1085
Level 1 3 4 5 Level 1 6 Level 2 7 8 9 Level 1 10 11 12 Level 1 13 Level 2 14 Level 3 15
Rows 3 and 6 are first level subtotal rows, calculated as follows:

150 (row 1) + 100(row 2) = 250 (row 3) 30 (row 4) + 280 (row 5) = 310 (row 6).
Rows 10 and 13 are first level subtotal rows, calculated as the sum of the regular rows above them. Row 7 is a second level subtotal row, calculated as follows:
250 (row 3) + 310 (row 6) = 560 (row 7)
Row 14 is a second level subtotal row, calculated as the sum of rows 10 and 13. Row 15 is a third level subtotal row, calculated as follows:
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560(row 7) + 525(row 14) = 1085 (row 15).
Level
Level 1
Level 1 Level 2
Level 1
Level 1 Level 2 Level 3
# 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Type Item No. 001 002 005 006 008 007 011 012
Quantity Price Total (Doc) 10 15 150 5 20 100 250 3 10 30 4 70 280 310 560 1 50 50 2 100 200 250 5 30 150 5 25 125 275 525 1085
Procedure
Calculating Volume and Weight
If you maintain length measurements, volume specifications, and weights for the items in the master record, you can calculate the total volume and weight of the delivery using sales documents. Procedure 1. When you process a sales document, choose 2. In the Volume & Weight Calculation window, click or weight units. Goto Volume and Weight Calculation .
to choose the relevant entries and change the volume
3. To return to the sales document window, choose OK. If you have made changes, choose Update and OK.
Function
Serial No. and Batch No. Transaction Reports
Use if the document contains items with serial or batch numbers. To display these functions, open a sales or purchasing document and choose the relevant options from the Goto menu. More Information Serial Numbers Transactions Report Batch Number Transactions Report
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Object
Withholding Tax Table
This window appears when you create a document related to withholding tax-liable business partners. The window displays the default ITW and VATW codes.
Note
Note
Withholding Tax Table Fields
Code, Name Code and name of the withholding tax codes defined as defaults for the business partner. You can change these codes and choose any code that appears in the income tax withholding codes and in the VAT withholding codes. Type Displays whether the WT code is an income tax withholding or VAT withholding. Rate Tax rate in percents. Base Amount Base amount of the document for tax calculation, depending on the base type defined for the WT code. Taxable Amount Amount of the document that is subject to tax. You can change this amount if required. WTax Amount Tax amount calculated; editable value. Category Displays whether the tax code is related to the invoice category or the payment category. Base Type Base type of the WT code: Net: Amount before taxes VAT: Uses the VAT amount as the base amount Criteria Displays the selections made in the business partner master data. Account G/L account in which the journal entry for the tax is recorded. More Information Withholding Tax Codes Setup Window
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Object
Additional Information
With SAP Business One you can: Define form settings for sales documents Calculate tax Export sales documents to Microsoft Word Perform other useful tasks More Information Form Settings for Sales Documents Tax Calculation in Sales Documents Saving Documents and Reports Exported to Microsoft Word
Object
Form Settings for Sales Documents
When you process a sales document, you can define which fields and columns should be displayed and activated or deactivated in the documents. This enables you to display frequently used detailed information, so that you can enter data more easily. On the toolbar, click (Form Settings) to display the Form Settings window, in which you define the document settings. The window contains three tabs: Document: Maintain data that applies to the entire sales document. Table Format: Select or deselect fields to display the required fields in the Contents tab table of the sales document. Row Format: Select or deselect fields to make the required selections in the rows of the Contents tab of the sales document.
Note Form Settings
Note
Form Settings Fields - Document Tab, Table Subtab
Sales Employee Displays the sales employee details. If required, change the entry.
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Commission % Enter a percentage for the commission granted to the sales employee. Discount % Specify a discount that is used for all the document rows. This entry overwrites any previously defined discounts. G/L Account Enter a revenue account for the sales document rows. This entry applies to all the rows in the document. If required, change the entry for a row. Profit Center Enter a profit center for the document rows. This entry applies to all the rows in the document. If required, change the entry for a row. Project Enter a project number for the document rows. This entry applies to all the rows in the document. If required, change the entry for a row. Warehouse Displays the default warehouse code. If required, change the entry. Delivery Date Enter the delivery date for the sales document.
Form Settings Fields - Document Tab, General Subtab
Display BP Catalog Number Displays the business partner catalog number for the sales document.
Background
Tax Calculation in Sales Documents
When you process a sales document, tax is calculated according to the settings made for customers, items, and service. Each row in the document, either an item or a service, stores a tax group. This group enables the system to calculate the total tax amount of the document and lets you generate various tax reports, as required. First, SAP Business One checks the default tax groups defined in the G/L Account Determination window and displays those tax groups as default. When you select a customer for the sales document, SAP Business One checks whether this customer is liable for tax or defined as EU. If the customer is tax liable and has an assigned tax group, this tax group overwrites the default one. If no tax group has been defined for the customer, SAP Business One checks every item you select in the document and uses the default group for the items row in the document. You may select any tax group for the document rows, regardless of the default groups.
Background
Saving Documents and Reports Exported to Microsoft Word
By default, exported documents and reports are saved on each workstation in the WordDocs folder, located in the SAP Business One folder. SAP Business One creates one folder for each company database. This folder has the same name as the database.
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In the database folder, SAP Business One creates one folder for each business partner to save their respective exported documents along with their code. The documents are saved in these folders as Microsoft Word files. The file names of exported documents include the document name and the document number.
Example
Example
Sales Quotation 6.doc
End of the example. The file names of exported reports include the report name and the date on which it was exported.
Example
Example
Account for Customers (Debt Aging) - 10_25_2004.doc
End of the example. You can save the exported documents and reports in a different location using the saving options in Microsoft Word.
Component
Purchasing - A/P
SAP Business One enables you to manage the entire purchasing process from purchase orders through processing A/P invoices. Furthermore, you can create various reports to analyze purchasing information such as purchase volume analysis, pricing information, vendor liabilities aging, and so on. Features SAP Business One supports the following purchasing documents: Purchase Order Goods Receipt PO A/P Invoice Goods Returns A/P Credit Memo A/P Down Payment Invoice A/P Reserve Invoice You can base one purchasing document on another and thus copy all relevant data into the new document. For example, you start with the purchase order and base the goods receipt PO on that purchase order. You then proceed to the A/P invoice and base it on the goods receipt PO. Since you create a contractual relationship with the vendor, with the exception of the purchase order, all purchasing documents are legally binding documents. The purchase order is intended, first and foremost, purely as an
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informational source in SAP Business One. You can customize all purchasing documents to your specific requirements. For more information, see Document Settings, Text Row and Subtotal Row. More Information Creating Purchasing Documents Purchasing Reports
Procedure
Creating Purchasing Documents
Procedure 1. From the SAP Business One Main Menu, choose Purchasing A/P and select one of the documents, for example, Purchase Order. 2. In the selected document, specify the vendor number, name, and other relevant general information. 3. Specify the required data on the following tabs: Contents Logistics Accounting 4. Choose Add. 5. To confirm the system message and create a new purchasing document, choose Add.
Note
Note
If you are purchasing from a one-time vendor with whom you do not wish to place regular orders, enter the purchasing document with a previously defined general master record, which is extended to include the data of the one-time vendor. End of the note.
Note
Note
If you create a no-charge A/P invoice, A/P credit memo, or A/P reserve invoice, a system message appears that gives you the option of creating a document with a zero total amount. To continue and create such a document, choose OK. End of the note.
Recommendation
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the
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following training: Documents
Getting Started .
Navigation
Getting Started - Add and Navigate
Create a Document
Country-Specific Fields: Italy, UK, US, Spain, Sweden, Norway, Finland
Note the following information for goods receipt PO, goods returns, A/P invoices, A/P down payment requests and invoices, A/P reserve invoices, and A/P credit memos: Changes possible after Changes possible after document has been document has been added? closed? Yes Yes Yes Yes Yes No Yes Yes No Yes
Field
Comments If there is more than one installment in the A/P invoice, the Due Date field is disabled.
Due Date Sales Employee Owner Pay to Text

Background
Purchasing Documents
The following table summarizes the differences between the purchasing documents: Purchasing Documents Purchase Order Internal (depending on your line of business) Depending on your line of business Yes Not necessary No No Goods Receipt PO Official Depending on your line of business No Goods Returns Yes Yes (2) Purchase Order A/P Invoice Official Yes No A/P Credit Memo Depends (1) Yes Goods Receipt PO, Purchase Order
Official document/internal character Does the purchasing document have to be created in SAP Business One? Can the purchasing document be amended after it has been entered? Purchasing document for correction Does the purchasing document cause quantities to be posted in inventory management? Does the purchasing document cause values to be posted in Accounting? Reference when entering
1. When you enter an A/P invoice with reference to a goods receipt PO, SAP Business One does not post any changes to inventory. If you create the A/P invoice without reference to a goods receipt PO, SAP Business One posts inventory changes with the incoming invoice. 2. Entering a goods receipt for a purchase order results in a posting in the accounting system, because the stock quantities are changed as a result of the delivery for the purchase order. Stock cannot be changed without a
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posting in the Perpetual Inventory System.

Note
Note
The data that you store for purchasing documents must be identical to the data in the documents that you receive from the vendor. If there are differences between the data in your system and the data in the vendors document, you must clarify these differences with the vendor. This may be the case if a vendor invoices you for an amount other than the one entered in the purchase order. The details in the vendors document are legally binding. End of the note. For legal reasons, you cannot delete or amend a purchasing document that results in a relevant posting in the accounting system. If such a purchasing document has to be amended or cancelled, you must enter a clearing transaction. More Information Purchasing A/P
Procedure
Multiple Shipping Addresses in Purchasing Documents
You can add an Address column to purchasing documents to view and manage multiple shipping addresses. Procedure 1. Display a purchasing document. 2. In the toolbar, click
Form Settings
(Form Settings).
The Form Settings window appears. 3. On the Table Format tab, select The column appears as follows: Item type documents by default displays the shipping address of the warehouse from the first line in the document. Service type documents by default displays the company address. 4. To display multiple addresses, choose Document Editing and add an address field to the document line in the editing window. More Information Creating Purchasing Documents Address Visible .
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Object
Copying Purchasing Documents
The following table shows which base document you can use to create a particular target document, and vice versa. Structure Copy To Documents Base Document Purchase Order A/P Invoice A/P Invoice Goods Receipt PO Goods Return A/P Invoice Goods Return A/P Credit Memo A/P Credit Memo Copy From Documents Target Document Goods Receipt PO
Target Document Base Document Purchase Order None (the Copy From button is disabled) Purchase Order Goods Receipt PO Goods Return A/P Reserve Invoice Goods Receipt PO Purchase Order Goods Receipt PO A/P Invoice A/P Credit Memo Goods Return A/P Down Payment A/P Invoice A/P Debit Memo Goods Return
Goods Return A/P Invoice
A/P Down Payment A/P Reserve Invoice Purchase Order More Information Copying Sales and Purchasing Documents
Function
Purchase Order
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The purchase order is a document used to request items or services from a vendor at an agreed upon price. When you enter a purchase order in SAP Business One, no value-based changes are posted in the accounting system. However, the order quantities are listed in inventory management. You can view the ordered quantities in various reports and windows, such as the Inventory Status report and the Item Master Data window. This information is important for optimizing ordering transactions and stockholding. To open the window, choose More Information Creating Purchasing Documents Purchase Order: General Area Purchase Order: Accounting Tab Purchase Order: Contents Tab Purchase Order: Logistics Tab
Object
Purchasing A/P
Purchase Order
Purchase Order: General Area
Use this area to enter general information relevant to all items in the document. To access the general area, choose
Note
Purchasing A/P
Purchase Order
Note
Purchase Order General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. Vendor Ref. No. Vendor reference number, if available. No. Field on the left: name of the numbering series. Specify a series. Next field: purchase order number. Field on the right: the additional purchase order number, if defined. If you choose the manual series, enter the document number.
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Status Status of the purchase order: Open You can draw the document completely or partially to a higher level document. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually, or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Posting Date Specify the posting date. The default value for this field is the current date on which the purchase order is created. If required, change the date.
Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Delivery Date Specify the date on which you want to receive the items. Document Date Document date of the purchase order, used for tax purposes. The default value is the current date. Currency Specify the display currency for the amounts in the document. For business partners with multi-currency, you are able to change the currency as long as the purchase order is open and no rows are drawn. Buyer Specify the buyer who initiated the purchase order. Owner Specify the employee who owns the purchase order. Total Before Discount Total amount of the purchase order before the discount for the document is calculated.
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Note
Note
If the discount has been defined in the item or service row, the amount displayed in this field takes that discount into account. End of the note. Discount % Iin the field on the left, specify the percentage of the discount for the whole purchase order. The field on the right displays the amount of the discount. Freight This field appears only if Manage Freight in Documents is selected in Initialization Document Settings General . Administration System
You can define freight for the purchase order. To open the Freight Charges window and to view the corresponding freight, click . Rounding This field appears if the rounding method is defined as By Currency in Initialization Document Settings General . Administration System
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the purchase order calculated according to the tax definitions made. Total Payment Due Total amount of the purchase order including tax, freight, and discounts. More Information Purchase Order Data Ownership Authorizations Window Copy From A list of base documents from which to create a target document. Copy To A list of target documents to create from the current base document.
Object
Purchasing Documents: Contents Tab
Use the Contents tab to enter items or services that the company purchases and returns to the vendors if required. The Contents tab is identical in all the purchasing documents.
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The fields described here are the ones displayed by default. To view more columns in the table and to add them to a document, click
Note Form Settings
(Form Settings).
Note
Document Type and Summary Type Fields
Item/Service Type Choose one of the following options: Item to create a purchasing document for items defined in the Inventory module. Service to create a purchasing document for a service that has not been defined as an item in SAP Business One, such as a one-time consultation. The table view on this tab is different for each option. Summary Type No Summary Default value By Documents Summarizes rows with the same base documents into one row that displays the base document number and reference. Items appearing in the table more than once, and having the same price and description, are summarized to one row. This option is available only for documents of type Item and for when you copy rows from base documents. By Items Summarizes several item rows with the same item into one row. These item rows must have the same parameters (for example, price, description, and warehouse). This option is available only for documents of the type Item.
Table View for Document Type Item
Item No. Specify the item number. Press CTRL+TAB to view the Alternative Items. Item Description Item description after you have entered the item number. If required, change the description and press CTRL+TAB to save. The change is relevant for the current purchasing document only. BP Catalog Number Business partner catalog number, instead of the item code and description, if you have defined it ( Item Management ). Quantity Business Partner Catalog Numbers Inventory
Use BP Catalog Number in Documents
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Quantity for the items purchasing unit of measure, as defined in the item master data. If the purchasing unit of measure contains more than one item, the actual quantity of the item is the number displayed in this field multiplied by the Items Per Purchase Unit.
Note
Note
For the purchase order, this field displays the quantity that you want to order from the vendor. If the available quantity is below the required quantity level defined in the item master data, SAP Business One suggests replenishing the required quantity. End of the note. Unit Price Item price from the default price list, before any discount. Press CTRL+TAB to view the Last Prices report.
Note
Note
Calculate the row total using the unit price is available only if you have upgraded to SAP Business One 2007 A from previous releases. End of the note. Discount % Percent of discount granted for the item. Tax Code Default tax code linked to the vendor in the business partner master data. If required, choose a different tax code. Total Total amount of the row in the relevant currency. The calculation method for the row depends on whether you have selected Calculate the Row Total Using the Unit Price in the document settings during system initialization. If you select the parameter, the total amount for the row is calculated as follows: Unit Price x Discount x Quantity If you do not select the parameter, it is calculated as follows: Price after Discount x Quantity
Table View for Document Type Service
Description Enter a description of the purchased service. G/L Account Specify the G/L account to be debited in case of an A/P invoice, or credited in case of an A/P credit memo.
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Tax Code Specify the tax code for the service. Total Total amount of the row in the relevant currency, calculated according to this formula: Price x Exchange Rate Discount for the Row (if defined). More Information Creating Purchasing Documents Alternative Items Document Settings: General Tab Last Prices
Object
Purchase Order: Logistics Tab
This tab contains details regarding the logistics aspects of a purchase order. To access the tab, choose
Note
Purchasing A/P
Purchase Order
Logistics
Note
Purchase Order Logistics Tab Fields
Ship to Purchase orders of type Item: address defined for the warehouse linked to the Contents tab. Purchase orders of type Service: company address as defined in Company Details General Pay to Local Language . Administration System Initialization
Vendor default pay-to address as defined in the business partner master data. Language
Language defined for the business partner in the Business Partner Master Data window. This field appears only if the option Multi-Language Support is selected in Initialization Company Details Basic Initialization . Administration System
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If you specify another language, it is applied to this document only. Split Purchase Order Enables you to divide purchase orders that involve more than one warehouse. Approved Appears selected if you selected it in the document settings ( Document Settings General ). Administration System Initialization
Deselect this option to prevent drawing the purchase order to target documents. More Information Purchase Order
Object
Purchase Order: Accounting Tab
This tab contains information regarding the financial aspect of a purchase order. To access the tab, choose
Note
Purchasing A/P
Purchase Order
Accounting
Note
Purchase Order Accounting Tab Fields
Journal Remark By default, displays Purchase Orders XXX, where XXX is the vendor code. Change this content, if required. If you manage perpetual inventory, enter the journal entry. Payment Terms Payment terms approved by the vendor and defined in the business partner master data. Payment Method Specify the payment method approved by the vendor and defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. []
Specify when you initiate the payment: Month End Half Month
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Month Start +Months...+Days Specify the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be entered for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project Specify a project name linked to the vendor in the business partner master data. Cancellation Date Specify the date after which the Purchase Order is cancelled, and the company is not committed to the vendor. Required Date An informative field to indicate the date in which the goods should leave the vendor's site, in order to arrive to the company's site by the Delivery date. Indicator Indicator linked to the vendor in the business partner master data. Federal Tax ID The company federal tax ID, if defined in the company details: Company Details Accounting Data Order Number . Administration System Initialization
Specify the order number of the chain, when you use the direct distribution method. This number is recorded in the file that you send to the head office of the chain store. More Information Purchase Order
Procedure
Updating Purchase Orders
After you have added a purchase order, you can change all the data in it, for example: Delete, add, or duplicate rows Update prices and discounts Update quantities Prerequisites No higher level documents have been created with reference to the purchase order. Procedure 1. From the SAP Business One Main Menu, choose Purchasing - A/P Purchase Order .
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2. Change the required data. 3. Choose Update. More Information Purchase Order
Procedure
Cancelling Purchase Orders
Prerequisites The purchasing process is complete. The purchase order has not yet been drawn (fully or partially) to a higher level purchasing document, such as a goods receipt PO or A/P invoice. Procedure 1. From the SAP Business One Main Menu, choose the relevant purchase order. 2. In the menu bar, choose Result The status of the purchase order changes to Cancelled. The purchase order itself is not deleted. You can still display and duplicate it, but you cannot change it or draw it to a higher level purchasing document. More Information Purchase Order Closing Purchase Orders
Procedure
Purchasing A/P
Purchase Order
, and find
Data
Cancel
Closing Purchase Orders
Prerequisites The purchase order has been partially drawn to a higher level purchasing document. Procedure 1. From the SAP Business One Main Menu, choose find the relevant purchase order. 2. In the menu bar, choose Result Data Cancel Purchasing A/P Purchase Order and
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The status of the purchase order changes to Closed. The purchase order itself is not deleted. You can still display and duplicate it, but you cannot change it or draw it to a higher level purchasing document. More Information Purchase Order Cancelling Purchase Orders
Function
Goods Receipt PO
You create this document when you receive goods from the vendor. When you create a goods receipt PO, SAP Business One receives the goods into the warehouse, updates the quantities, and creates an accounting journal if you manage the perpetual inventory. To access the window, choose
Recommendation
Purchasing A/P
Goods Receipt PO
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Purchasing . Purchasing Documents Post Landed Costs Create a Goods Receipt
PO from a Purchase Order
More Information Creating Purchasing Documents Goods Receipt PO: General Area Purchasing Documents: Contents Tab Goods Receipt PO: Logistics Tab Goods Receipt PO: Accounting Tab Closing Goods Receipt PO
Object
Goods Receipt PO: General Area
Use this area of the goods receipt PO to enter general information relevant to all items in the document. To access the general area, choose Purchasing A/P Goods Receipt PO .
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Note
Note
Goods Receipt PO General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. Vendor Ref. No. Vendor reference number, if available. No. Field on the left: name of the numbering series. Specify a series. Next field: goods receipt PO number. Field on the right: additional goods receipt PO number, if defined. If you choose the manual series, enter the relevant number. Status Status of the goods receipt PO: Open You can draw the document completely or partially to a higher level document. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually, or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Posting Date Specify the posting date. The default value for this field is the current date on which the goods receipt PO is created. If required, change the date.
Caution
Caution
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If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Due Date Specify the date on which you want to receive the items. Document Date Document date of the goods receipt PO used for tax purposes. The default value is the current date. Currency Specify the display currency for the amounts in the goods receipt PO. Buyer Specify the buyer who initiated the goods receipt PO. Owner Specify the employee who owns the goods receipt PO. Total Before Discount Total amount of the goods receipt PO before the discount for the document is calculated.
Note
Note
If the discount has been defined in the item or service row, the amount displayed in this field takes that discount into account. End of the note. Discount % in the field on the left, specify the percentage of the discount for the whole goods receipt PO. The field on the right displays the amount of the discount. Freight This field appears only if Manage Freight in Documents is selected in Initialization Document Settings General . Administration System
You can define freight for the goods receipt PO. To open the Freight Charges window and to view the corresponding freight, click . Rounding This field appears only if the rounding method is defined as By Currency in Initialization Document Settings General . Administration System
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the goods receipt PO calculated according to the tax definitions made. Total Payment Due Total amount of the goods receipt PO including tax, freight, and discounts.
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Folio Number Specify the Folio number for the document. This data is editable.. More Information Goods Receipt PO Document Settings: General Tab
Object
Goods Receipt PO: Logistics Tab
Note
Purchasing A/P
Goods Receipt PO
Logistics
Note
Goods Receipt PO Logistics Tab Fields
Ship to Goods Receipt PO of type Item: address defined for the warehouse linked to the Contents tab. Goods Receipt PO of type Service: company address as defined in Company Details General Pay to Local Language . Administration System Initialization
Vendor default pay-to address as defined in the business partner master data. Language Language defined for the business partner. More Information Goods Receipt PO
Object
Goods Receipt PO: Accounting Tab
This tab contains information regarding the financial aspect of the goods receipt PO.
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Note
Purchasing A/P
Goods Receipt PO
Accounting
Note
Goods Receipt PO Accounting Tab Fields
Journal Remark By default, displays Goods Receipt POs XXX, where XXX is the vendor code. If required, change this content. Payment Terms Payment terms approved by the vendor and defined in the business partner master data. Payment Method Specify the payment method approved by the vendor and defined in the business partner master data.. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. Start From Specify when you initiate the payment: Month End Half Month Month Start +Months... + Days Specify the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project Specify a project name linked to the vendor in the business partner master data. Indicator Indicator linked to the vendor in the business partner master data. Federal Tax ID The company federal tax ID, if defined in the company details: Company Details Accounting Data . Order Number Administration System Initialization
Specify the order number of the chain, when you use the direct distribution method. This number is recorded in the file that you send to the head office of the chain store. More Information Goods Receipt PO
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Procedure
Closing Goods Receipt PO
When you close a goods receipt PO, no adjustment posting is carried out in inventory management. This means that the available stock, which has been increased by the goods receipt PO, will not be reduced again. Therefore, if you need to close a goods receipt PO and have the stock values and quantities updated as well, create a goods return based on the goods receipt PO to be closed.
Note
Note
After you have closed a goods receipt PO, you can no longer base other purchasing documents on that goods receipt PO. End of the note. Prerequisites The goods receipt PO has not yet been copied to an A/P invoice or a goods return. Procedure 1. From the SAP Business One Main Menu, choose select the relevant document. 2. In the menu bar, choose
Note
Purchasing A/P
Goods Receipt PO
and
Data
Close
Note
When a goods receipt PO (either fully or partially drawn) is closed, the amount of Freight posted to the expense account and not drawn into an A/P invoice or a goods return, is cleared. End of the note. More Information Goods Receipt PO
Function
Goods Return
The goods return document is used to return delivered goods to vendors or to reverse a purchasing transaction for an item, for example, a goods receipt PO or an A/P invoice in SAP Business One. Due to legal stipulations you cannot make any changes to or delete these documents. However, to return unwanted or faulty goods, or to correct errors made when entering the above-mentioned documents, you can create a goods return. When you create a goods return, the goods are issued from the warehouse and the quantities are reduced. If your company uses perpetual inventory, SAP Business One automatically creates the relevant posting to update the stock values as well.
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To reverse a purchasing transaction, you must enter a corresponding purchasing document to balance it. The goods return document reverses the quantity and value-based changes either completely or partially. You can create a goods return either based on a goods receipt PO or not. If you choose to do the latter, and run the perpetual inventory by moving average, make sure that the prices of the items in the independent goods return are identical to the prices posted in the respective original purchase transaction. To access the window, choose Prerequisites If no A/P invoice has been created for a specific goods receipt PO, to reverse it, you must create a goods return based on this goods receipt PO. Otherwise you must create an A/P credit memo. For more information, see A/P Credit Memo. More Information Creating Purchasing Documents Goods Return: General Area Purchasing Documents: Contents Tab Goods Return: Logistics Tab Goods Return: Accounting Tab
Object
Purchasing A/P
Goods Return
Goods Return: General Area
Use this area of the goods return to enter general information relevant to all items in the document. To access the window, choose
Note
Purchasing A/P
Goods Return
Note
Goods Return General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. Vendor Ref. No. Vendor reference number, if available. No.
Field on the left: name of the numbering series. Specify a series.
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Field on the right: number of the goods return. If you choose the manual series, enter the relevant number. Status Status of the goods return: Open You can draw the document completely or partially to a higher level document. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually, or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Posting Date Specify the posting date. The default value for this field is the current date on which the goods return is created. If required, change the date.
Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Due Date Expected due date of the items or services. The default date is 30 days after the posting date. To change it, choose a different option in the Payment Terms field, or enter one manually. Document Date Document date of the goods return used for tax purposes. The default value is the current date. Currency Specify the display currency for the amounts in the goods return. Buyer Specify the buyer who initiated the goods return. Owner Specify the employee who owns the goods return. Total Before Discount
Total amount of the goods return before the discount for the document is calculated.
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Note
Note
If the discount has been defined in the item or service row, the amount displayed in this field takes that discount into account. End of the note. Discount % In the field on the left, specify the percentage of the discount for the whole goods return. The field on the right displays the amount of the discount. Freight This field appears only if Manage Freight in Documents is selected in Initialization Document Settings General . Administration System
You can define freight for the goods return. To open the Freight Charges window and to view the corresponding freight, click . Rounding This field appears only if the rounding method is defined as By Currency in Initialization Document Settings General . Administration System
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the goods return calculated according to the tax definitions made. Total Credit Total amount of the goods return including tax, freight charges, and discounts.
Folio Number The Folio number assigned to the document during printing. This field is disabled. If the document is not yet printed this field is empty. More Information Goods Return Document Settings: General Tab
Object
Goods Return: Logistics Tab
This tab displays information regarding the logistics aspect of the goods return.
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Note
Purchasing A/P
Goods Return
Logistics
Note
Goods Return Logistics Tab Fields
Ship to Goods returns of type Item: address defined for the warehouse linked to the Contents tab. Goods returns of type Service: company address as defined in Company Details General Pay to Local Language Administration . System Initialization
Vendor default pay-to address as defined in the business partner master data. Language Language defined for the business partner. More Information Goods Return
Object
Goods Return: Accounting Tab
This tab contains information regarding the financial aspect of goods return. To access the tab, choose
Note
Purchasing A/P
Goods Return
Accounting
Note
Goods Return Accounting Tab Fields
Journal Remark By default, displays Goods Returns XXX, where XXX is the vendor code. Change this content, if required. Payment Terms Payment terms approved by the vendor and defined in the business partner master data. Payment Method
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Specify the payment method approved by the vendor and defined in the business partner master data. Start From Specify when you initiate the payment: Month End Half Month Month Start +Months...+Days Specify the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. BP Project Project name linked to the vendor in the business partner master data. Indicator Indicator linked to the vendor in the business partner master data. This indicator is used as a selection criterion in various reports. If required, choose a different indicator. Federal Tax ID The company federal tax ID, if defined in the company details: Company Details Accounting Data Order Number . Administration System Initialization
Specify the order number of the chain, when you use the direct distribution method. This number is recorded in the file that you send to a head office of the chain store. More Information Goods Return
Procedure
Closing Goods Returns
When you close goods returns, no adjustment posting is carried out in inventory management. This means that the available stock, which has been decreased by the goods returns, will not be increased again. Therefore, if you need to close goods returns and update the stock values and quantities as well, create a goods receipt PO based on the goods returns to be closed.
Note
Note
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You cannot create an A/P credit memo or any other purchasing document based on closed goods returns. End of the note. Prerequisites The goods return has not yet been copied to an A/P credit memo or a goods receipt PO. Procedure 1. To close goods returns, from the SAP Business One Main Menu, choose Return , and open the relevant document. Data Close . Purchasing - A/P Goods

Note
Note
When a goods return is closed (whether fully opened or partially drawn), the amount of the freight charges posted to the Expense Allocation Account and not drawn into an A/P credit memo, is cleared. End of the note. More Information Goods Return
Function
A/P Down Payment Request
An A/P down payment request is a request by your vendor that a down payment be made at a certain time. This document does not generate any accounting or inventory posting, so if you create an A/P down payment request based on a purchase order or a goods receipt PO, the base document is not closed. This allows you to copy the same base document to a higher level purchasing document, such as an A/P invoice or goods receipt PO. To access the window, choose More Information Down Payment Requests Down Payment Process: CZ, HU, PL, SK A/P Down Payment Document: General Area Purchasing Documents: Contents Tab A/P Down Payment Document: Logistics Tab Purchasing A/P A/P Down Payment Request .
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A/P Down Payment Document: Accounting Tab

Object
A/P Down Payment Document: General Area
Use this area of the sales document to enter general information relevant for all items in the document.
Note
Note
A/P Down Payment General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. Vendor Ref. No. Specify the vendor reference number, if available. No. Field on the left: name of the numbering series. Specify a series. Field on the right: number of the A/P down payment document. If you choose the manual series, enter the relevant number. Status Status of the A/P down payment document: Open You can draw the document completely or partially to a higher level document. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Posting Date Specify the posting date of the document. The default value for this field is the current date on which the A/P down payment document is created. If required, change the date.
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Caution
Caution
If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Due Date Expected due date of the items or services. The default date is 30 days after the posting date. To change it, choose a different payment term in the Payment Terms field, or enter a date manually. Document Date Document date of the A/P down payment document used for tax purposes. The default value is the current date. Currency Specify the display currency for the amounts in the A/P down payment document. Buyer Specify the buyer who initiated the sales document. Owner Specify the employee who owns the document. Remarks Enter additional information regarding the document. Total Before Discount Total amount of the document before the discount for the document is calculated. % DPM In the field on the left, enter the down payment as a percentage rate. The field on the right displays the down payment amount. Rounding Appears only if the rounding method defined is defined as By Currency in Initialization Document Settings General . Administration System
The difference between the original amount and the rounded amount appears in this field. WTax Amount Withholding tax amount for the document, calculated according to the withholding tax definitions. Relevant in some localizations only. Tax Tax amount for the A/P down payment document. Total Payment Due Total amount of the document including tax and discounts. Paid/Credited Amount of the A/P down payment invoice cleared by an outgoing payment. Balance Due Open amount of the A/P down payment document. This amount has not been paid or credited yet.
Country-Specific Information: CZ, HU, PL, SK
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Down Payment Opens a list of paid down payment requests for which down payment invoices have not been created yet. Select the appropriate paid down payment request for which you want to create a down payment invoice.
Country-Specific Information: Chile & Mexico
Folio Number Specify the Folio number of the document. This data is editable. More Information A/P Down Payment Request A/P Down Payment Invoice
Object
A/P Down Payment Document: Logistics Tab
This tab contains details regarding the logistics aspects of the A/P down payment documents.
Note
Note
A/P Down Payment Logistics Tab
Ship to A/P down payment documents of type Item: address defined for the warehouse linked to the Contents tab. A/P down payment documents of type Service: company address as defined in Initialization Company Details Pay to General Local Language . Administration System
Vendor default pay-to address as defined in the business partner master data. Language Language defined for the business partner. More Information A/P Down Payment Request A/P Down Payment Invoice
Object
A/P Down Payment Document: Accounting Tab
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This tab contains information regarding the financial aspects of A/P down payment documents.
Note
Note
A/P Down Payment Accounting Tab
Journal Remark By default, displays A/P Down Payment XXX, where XXX is the vendor code. Change this content, if required. Payment Block Blocks the document from being included in the payment wizard run. Max. Cash Discount Calculates the discount in the payment run, even if its due date has already expired. Payment Terms Payment terms approved by the vendor and defined in the business partner master data. Payment Method Specify the payment method approved by the vendor and defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. Installments Specify when you initiate the payment: Month End Half Month Month Start Months +Days Enter the due date for an installment. BP Project Specify a project name linked to the vendor in the business partner master data. Indicator Indicator linked to the vendor in the business partner master data. Federal Tax ID The company federal tax ID as defined in the company details: Company Details Accounting Data . Order Number Administration System Initialization
Specify the order number of a chain. This number is recorded in the file that you send to the head office of the chain store. Relevant in some localizations only.
Country-Specific Fields: US
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Form 1099 Specify a 1099 form. Box 1099 Specify a 1099 box.
Deferred Tax Relates the A/P down payment invoice to the deferred tax system. The selection of the check box depends on the definitions in the business partner master data.
Country-Specific Fields: CZ, HU, PL, SK
VAT Date Date of rising VAT obligation. The field value is one of the main selection criteria for the VAT report. The content of this field can be modified after the document has been created. More Information A/P Down Payment Request A/P Down Payment Invoice
Function
A/P Down Payment Invoice
When your vendor sends you an invoice for a down payment, you enter it in SAP Business One as an A/P down payment invoice. The posting created by this document does not affect inventory values, and is relevant only for the accounting system. Just like regular A/P invoices, you can create this document based on a purchase order or a goods receipt PO. In some localizations, you can create this document based on a paid down payment request. For more information, see the relevant process/procedure descriptions. To access the window, choose More Information Down Payment Invoices Down Payment Process: CZ, HU, PL, SK A/P Down Payment Document: General Area Purchasing Documents: Contents Tab A/P Down Payment Document: Logistics Tab A/P Down Payment Document: Accounting Tab Purchasing A/P A/P Down Payment Invoice .
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Function
A/P Invoice
The A/P invoice is a request for payment. It also records the cost in the profit and loss statement. To access the window, choose Purchasing A/P A/P Invoice .
You can create an A/P invoice from multiple purchase orders and goods receipt POs. You cannot change it since it is the legal accounting document that generates entries in the general ledger. When you receive an A/P invoice, SAP Business One posts the related accounts for the vendor in the accounting system. If no delivery for a purchase order precedes the A/P invoice, and if you are purchasing items managed in the warehouse, the stocks are increased when the you post the invoice. SAP Business One enables you to create an A/P invoice with a zero amount for when you receive no-charge items, for example, items that are part of a promotion or under the coverage of a service contract. Relevant in some localizations only: If your company does not manage a perpetual inventory system, the A/P invoice is posted to the appropriate expense account: domestic, foreign, or EU.
Example
Example
If the company is Danish and the Federal Tax ID of the business partner is also Danish, the invoice is domestic, so the system posts the invoice to the domestic expense account. If the Federal Tax ID does not start with DK (or is empty) and the billing address country of the business partner is an EU country, the system posts the invoice to the EU expense account. If the Federal Tax ID does not start with DK (or is empty) and the billing address is not EU, the system posts the invoice to the Non-EU expense account. End of the example.
When you create an invoice with a zero amount, note that you must charge VAT on free goods and that the customer has to pay the VAT. More Information Creating Purchasing Documents A/P Invoice: General Area A/P Document: Contents Tab A/P Invoice: Logistics Tab A/P Invoice: Accounting Tab
Object
A/P Invoice: General Area
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Use this part of the A/P invoice to enter general information relevant to all items in the document. To access the general area, choose
Note
Purchasing A/P
A/P Invoice
Note
A/P Invoice General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data; editable value. Vendor Ref. No. Specify the vendor reference number, if available. No. Field on the left: name of the numbering series. Specify a series. Field on the right: number of the A/P invoice. Status Status of the A/P invoice: Open You can draw the document completely or partially to a higher level document. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually, or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Posting Date Specify the posting date. Due Date The date by which the vendor should be paid. This date is calculated according to the Payment Term defined for the vendor, or the one specified in the Accounting tab of the document. You can change this value manually, or by
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choosing a different option in the Payment Terms field. Document Date Date of the document for tax reporting purposes. By default, it is the same as the Posting Date. You can change it manually, if required. Currency Specify the display currency for the amounts in the A/P invoice. Buyer Specify the buyer who initiated the A/P invoice. Owner Specify the employee who owns the A/P invoice. Remarks Enter additional information regarding the document. Total Before Discount Total amount of the A/P invoice before the discount for the document is calculated. If the discount has been defined in the item or service row, the amount displayed in this field takes that discount into account. % Discount In the field on the left, specify the percentage of the discount for the whole A/P invoice. The field on the right displays the amount of the discount. Total Down Payment Amount drawn from the paid down payment invoices or down payment requests. This amount is subtracted from the total amount of the invoice. Choose the amount displayed in this field. to open the Down Payment to Draw window, which displays the details of Freight This field appears if Manage Freight in Documents is selected in Document Settings General Administration System Initialization
. You can define freight for the A/P invoice. To open the Freight .
Charges window and to view the corresponding freight, click Rounding
This field appears if the rounding method is defined as By Currency in Initialization Document Settings General .
Administration
System
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the A/P invoice calculated according to the tax definitions made. WT Amount Amount of the withholding tax involved in the A/P invoice, if defined. Total Payment Due Total amount of the A/P invoice including tax, freight, and discounts. Paid/Credited Amount paid or credited by an outgoing payment or A/P invoice.
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Balance Due Open amount of the A/P invoice. This amount has not been paid or credited yet. Copy From A list of base documents from which to create a target document. Copy To Choose the target document to be created based on the current one. The Copy To function allows you to copy only one document to the target document.
Payment Ref. No Belgium: Additional key for the A/P invoice, which you use later to match a payment with the A/P invoice. There is no validation on the field.
Country-Specific Field: Mexico
Folio Number Specify the Folio number for the document. More Information A/P Invoice
Object
A/P Invoice: Logistics Tab
This tab displays information regarding the logistics aspect of an A/P invoice. To access the tab, choose
Note
Purchasing A/P
A/P Invoice
Logistics
Note
A/P Invoice Logistics Tab Fields
Ship to A/P invoices of type Item: address defined for the warehouse linked to the Contents tab. A/P invoices of type Service: company address as defined in Company Details General Local Language . Pay to Administration System Initialization
Vendor default pay-to address as defined in the business partner master data. If required, choose a different address.
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Language Language defined for the business partner. More Information A/P Invoice
Object
A/P Invoice: Accounting Tab
This tab contains information regarding the financial aspects of the A/P invoice. To access the tab, choose
Note
Purchasing A/P
A/P Invoice
Accounting
Note
A/P Invoice Accounting Tab Fields
Journal Remark By default, displays A/P Invoice XXX, where XXX is the vendor code. Change this content, if required. Payment Block Blocks the document from being included in the payment wizard run. Max. Cash Discount Calculates the discount in the payment run, even if its due date has already expired. Payment Terms Payment terms approved by the vendor and defined in the business partner master data. Payment Method Specify the payment method approved by the vendor and defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. Installments Specify when you initiate the payment: Month End Half Month Month Start +Months...+Days Specify the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period
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can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. BP Project Specify a project name linked to the vendor in the business partner master data. Indicator Indicator linked to the vendor in the business partner master data. Federal Tax ID The company federal tax ID as defined in the company details: Company Details Accounting Data . Order Number Administration System Initialization
Specify the order number of the chain, when you use the direct distribution method. This number is recorded in the file that you send to the head office of the chain store.
CountrySpecific Fields: Mexico
Deferred Tax Relates the A/P Invoice to the deferred tax system. The selection of the check box depends on the definitions in the business partner master data.
VAT Date Date of rising VAT obligation. The field value is one of the main selection criteria for the VAT report. The content of this field can be modified after the document has been created. More Information A/P Invoice
Procedure
Creating Self Invoices: Italy and Spain
The following procedure describes how to create self invoices. Prerequisites You have made the following definitions: From the SAP Business One Main Menu, choose Tax Define Tax Groups Administration Definitions Financials
. Only a VAT group of the acquisition type should be used for self invoices. Administration System Initialization Document
From the SAP Business One Main Menu, choose Numbering Procedure
. Only a special numbering series should be used when you create self invoices.
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1. From the SAP Business One Main Menu, choose the required business partner.
Purchasing - A/P
A/P Invoice
and select
2. Enter all relevant details for the document. Ensure that you select the tax group defined for the self invoice. 3. To create the A/P invoice, choose Add. 4. Before you print the self invoice, set the proper layout template. Result The journal entry created by the self invoice contains two lines for VAT. The VAT amount appears in both rows but on different sides (one on credit, one on debit). When you generate a tax report, if they are included in the selection criteria, self A/P invoices are displayed in the output section of the report. If they are included in the selection criteria of the report and if they were paid (fully or partially), self A/R invoices are displayed in the input section of the report. In this case, the date related to the invoice is the posting date of the first payment based on the invoice. Therefore, you should consider the posting date of the payment when you define a date range for the tax report.
Note
Note
The tax report displays the original amount of the self A/P invoices, regardless of the payment. End of the note.
Object
A/P Correction Invoice: CZ, HU, PL, SK
The A/P correction invoice is a document issued by the vendor. For legal reasons, an A/P correction invoice must be issued if one of the following applies: Rebates and discounts were given after the original invoice was issued. Goods were returned to the seller. Prices of goods and services were changed after the original invoice was issued . There was a mistake in price, tax rate, tax amount, net value, gross value, quantity or unit of measure in an invoice item.
An A/P correction invoice usually refers to an A/P invoice or another A/P correction invoice. However, SAP Business One allows you to enter correction invoices without any reference to preceding documents. This situation may occur if the original document has not been added in SAP Business One, for example, it was not transferred from an old system. When you post an A/P correction invoice, SAP Business One automatically performs all relevant posting in financial accounting and in inventory, for example, stock quantity or moving average price. A/P correction invoices are also displayed separately in the Banking module. You can pay the particular documents
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directly. If there are several correction invoices (one correcting the other) all of these are displayed together with all invoices related to the business partner. The payment process is the same as for A/P invoices. More Information Creating A/P Correction Invoices: CZ, HU, PL, SK A/P Correction Invoice: General Area CZ, HU, PL, SK A/P Correction Invoice: Contents Tab CZ, HU, PL, SK A/P Correction Invoice Example CZ, HU, PL, SK A/P Correction Invoice Reversal CZ, HU, PL, SK
Procedure
Creating A/P Correction Invoices: CZ, HU, PL, SK
Procedure To create an A/P correction invoice with reference to a base document, proceed as follows: 1. From the SAP Business One Main Menu, choose 2. Specify the vendor. 3. Choose Copy From and select the base document you want to reference. SAP Business One copies the base document data into the A/P correction invoice. 4. Correct the relevant data (quantity, price, tax group, and so on) in the SHOULD BE section. 5. Choose Add. Result SAP Business One performs all relevant posting to: Business Partners Business Partner Reconciliation Account Tax Account Clearing Account Stock Account Price Differences Account Warehouse SAP Business One automatically calculates, compares to the base document, and posts only the differences. More Information Purchasing A/P A/P Correction Invoice .
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A/P Correction Invoice: CZ, HU, PL, SK A/P Correction Invoice: General Area CZ, HU, PL, SK A/P Correction Invoice: Contents Tab CZ, HU, PL, SK A/P Correction Invoice - Example
Object
A/P Correction Invoice: General Area CZ, HU, PL, SK
Use this area to enter general information relevant to all items in the document. To access the general area, choose
Note
Purchasing A/P
A/P Correction Invoice.
Note
A/P Correction Invoice General Area Fields
Contact Person Name of the default contact person, as defined in the business partner master data; editable value. No. Field on the left: name of the numbering series. Specify a series. Next field: A/P correction invoice number, which is assigned automatically. Status Status of the A/P correction invoice. Posting Date Specify the posting date. The default value for this field is the current date on which the purchase order is created. If required, change the date. Due Date Date for paying the vendor, as defined in the vendor payment terms in the business partner master data. If required, change the date. Document Date The default value is the current date. If required, change the date. Remarks Enter additional information regarding the document, which will also be printed on the document. When you create the document with reference to an existing document, the system automatically enters a remark to indicate this in the field. You can change or delete this remark.
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Payment Terms Payment terms defined in the business partner master data. Total Before Discount Total amount of the A/P correction invoice before the discount for the document is calculated.
Note
Note
If the discount has been defined in the item or service row, the amount displayed in this field takes that discount into account. End of the note. Discount % In the field on the left, specify the percentage of the discount for the whole purchase order. The field on the right displays the amount of the discount. Tax Tax amount for the A/P correction invoice calculated according to the tax definitions made. Total Payment Due Total amount to be paid. Balance Due Total amount that is outstanding. Buyer Specify the buyer who initiated the A/P correction invoice. Owner Specify the buyer who initiated the A/P correction invoice. More Information A/P Correction Invoice: CZ, HU, PL, SK A/P Correction Invoice: Contents Tab CZ, HU, PL, SK Creating A/P Correction Invoices: CZ, HU, PL, SK
Object
A/P Correction Invoice: Contents Tab CZ, HU, PL, SK
Use this tab to enter item or service data that you want to amend with the A/P correction invoice.
Note
Note
A/P Correction Invoice Contents Tab Fields
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Item/Service Type Choose one of the following options: Item to create a purchasing document for items defined in the Inventory module. Service to create a purchasing document for a service that has not been defined as an item in SAP Business One, such as a one-time consultation The table view on this tab is different for each option. Summary Type No Summary Default value By Documents Summarizes rows with the same base documents into one row that displays the base document number and reference. Items appearing in the table more than once, and having the same price and description, are summarized to one row. This option is available only for documents of type Item and for when you copy rows from base documents. By Items Summarizes several item rows with the same item into one row. These item rows must have the same parameters (for example, price, description, and warehouse). This option is available only for documents of the type Item.
Section WAS
Item No. Item number from the base document; mandatory field. You can modify this field only if you do not refer to a base document. Item Description Item description from the base document; mandatory field. You can modify this field only if you do not refer to a base document. Quantity Quantity from the base document; mandatory field. You can modify this field only if you do not refer to a base document. Unit Price Price from the base document; mandatory field. You can modify this field only if you do not refer to a base document. Discount % Discount from the base document; mandatory field. You can modify this field only if you do not refer to a base document. Tax Code Default tax group code from the base document; mandatory field. You can modify this field only if you do not refer to a base document. Total (LC) Total for an item in the local currency; mandatory field. You can modify this field only if you do not refer to a base document.
Section SHOULD BE
Item No. Item number from the base document. You cannot modify this field.
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Quantity Quantity from the base document; editable value. Unit Price Price from the base document; editable value. Discount % Discount from the base document; editable value. Tax Code Default tax group code from the base document. Total (LC) Total for an item in the local currency. More Information A/P Correction Invoice: CZ, HU, PL, SK A/P Correction Invoice: General Area CZ, HU, PL, SK Creating A/P Correction Invoices: CZ, HU, PL, SK
Example
A/P Correction Invoice: CZ, HU, PL, SK
Prerequisites Vendor: VEND-1 Vendor Control Account: 202 Inventory System: Moving Average VAT 22% Account: 225-01 VAT 7% Account: 225-02 Materials Code MAT-1 MAT-2 MAT-3 WH 01 01 03 Stock Account 311 311 601 GR/IR Clearing Account 301 301 305 Actual Price 120 100 200 Actual Stock 100 50 150
Correction Invoice - Section WAS Material MAT-1 MAT-2 MAT-3 Qty 10 20 20 Price 130 110 220 Net Value 1300 2200 4400 % VAT 22 22 7 VAT 286 484 308
Correction Invoice - Section SHOULD BE
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Material MAT-1 MAT-2 MAT-3 Result
Qty 10 20 20
Price 140 120 200
Net Value 1400 2400 4000
% VAT 22 22 7
VAT 308 528 280
The example represents a minus type A/P correction invoice, as section WAS is greater than section SHOULD BE. The system treats each item separately. Journal Entries Account VEND-1 202 225-01 225-02 311 601 Debit Credit -62 -62 66 -28 300 -400
Material Changes The material quantity remains unchanged because there is no quantity change on the document. The stock prices are modified as follows (new prices): MAT-1: (120*100+100)/100 = 121 MAT-2: (100*50+200)/50 = 104 MAT-3: (200*150-400)/150 = 197,33
Note
Note
Differences in amounts may occur due to rounding differences resulting from different legislation requirements. End of the note. More Information A/P Correction Invoice: CZ, HU, PL, SK
Object
A/P Correction Invoice Reversal: CZ, HU, PL, SK
An A/P correction invoice is a cancelling document for an A/P correction invoice which always serves as a base document. SAP Business One automatically performs all relevant posting in financial accounting, and records changes in inventory, such as stock quantity or moving average price.
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You cannot reverse an A/P correction invoice that has already been paid. In such a case, you create a new A/P correction invoice. If an A/P correction invoice reversal has been created, its base document is not displayed in the Banking module. You can create another correction invoice to the pre-reversed A/P correction invoice. For more information, see A/P Correction Invoice - Creation Procedure.
Object
A/P Tax Invoice: CZ, HU, PL, RU, SK
The A/P tax invoice is a document issued by your vendor and registered in the purchase ledger.
For general information about tax invoices (their common use and structure) and existing types of tax invoices, see A/P and A/R Tax Invoice - General Information. A/P tax invoices are always registered in the purchase ledger, according to the On Payment taxation method. This means that as payments are received, the tax invoices and appropriate VAT amounts on its base documents are reported. For more information and examples about the process of A/P Tax Invoice registration within the purchase ledger, see Sales and Purchase Ledger Reports - Creation Procedure: RU.
Function
A/P Credit Memo
When you create a delivery for a purchase order or an A/P invoice in SAP Business One, legal stipulations prevent you from making any changes or deleting these documents. You may, however, want to return the goods to the vendor for a variety of reasons, or you may find that you have made a mistake while creating the documents. The A/P credit memo is the clearing document for the A/P invoice. Therefore, if the vendor has delivered goods and you have already created an A/P invoice, you can reverse the transaction either partially or completely by creating an A/P credit memo. You create the A/P credit memo based on the A/P invoice to establish a link between the two transactions in SAP Business One. However, it is also possible to create an A/P credit memo without having a base document. SAP Business One enables you to create an A/P credit memo with a zero amount. You can do this when you clear A/P invoices for no-charge items, such as items that are part of a promotion or covered by a service contract. You correct both the quantities and the values with the credit memo. SAP Business One reduces the stock of the credited items by the quantity specified in the credit memo, posts the value of the credit memo to the vendor account in the accounting system, and reduces the expense account by the same amount.
Note
Note
You can post to an expense account only when the item is not an inventory item or the company is not a perpetual inventory company.
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End of the note.

Note
Note
If you have returned goods to a vendor, and received only a goods returns document, enter it into SAP Business One. When the A/P credit memo is received from the vendor, create it in SAP Business One using the goods returns as a base document. That way, the A/P credit memo updates the financial values only, while quantities and stock values are updated by the goods returns document. When you create an A/P credit memo for service, there is no significance to goods returns, since only the financial values are updated. End of the note. To access the window, choose
Purchasing A/P
A/P Credit Memo
Country-Specific Information: Russia
Due to legal requirements, you must use only credit memos to completely reverse invoices. When you do so, you must modify or cancel the relevant tax invoices accordingly. For more information, see A/P and A/R Tax Invoice - General Information. More Information Creating Purchasing Documents A/P Credit Memo: General Area Purchasing Document: Contents Tab A/P Credit Memo: Logistics Tab A/P Credit Memo: Accounting Tab
Object
A/P Credit Memo: General Area
Use this part of the A/P credit memo to enter general information relevant to all items in the document. To access the general area , choose Purchasing A/P A/P Credit Memo .
Note
Note
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End of the note.

A/P Credit Memo General Area Fields
Contact Person Name of the default contact person as defined in the business partner master data. Vendor Ref. No. Specify the vendor reference number, if available. No. Field on the left: name of the numbering series. Specify a series. Field on the right: A/P credit memo number. If you choose the manual series, enter a relevant number. Status Statuses of the A/P credit memo: Open You can draw the document completely or partially to a higher level document. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. A no-charge A/P credit memo is closed automatically once you add the document. Posting Date Specify the posting date. The default value for this field is the current date on which the A/P credit memo is created. If required, change the date. If you change this date, the continuity of the numbers and dates on a document will be interrupted. Due Date Expected due date of the items or services. Document Date Document date of the A/P credit memo used for tax purposes. The default value is the current date. Currency Specify the display currency for the amounts in the A/P credit memo.
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Buyer Specify the buyer who initiated the A/P credit memo. Owner Specify the employee who owns the A/P credit memo. Remarks Enter additional information regarding the document. Total Before Discount Total amount of the A/P credit memo before the discount for the document is calculated. If the discount has been defined in the item or service row, the amount displayed in this field takes that discount into account. % Discount In the field on the left, enter the percentage of the discount for the whole credit memo. The field on the right displays the amount of the discount. When the A/P credit memo is based on an A/P invoice with the discount on a document level, the discount is not copied to the rows. Total Down Payment Amount drawn from paid down payment invoices or down payment requests. Freight This field appears if Manage Freight in Documents is selected in Document Settings General . Administration System Initialization
You can define freight for the A/P credit memo. To open the Freight Charges window and to view the corresponding freight charges, click . Rounding This field appears if the rounding method is defined as By Currency in Initialization Document Settings General . Administration System
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field. Tax Tax amount for the A/P credit memo calculated according to the tax definitions made. WT Amount Amount of withholding tax involved in the A/P invoice, if defined. Total Credit Total amount of the document including tax, freight and discounts. Applied Amount The actual amount that was copied from the base document to the A/P Credit Memo: If the amount copied from the base document is smaller than or equals to the Balance Due amount at the base document, this is the amount that is displayed in both Total Credit and Applied Amount fields. If the amount copied from the base document is bigger than the balance due of the base document (this can be
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the case if for example the base document is an A/P Invoice that was partially paid, and the A/P Credit Memo that is now being created is initiated due to returning of goods with value larger than the balance due of the A/P Invoice), the value displayed in the Applied Amount field is smaller than the Total Credit of the A/P Credit Memo. The difference between the Applied Amount and the Total Credit is displayed in the Open Balance field. Credit Balance Open amount of the document.
Payment Ref. No Additional key for the A/P credit memo, which you use later to match a payment with the A/P credit memo. There is no validation on the field.
Country-Specific Field: Chile & Mexico
Folio Number Specify the Folio number for the document. More Information A/P Credit Memo
Object
A/P Credit Memo: Logistics Tab
This tab contains details regarding the logistics aspects of the A/P credit memo. To access the tab, choose
Note
Purchasing A/P
A/P Credit Memo
Logistics
Note
A/P Credit Memo Logistics Tab
Ship to A/P credit memos of type Item: address defined for the warehouse linked to the Contents tab. A/P credit memos of type Service: company address as defined in Company Details General Local Language Pay To . Administration System Initialization
Vendor default pay-to address as defined in the business partner master data. If required, select a different address. Language
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Language defined for the business partner. More Information A/P Credit Memo
Object
A/P Credit Memo: Accounting Tab
This tab contains information regarding the financial aspects of the A/P credit memo. To access the tab, choose
Note
Purchasing A/P
A/P Credit Memo
Accounting
Note
A/P Credit Memo Accounting Tab Fields
Journal Remark By default, displays A/P Credit Memos XXX, where XXX is the vendor code. Change this content, if required. Payment Block Blocks the document from being included in a payment wizard run. Max. Cash Discount Calculates the discount in the payment run, even if its due date has already expired. Payment Terms Payment terms approved by the vendor and defined in the business partner master data. Payment Method Specify the payment method approved by the vendor and defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. Start From Specify when you initiate the payment: Month End Half Month Month Start +Months...+Days Specify the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period.
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BP Project Specify a project name linked to the vendor in the business partner master data. Indicator The indicator linked to the vendor in the business partner master data. Federal Tax ID The company federal tax ID as defined in the company details: Company Details Accounting Data . Order Number Administration System Initialization
Specify the order number of the chain, when you use the direct distribution method. This number is recorded in the file that you send to the head office of the chain store.
Country-Specific Fields: Spain, Italy, France, Mexico
Deferred Tax Relates the A/P credit memo to the deferred tax system.
VAT Date Date of rising VAT obligation. The field value is one of the main selection criteria for the VAT report. The content of this field can be modified after the document has been created. More Information A/P Credit Memo
Function
A/P Debit Memo: Mexico
An A/P debit memo behaves in the same manner as the A/P credit memo, with the exception of separate numbering series. Therefore, use it whenever you have to cancel an A/P invoice or document a credit memo received from a vendor. More Information A/P Credit Memo
Function
A/P Reserve Invoice
A/P reserve invoices enable you to create relevant posting in the accounting system only and do not affect inventory and stock values. You use A/P reserve invoices to document an A/P invoice you receive from a vendor before goods arrive. After you receive the goods, you create a goods receipt PO based on the A/P reserve invoice to update inventory quantities and stock values.
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SAP Business One enables you to create an A/P reserve invoice with a zero amount before you receive no-charge items, for example, items which are part of a promotion or under the coverage of a service contract. The A/P reserve invoice is relevant for items only and is not available for services. You close an A/P reserve invoice by creating an outgoing payment.
Note
Note
Before you begin working with A/P reserve invoices, consult with your accountant. End of the note. To access the window, choose
Purchasing A/P
A/P Reserve Invoice
When you create an invoice with a zero amount, note that you must charge VAT on free goods and that the customer has to pay the VAT. More Information Creating Purchasing Documents A/P Reserve Invoice: General Area Purchasing Documents: Contents Tab A/P Reserve Invoice: Accounting Tab A/P Reserve Invoice: Logistics Tab
Object
A/P Reserve Invoice: General Area
Use this part of the A/P reserve invoice to enter general information relevant to all items in the document. To access the area, choose
Note
Purchasing A/P
A/P Reserve Invoice
Note
A/P Reserve Invoice General Area Fields
Name Full name of the vendor after you have entered the vendor code.
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Contact Person Name of the default contact person as defined in the business partner master data. Vendor Ref. No. Specify the vendor reference number, if available. No. Field on the left: name of the numbering series. Specify a series. Field on the right: number of the A/P reserve invoice. If you choose the manual series, enter the relevant number. Status Status of the A/P reserve invoice: Open You can draw the document completely or partially to a higher level document. Open Printed You printed the document and left it open. Cancelled You cancelled the document manually. Closed You closed the document manually, or SAP Business One closed it automatically when you drew it to another document. Draft The document is still a draft. Delivered The document was fully copied into Goods Receipt PO, but not yet fully paid. Paid The document was fully paid but not yet fully delivered.
Note
Note
A no-charge A/P reserve invoice is closed automatically, once you add the document. End of the note. Posting Date Specify the posting date. The default value is the current date on which the A/P reserve invoice is created. If required, change the date.
Caution
Caution
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If you change this date, the continuity of the numbers and dates on a document will be interrupted. End of the caution. Due Date Expected due date of the items or services. The default date is 30 days after the posting date. To change it, select a different option in the Payment Terms field, or enter one manually. Document Date Document date of the A/P reserve invoice used for the tax purposes. The default value is the current date. Currency Specify the display currency for the amounts in the A/P reserve invoice. Buyer Specify the employee who initiated the A/P reserve invoice. Owner Specify the employee who owns the A/P reserve invoice. Remarks Enter additional information regarding the A/P reserve invoice. If required, you can edit the field content even after the A/P reserve invoice has been created. Total Before Discount Total amount of the A/P reserve invoice before the discount for the document is calculated.
Note
Note
If a discount is defined in the row containing the item or service row, the amount displayed in this field takes that discount into account. End of the note. Discount % In the field on the left, specify the percentage of the discount for the whole reserve invoice. The field on the right displays the amount of the discount. Freight The field appears only if Manage Freight in Documents is selected in Initialization Document Settings General . Administration System
You can define freight for the A/P reserve invoice. To open the Freight Charges window and to view the corresponding freight, click . Rounding This field appears only if the rounding method is defined as By Currency in Initialization Document Settings General . Administration System
When the total amount of the document is rounded according to the rounding method determined by the currency, the difference between the original amount and the rounded amount appears in this field.
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Tax Tax amount for the A/P reserve invoice calculated according to the tax definitions made. WTax Amount Amount of the withholding tax included in the document, if defined. Total Payment Due Total amount of the A/P reserve invoice including tax, freight, and discounts. Paid/Credited Amount paid or credited by an outgoing payment or A/P reserve invoice. Balance Due Open amount of the A/P reserve invoice. This amount has not been paid or credited yet.
Payment Ref. No Additional key for the A/P reserve invoice, which you use later to match a payment with the A/P reserve invoice. There is no validation on the field.
Folio Number Specify the Folio number for the document. More Information A/P Reserve Invoice
Object
A/P Reserve Invoice: Logistics Tab
Use this tab to enter information regarding the logistics aspects of the A/P reserve invoice. To access the tab, choose
Note
Purchasing A/P
A/P Reserve Invoice
Logistics
Note
A/P Reserve Invoice Logistics Tab Fields
Ship to
A/P reserve invoices of type Item: address defined for the warehouse linked to the Contents tab. A/P reserve invoices of type Service: company address as defined in Administration System
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Initialization
Company Details Pay to
General
Local Language
Vendor default pay-to address as defined in the business partner master data. Language Language defined for the business partner in the business partner master data. More Information A/P Reserve Invoice
Object
A/P Reserve Invoice: Accounting Tab
Use this tab to specify information regarding the financial aspects of the A/P reserve invoice. To access the tab, choose
Note
Purchasing A/P
A/P Reserve Invoice
Accounting
Note
A/P Reserve Invoice Accounting Tab Fields
Journal Remark By default, displays A/P Reserve Invoices XXX, where XXX is the vendor code. If required, change this content. Payment Block Blocks the A/P reserve invoice from being included in the payment wizard run. Max. Cash Discount Calculates the discount in the payment run, even if its due date has already expired. Payment Terms Payment terms approved by the vendor and defined in the business partner master data. Payment Method Specify the payment method approved by the vendor and defined in the business partner master data. Central Bank Ind. Specify a central bank indicator for documents created for foreign business partners. Installments Specify when you initiate the payment: Month End Half Month Month Start
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+Months...+Days Specify the due date for an installment. The calculation is based on the date of the order and the values specified in the payment terms. The payment period can be given for the current month or for several months in the future, as well as for the number of days you specify in the last month of the period. Net Procedure Includes the cash discount in the total calculation of the document. BP Project Specify a project name linked to the vendor in the business partner master data. Indicator Indicator linked to the vendor in the business partner master data. Federal Tax ID The company federal tax ID as defined in the company details: Company Details Accounting Data Order Number . Administration System Initialization
Specify the order number of the chain, when you use the direct distribution method. This number is recorded in the file that you send to the head office of the chain store. More Information A/P Reserve Invoice
Function
Landed Costs
The Landed Costs function enables companies that import goods to calculate their costs by allocating customs, transport and insurance fees, taxes, and other landed costs to the original price of the imported items. To access the window, choose Purchasing A/P Landed Costs .
For more information regarding the import process in SAP Business One, see Landed Costs: The Import Process. More Information Landed Costs: General Area Landed Costs: Items Tab Landed Costs: Costs Tab Landed Costs: Vendors Tab Landed Costs: Details Tab Landed Costs: General Tab
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Changing, Closing, and Cancelling Landed Costs

Object
Landed Costs: General Area
Use this area to enter general information relevant to all parts of the document and to the import procedure. To access the area, choose
Note
Purchasing A/P
Landed Costs
Note
Landed Costs General Area Fields
Vendor Field on the left: vendor code Field on the right: vendor name. Specify the vendor code or the vendor name. The remaining field is filled automatically.
Note
Note
If you create one landed costs document when you import goods from several vendors, the field on the left displays the string '********' and the field on the right displays Different Vendors. For example, in consolidation purchasing a single container is used for importing goods from several vendors to decrease import costs. End of the note. You can view the vendors selected for the document on the Vendors tab. Broker Field on the left: broker code Field on the right: broker name. Specify the code or the name of the broker hired to assist with the import and customs procedures. The remaining field is filled automatically.
Note
Note
You define brokers as other regular vendors in the business partner master data. End of the note. Currency Currency of the vendor used in the document. If the vendor uses a currency that differs from yours, you can change
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the currency in the document. Closed Document Select when you finish processing a landed costs document and, if required, clear it as long as the journal entry for the documents landed costs has not been created. As a rule, SAP Business One selects the check box automatically, once a journal entry for the documents landed costs is created. In that case, it cannot be cleared again. Number Sequential number automatically assigned by SAP Business One according to the definition in the system initialization (see Series Administration System Initialization Document Numbering .
Specify a numbering series. Posting Date Specify the posting date. The default value is the current date on which the landed costs document is created. If required, change the date. Due Date Specify the due date for the document. The default value is the date on which the landed costs document is created. If required, change the date. Reference Additional reference number for the document, if defined. File No. Number of the landed costs document, as provided by your broker. Copy From A list of base documents from which to create a target document. More Information Landed Costs Landed Costs: The Import Process Document Numbering - Setup
Object
Landed Costs: Items Tab
Use this tab to display the data regarding the imported goods as copied from goods receipt PO documents. To access the tab, choose
Note
Purchasing A/P
Landed Costs
Items
Note
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Landed Costs Items Tab Fields
Item No. Item numbers of the imported items, as displayed in the selected goods receipt PO documents.. Qty Imported quantities of the items in the selected goods receipt PO documents. Base Doc. Price Unit price that appears in the Item row of the goods receipt PO documents.
Note
Note
If a discount was given in the goods receipt PO document, SAP Business One calculates the FOB Price as the row price minus the discount amount. This price reflects the net vendor price, excluding import costs. End of the note. Base Doc. Value Total price that appears in the Item row of the goods receipt PO documents.
Note
Note
If a discount was given in the goods receipt PO document, SAP Business One calculates the FOB Price as the row price minus the discount amount. This price reflects the net vendor price, excluding import costs. End of the note. Proj. Cust. Projected customs. It is calculated by multiplying the FOB price by the customs rate defined for each item and according to the linked customs group. You can change the value, if the value calculated in this field is not the actual amount you are required to pay. Expenditure Expenses for each item unit as calculated in the current document. According to the landed costs allocation, this value is the weighted ratio of each item, without the overall costs calculated in the document. Whse Price The price of the imported item in your warehouse, calculated as follows: FOB Price + Projected Customs + Expenses = Price at Warehouse Total Value calculated by multiplying the price in the warehouse by the imported quantity. Warehouse Warehouse in which the imported item is located. Release No. Release number for customs purposes. Var. Costs Variable costs related to the item, for example XXX. Const. Costs Fixed costs related to the item, for example XXX.
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Customs Expected calculated customs for the item. Projected Customs Total expected customs for the items in the current document. Actual Customs Specify the actual customs amount. If the data in SAP Business One is accurate, this amount equals the value in the Expected Customs field. If the amounts are different, SAP Business One displays a window with an option to divide different amounts equally. Total Freight Charges Total expenses amount of the current document. Amount to Balance The difference between the Total Expenses amount and the total amount recorded on the Costs tab. This difference may result from manually allocating costs for certain items, or from automatic rounding done by SAP Business One during cost allocation calculations. Remarks Displays the reference numbers or the vendor numbers for the goods receipt PO used in the landed costs document, and depends on the default settings made. You can change the remarks, if required. Before Tax Total amount excluding tax. Tax 1 Enter the tax amount relevant for the imported items. Tax 2 Enter the tax amount relevant for the landed costs. Total Displays the overall amount of the document (before Tax+Tax 1+Tax 2). More Information Landed Costs Landed Costs: The Import Process
Object
Landed Costs: Costs Tab
Use this tab to allocate landed costs to the various items according to specific criteria, for example volume, weight, or quantity.
Note
Note
To ensure that landed costs are allocated correctly, each Item Master Data record of imported items should contain the item's volume, weight and customs group. End of the note. The tab consists of two subtabs: Fixed Costs and Variable Costs. If your company manages a perpetual inventory system, the Variable Costs subtab is disabled.
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Note
Purchasing A/P
Landed Costs
Costs
Note
Fixed Costs Subtab Fields
Landed Costs Landed costs name, as defined in the Landed Costs Setup window. Allocation By Allocation method defined in the Landed Costs Setup window for each landed cost. Amount Specify in either the foreign currency, or the national currency, the expenses earned for this import. Change the entry in the landed costs general area. Factor Percentage rate of each landed cost out of the total FOB costs of the shipment. This factor can help you determine the shipment efficiency in comparison to other shipments or certain standards. Recalculate Recalculates the landed cost amounts, if you have updated any data in the table. Clear Table Resets all landed cost amounts recorded in the table and changes the allocation methods back to their default values as defined in the Landed Costs Setup window. New Landed Costs Opens the Landed Costs Setup window. If required, use this window to define additional landed costs while you process the document. More Information Landed Costs: The Import Process Landed Costs - Setup
Object
Landed Costs: Vendors Tab
This tab displays all the vendors selected for the current landed costs document. To access the tab, choose Purchasing A/P Landed Costs Vendors .
Note
Note
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End of the note.

Landed Costs Vendors Tab Fields
Vendor Code Codes of the vendors related to the landed costs document. To delete vendors from the document, select a row. From the menu bar, choose Data Delete Row . Vendor Name
Names of the vendors related to the landed costs document. To delete vendors from the document, select a row. From the menu bar, choose More Information Landed Costs Landed Costs: The Import Process
Object
Data
Delete Row
Landed Costs: Details Tab
Use this tab to find further information about the landed costs rows. To access the tab, choose
Note
Purchasing A/P
Landed Costs
Details
Note
Landed Costs Details Tab Fields
Whse Price Warehouse price calculated for a single imported item after landed costs are allocated. This price is then updated in the selected price list according to the currency selected in the landed costs document. Price List Specify the price list you want to update with the item price and landed costs.
Note
Note
The selected price list is updated according to the currency selected in the document. For example, if the landed costs document is displayed in your local currency, the item prices are updated accordingly in the selected price list, and not by a foreign currency, if one is defined for the vendor. End of the note. Expenditure
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To determine whether to allocate landed costs for the current row, click and select a value. If no costs are allocated to a certain item, the item cost is calculated as its FOB price plus the customs. Landed costs that are not allocated for such items are allocated for the remaining items. Bill of Lading No. Specify the number of the bill of lading attached to the landed costs document. Transport Type Specify the shipping type. More Information Landed Costs Landed Costs: The Import Process
Object
Landed Costs: General Tab
This tab is available only in companies that manage stock in warehouses using perpetual inventory. After you create a landed costs document, use this tab to create a journal entry that reflects the landed costs amount (insurance, broker fee, transport, and so on). These landed costs update the moving average and the FIFO price of the imported items. To access the tab, choose
Note
Purchasing A/P
Landed Costs
General
Note
Landed Costs General Tab Fields
Trans. No. Number of the journal entry created for the landed costs. Journal Remarks Enter remarks for the journal entry. By default, SAP Business One displays Landed Costs XXX where XXX is the document number. You can change this string, if required. Create Journal Entry
Note
Note
Create Journal Entry is enabled only after the current landed costs document has been created. End of the note.
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Opens the Journal Entry window. The application displays a row debiting the default inventory account. To complete the journal entry, choose an offsetting G/L account.
Note
Note
We recommend that you create the journal entry before you release any imported items to update their moving average/FIFO price, thus allowing a correct calculation of the release prices. End of the note.
More Information Landed Costs: The Import Process

Procedure
Changing, Closing, and Cancelling Landed Costs
Procedure
Changing Landed Costs Documents
After creating the landed costs document, but before creating the journal entry for it, you can still change most of the values and parameters, such as prices, freight, allocation method, and so on. Any changes you make result in a change in the inventory valuation.
Closing Landed Costs Documents
To mark the landed costs document as Closed, from the menu bar choose Data Close . To reopen the document, deselect the check box and choose Update. You can close the landed costs document again as long as you have not created a journal entry.
Cancelling Landed Costs Documents
To cancel a landed costs document, from the menu bar choose Data Cancel . After you cancel the landed costs document, it is impossible to create a journal entry for it or to make any changes. The status Cancelled appears in the Journal Remarks field. More Information Landed Costs
Function
Purchasing Reports
Use the purchasing reports to extract and analyze purchasing information. You can create the following reports:
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Open Items List Displays open sales and purchasing reports. Document Drafts Report Displays sales and purchasing documents that still have a draft status. Purchase Analysis Analyzes the purchasing volume of your vendors. Vendor Liabilities Aging Analyzes the liabilities to your vendors. To access these reports, choose More Information Purchase Analysis Open Items List Vendor Liabilities Aging
Function
Purchasing - A/P
Purchasing Reports
Purchase Analysis
To manage a business efficiently, you need detailed information about the purchasing volume of your vendors. You determine which vendors provide the lowest prices for their products, which products you purchase most frequently, and which of your buyers obtains the best deals. The Purchase Analysis report displays this information as a graph for easier in-depth examination. To access the report, choose one of the following: Purchasing A/P Reports More Information Purchase Analysis Report Selection Criteria Purchase Analysis Report Purchase Analysis Report: Detailed View
Function
Purchasing Reports
Purchase Analysis
Purchase Analysis
Analysis Reports
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The Analysis Reports menu item in the Reporting application has an option for analyzing sales volume: Customer side: Sales Analysis Report Preferences Vendor side: Settings for Purchasing Analysis Report for Vendors The two reports are mirror images. As such, this document details only the sales analysis; the purchase analysis is a mirror image of the results. The gross profit is, of course, not displayed in the sales volume analysis for vendors. The reports offer three perspectives: sales volume per customer/vendor, per item, and per sales employee. Combine these three perspectives to gain a better overview of sales. Example You can assess how successfully a sales employee sells a particular item in comparison with other items, or which item a customer purchases most frequently. A graphical display of the data provides a quick overview. You can navigate in the report between a general overview, for example, sales with one customer group; and a detailed view, for example, an outgoing invoice.
Object
Purchase Analysis - Selection Criteria
This window contains three tabs: Vendors Items Sales Employee Each tab contains different selection criteria and generates reports that provide different aspects of the purchase volume in your company. More Information Purchase Analysis
Object
Purchase Analysis: Vendors Tab
Use this tab to create a purchase analysis per vendor or vendor group. To access the tab, choose Vendors Purchasing A/P Purchasing Reports Purchase Analysis
Note
Note
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Purchase Analysis Report Vendors Tab
Annual Report Select the time frame for which you want to generate the report. Monthly Report Select the time frame for which you want to generate the report. Quarterly Report Select the time frame for which you want to generate the report. A/P Invoices Select the document type on which to base the purchase analysis. Purchase Order Select the document type on which you want to base the purchase analysis. Goods Receipt PO Select the document type on which you want to base the purchase analysis. Individual Display Select whether you want to display the report for an individual vendor or for a group of vendors. Selecting the individual option displays each vendor in a separate row in the report. Group Display Select whether you want to display the report for an individual vendor or for a group of vendors. If you select the group display option, each vendor group appears in a separate row in the report. To display the purchase analysis for each vendor in a vendor group, double-click the row number of the respective vendor group. Display Amounts in System Currency Displays amounts in the system currency. More Information Purchase Analysis Selection Criteria
Object
Purchase Analysis: Items Tab
Use this tab to create a purchase analysis per item or item group. To access the tab, choose Purchasing A/P Purchasing Reports Purchase Analysis Items
Note
Note
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End of the note.

Items Tab Fields
Annual Report, Monthly Report, Quarterly Report Select the period for which to generate the report: the entire year, a month, or a quarter. The total for the year is also displayed when you select monthly or quarterly reports. A/P Invoices, Purchase Order, Goods Receipt PO Select the document type on which to base the purchase analysis. Individual Display, Group Display Select whether you want to display the report for an individual item or for item groups. Selecting the group option, displays each item group in a separate row in the report. To display the purchase for each item in an item group, double-click the row number of the respective item group. No Totals Displays one row for each item or item group (depending on whether you selected Individual Displayor Group Display). Total by Vendor Displays a row for each combination of item (or item group) and vendor from whom you bought that item. Total by Sales Employee Creates a row for each combination of item and sales employee who bought the item. Main Selection: Item Specify the item range to include in the report. Define the item codes range, specify an item group by clicking if required, and choose Properties to use the item properties as the selection criterion. Secondary Selection Offers additional selections: by vendor range, group or properties, by sales employee, or both. Vendor Enter the vendor code range to be included in the report. Define vendor code ranges, specify a vendor group if required, and choose Properties to use the vendor properties as a selection criterion. Sales Employee Specify the range of sales employee codes to include in the report. Display Amounts in System Currency Select to display the amounts in the system currency. More Information Purchase Analysis Selection Criteria
Object
Purchase Analysis: Sales Employee Tab
Use this tab to create a purchase analysis per sales employee.
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To access the tab, choose Employee

Note
Purchasing A/P
Purchasing Reports
Purchase Analysis
Sales
Note
Sales Employee Tab Fields
Annual Report, Monthly Report, Quarterly Report Select the period for which to generate the report: the entire year, a month, or a quarter. The total for the year is also displayed when you select monthly or quarterly reports. A/P Invoices,Purchase Orders, Goods Receipt PO Select the document type on which to base the sales analysis. Sales Employee Code From... To Specify the range of sales employee codes to include in the report. Display Amounts in System Currency Displays amounts in the system currency. More Information Purchase Analysis Selection Criteria
Object
Purchase Analysis Report
This window displays the results and the name of the report, based on the selections you have made. The name of the window consists of the following information: ...by Vendor Purchase Analysis Item Sales Employee
Example
...for reporting period Year Month Quarter
Example
When you select the option Annual Report on the Vendors tab, the name of the window is: Purchase Analysis by Vendor (Annual). End of the example. The criteria you select determine the details displayed in this window. Changing the selection criteria, changes the
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columns in the report. To view the detailed information related to each row in the report, double-click the number of a row. The Detailed Purchase Analysis report appears. To display the results of a report as a graph, click . The graph for the report appears in a new window.
Choose Settings to define the parameters for displaying the graph. More Information Purchase Analysis Purchase Analysis Report: Detailed View
Object
Purchase Analysis Report: Detailed View
This window displays the details for a specific row of the purchase analysis report. It comprises two sections: A detailed table view A graphical view of the purchase analysis Specify the required type of chart display by clicking Chart Style. To print the chart when you print the report, select Print Graphs. Regardless of the selection you have made, decide whether to display the vendor code, item number, sales employee code, or name in the report. To do this, choose Goto in the menu bar. More Information Purchase Analysis Report
Component
Business Partners
The Business Partners module manages all the information relevant for your relationships with customers, vendors, and leads (interested parties), as well as performing and reviewing internal reconciliations for business partners.
Example
Example
Typical information includes contact persons, addresses, payment terms, and financial and logistic information. End of the example.
Business Partners and Accounts
SAP Business One differentiates between business partners and G/L accounts:
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Business partners are all your company customers, vendors, and leads. G/L accounts are all the entities defined in your company's Chart of Accounts, such as expenses, revenues, assets, and liabilities. SAP Business One connects between business partners and G/L accounts through control accounts that are defined during system initialization, and which may vary for different business partners. All sales and purchasing transactions are posted to the appropriate control accounts, allowing you to access the overall balance, the balance for customers, and the balance for vendors in one G/L account. In addition, you can access the balance of a specific customer or vendor. Features Business Partner Master Data Business Partner Reports
Function
Use the Business Partner Master Data to record and retrieve business partner (customers, vendors, and leads) information and schedule business partner activities. Business partner information typically includes: Company details, including addresses and telephone numbers Business partner contact persons, including telephone numbers and E-mail addresses Logistic details Tax information Accounting information Details of payment terms The master data forms the basis for all sales and purchasing documents, and activities involving a business partner. You can also use the data to analyze your business partner relationships in detail. More Information Business Partner Master Data Window
Procedure
Managing Business Partner Master Data
When you process business partner master data, you can perform the following actions: Add new business partners Display and update existing business partners
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Delete business partners for which there are no related transactions

Procedure
Deleting Business Partners
Procedure 1. Find and display the relevant business partner, see Displaying and Updating Business Partners. 2. From the menu bar, choose
Note
Data
Remove
Note
You can only remove business partner master data records that have no related transactions. End of the note.
Procedure
Displaying and Updating Business Partners
Procedure 1. From the SAP Business One Main Menu, choose Data . Business Partners Business Partner Master
The Business Partner Master Data window appears in Find mode. 2. Enter your search criteria in one or several fields. The searchable fields are colored in yellow. You can limit your search to a specific business partner type. You can also specify search criteria on the various tabs of the window. 3. Choose Find. A list of the business partners that match your search criteria appears. 4. Select the business partner you want to display and choose Choose. Alternatively, you can browse through existing business partners, using the icons in the toolbar:
First Data Record
(First Data Record) (Previous Record )
Previous Record
Next Record
(Next Record) (Last Data Record)
Last Data Record
5. To edit data, modify the required fields.
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6. To save your changes, choose Update. More Information Activity Window

Procedure
Adding New Business Partners
Use this procedure to add new business partners to SAP Business One. Procedure 1. From the SAP Business One Main Menu, choose Data . Business Partners Business Partner Master
The Business Partner Master Data window appears. 2. To switch to Add mode, choose
Add
(Add) .
3. In the field to the right of the Code field, select the business partner type.
Note
Note
If a vendor is also one of your customers, you must create two different master data records (one customer record and one vendor record) containing the same data, but with different codes. End of the note.
Note
Note
When a business partner defined as Lead becomes a customer, change the business partner type to Customer. End of the note. 4. Enter other required data in the relevant fields of the window, see Business Partner Master Data Window. 5. Choose Add. More Information Displaying and Updating Business Partners
Function
Business Partner Master Data Window
Use this window to:
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Add new business partners Display business partner records Edit existing data To open the window, choose Business Partners Business Partner Master Data .
By default, the window opens in Find mode, which you use to search for business partners. The following tabs appear: General Payment Terms Payment System Accounting Remarks In Add and Update modes, the following additional tabs appear: Contact Persons Addresses Properties
Note
Note
When a business partner record is displayed, choose Go to from the menu bar to view related data, such as: End of the note. Special Prices for Business Partners Business Partner Catalog Numbers Inventory Posting List by BP Dunning History Report More Information Business Partner Master Data: General Area Adding New Business Partners Displaying and Updating Business Partners
Object
Business Partner Master Data: General Area
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Use this area to enter general information about a business partner. To open the window, choose
General Area Fields
Business Partners
Code Specify a unique code for the business partner. You can specify any alphanumeric string up to 15 characters.
Note
Note
You cannot specify a code if this code already exists for a G/L account defined in the chart of accounts or for an existing business partner. End of the note.
Note
Note
If a customer is also one of your vendors, create two business partners with two different codes. End of the note. Type Select the business partner type from the list to the right of the Code field. The type determines the transactions you can perform with this business partner: Customer - You can carry out sales transactions, activities, enter sales opportunities and service calls. Vendor - You can carry out purchasing transactions and activities. Lead - You can enter sales opportunities, sales quotations, sales orders, and activities. Name Specify the business partners full name. Foreign Name Specify the business partner's foreign name, which can be up to 100 characters. The foreign name as entered here will be printed in documents, when a print layout in foreign language is selected. Group Select a predefined group by which you want to classify the business partner.
Note
Note
If you do not select a group, the business partner is automatically assigned to the first group in the list. End of the note. Currency Select the currency in which you carry out transactions with the business partner.
Note
Note
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Changing the currency assigned to the business partner is allowed in the following cases only: No transactions were posted to the business partner master data yet. If transactions are already posted to the business partner master data, and the assigned currency is other than All Currencies, you can change the current currency to All Currencies. This change is irreversible. End of the note.
Note
Note
If you assign to the business partner All Currencies, you will be able to carry out transactions with all currencies defined in SAP Business One. For such business partner, all the reports and reconciliations are calculated and displayed in the local currency only. End of the note. Federal Tax ID Specify the Federal Tax ID of the business partner. This number is transferred to the documents.
Note
Note
Some countries have specific rules for defining the Federal Tax ID. If you specify an incorrect number, a message appears with relevant information on how to specify the number. End of the note. [Local Currency/System Currency/BP Currency] Select the display currency for the amounts in the fields, Account Balance, Deliveries, Orders, and Opportunities. The last three fields are not relevant for business partner master data of type vendor.
Note
Note
If the currency assigned to the business partner is either the local currency or All Currencies, you can choose between Local Currency and System Currency. If you assigned a foreign currency to the business partner the option BP Currency is available as well. End of the note. Account Balance Bookkeeping balance of the customer or vendor account. SAP Business One updates the value automatically whenever an amount is posted to the business partners account. Click that displays the transactions resulting in the displayed balance
Note
()to open the Account Balance window
Note
Not relevant for leads. End of the note. Deliveries Value of open deliveries that are not yet fully copied into A/R Invoices, Returns, or closed. SAP Business One
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updates the value automatically whenever new Delivery is added or the status of existing Deliveries is changed. Click ()to open the Delivery Balance window that displays the list of Deliveries assemble the value displayed in this field.
Note
Note
Relevant for customers only. End of the note. Orders Value of open sales orders not yet delivered, cancelled or closed. SAP Business One updates the value whenever a sales order is created or if a delivery or an invoice is created on the basis of a sales order. Click Sales Order Balance window that displays the list of open Sales Orders created for the customer.
Note
() to open the
Note
Not relevant for vendors. End of the note. Opportunities Number of open sales opportunities entered for the business partner. Lost and won opportunities are not counted. SAP Business One updates the value automatically whenever a sales opportunity is added or the sales opportunity status changes. Click to open Opportunities Report window that displays the list of open sales opportunities created for that customer.
Note
Note
Not relevant for vendors. End of the note. Related Service Calls Opens the Service Calls for BP window displaying all the service calls of the selected customer.
Note
Note
Relevant for customers only. End of the note. Activity Opens the Activity window where you can enter activities you have with the business partner. Related Activities Opens the Activities Overview for Business Partner window displaying all the activities you have with the business partner.
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RFC Specify the RFC number of the business partner.

Note
Note
For a Company business partner, it must be 12 digits long. For Person, it must be 13 digits long. End of the note.
Country Specific Fields, Chile
RUT Specify the RUT number of the business partner, up to 13 characters. More Information
Recommendation
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials Prepare for Financials . Start Using Financials View Accounting
Information for a Business Partner
Business Partner Master Data Window Activity Window Activities Management Activities Overview Report
Procedure
BP Account Balance by Control Account
You can display the account balance by business partner and by control account. Procedure 1. From the SAP Business One Main Menu, choose Data . Business Partners Business Partner Master
2. In the Business Partner Master Data window, open a business partner master record. 3. Click the arrow next to the Account Balance field.
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The Account Balance XXX window appears, where XXX stands for the selected business partner. 4. In this window, select View by Control Account. The Account Balance by Control Account window appears, displaying totals by control account. 5. To see the detailed transactions, double-click one row. More Information Business Partner Master Data: General Area
Object
Business Partner Master Data: General Tab
Use this tab to enter general information about a business partner. To access the tab, choose Business
General Tab Fields
Partners
General
Tel 1, Tel 2, Mobile Phone, Fax, E-Mail, Web Site Specify the communication details of the business partner.
Note
Note
If you have Microsofts automatic phone dialer installed, you can press CTRL+TAB to automatically dial the numbers in the telephone fields. End of the note. Shipping Type Specify a shipping type for the business partner. The shipping type will be displayed in every new document created for this business partner. Password Specify a password for e-commerce applications that integrate with SAP Business One. Factoring Indicator If required, assign a factoring indicator (both code and name) for the business partner. The indicator is automatically inserted as the default value in invoices and can be displayed in the account statements. Project Select a project to associate with the business partner. Contact Person Name of the default contact person specified on the Contact Persons tab. ID No. 2 Specify any additional identification number for the business partner. Unified Federal Tax ID An ID to be used in case the company is part of group of companies or a child company connected to a parent company.
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Company Reg. no. (CRN) Type here the company registration number of the business partner. This number is used as a means of identification in contacts with government authorities and other organizations. Remarks Specify any additional information related to the business partner. Sales Employee/Buyer For customers, select the default sales employee. For vendors, select the default buyer . Commission Group Specify a commission for the sales employee, either by entering a commission percentage for User-Defined Commission or by selecting a predefined commission group. This field appears only if the option Set Commission by Customers is selected on the BP tab in .
Note
Administration
General Settings
Note Administration Setup General Commission Groups
To define commission groups, choose . End of the note.
BP Channel Code Specify a business partner serving as the channel partner of this customer. The channel partner will be automatically displayed in documents created for the customer.
Note
Note
Relevant for customers only. End of the note. Technician Specify a default technician (employee) for the customer.
Note
Note
Relevant for customers only. End of the note. Territory Specify the territory to which this customer belongs.
Note
Note
Relevant for customers only. End of the note.
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Language If the business partner is located abroad and you want to print documents in his local language, specify the required language. By default, the company language is displayed.
Note
Note
Before you print documents for foreign business partners, ensure that the foreign language fields have been translated. End of the note.
Note
Note
The field is only displayed if you have selected Multi-Language Support on the Company Details: Basic Initialization tab. End of the note. Active Displays additional fields that allow you to define a period in which the business partner is active.
Note
Note
When a business partner exceeds its active period, you can no longer post sales or purchasing documents for this business partner. However, you can create draft documents. End of the note. On Hold Displays additional fields that allow you to lock the business partner for a specified period.
Caution
Caution
You cannot post sales or purchasing documents for a locked business partner. End of the caution.
CURP If the business partner is of the Person type, specify the CURP number (18 characters).
Country-Specific Fields: France, Italy, Portugal, Spain
Agent Select an agent to assign to the business partner, or specify one in the Agents - Setup window.
Use Shipped Goods Account Available for customers only. Select this option to post transactions of Deliveries that are created for the customer
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to the Shipped Goods Account and not to the Cost of Goods Sold account. The option is selected by default if the Use Shipped Goods Account option in Administration System
Initialization Document Settings Per Document Delivery is selected. The selection you make is applicable for future transactions only and it does not influence transactions that were posted in the past. More Information Business Partner Master Data Window Contact Persons Tab General Settings: BP Tab Using Multi-Language Support Agents - Setup Window
Object
Business Partner Master Data: Contact Persons Tab
Use this tab to add and update details about business partner contact persons. The list of contact persons defined for this business partner is displayed at the side of the tab. The details of the selected contact person are displayed in the respective fields. To access the tab, choose .
Note
Business Partners
Contact Persons
Note
Contact Persons Tab Fields
Remarks 1- 2 Specify any additional information about the contact person. Password Specify a password for connecting to e-commerce applications. Place of Birth, Date of Birth, Gender, Profession
Specify personal information about the contact person.

Note
Note
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Relevant for European countries only. End of the note. Set as Default Sets the selected contact person as default for the business partner.
Note
Note
The default contact person name is displayed on the General tab and is automatically assigned to all documents created for the business partner. End of the note. More Information Business Partner Master Data Window
Object
Business Partner Master Data: Addresses Tab
Use this tab to define business partner addresses, which are used as the default billing/paying and shipping addresses for the various documents in SAP Business One. To access the tab, choose Business Partners Business Partner Master Data Addresses .
To add a new address, under Bill to, Pay to, or Ship to, choose Define New. For vendors, you can define as many Pay to and Ship to addresses as required. For customers, you can define as many Bill to and Ship to addresses as required. To delete an address, select an address name on the left, and in the menu bar, choose .
Addresses Tab Fields
Data
Delete Row
Address Name Specify a name for the address. Street/PO Box, Block, City, Zip Code, County, State Specify the address information. To select a State, first select the appropriate country. Country The country selected when the company was created. You can specify a different country. When specifying a Bill to/Pay to country other than one defined for your company, the following message appears: Change accounts receivable/payable?
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Select Yes to change the control account of this business partner to the Foreign Accounts Receivable/Payable defined in the G/L Account Determination window. Select No to leave the Domestic Accounts Receivable/Payable as the control account for this business partner. Set as Default Sets the selected address as the default address for this business partner in all sales and purchasing documents or in incoming and outgoing payments. You can set one default Bill to/Pay toaddress and one Ship to address. Default addresses are displayed in bold letters.
Country-Specific Fields: US, Canada, and Chile
Tax Code Specify the default tax code in sales documents when this shipping address is selected. Relevant for customer/lead Ship to addresses only.
Federal Tax ID Specify the business partner's Federal Tax ID. The Federal Tax ID of the default Ship to address is copied to all sales documents with this business partner. Relevant for customer/lead Ship to addresses only. More Information Business Partner Master Data Window G/L Account Determination Window
Object
Business Partner Master Data: Payment Terms Tab
Use this tab to specify the business partner payment terms, which determine the due date of invoices related to the business partner. To access the tab, choose .
Note
Business Partners
Payment Terms
Note
Payment Terms Fields
Payment Terms
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Select the preferred payment terms, or define new ones.

Note
Note
If you change the payment terms displayed here, the following message appears: Overwrite the BP's existing payment terms End of the note. To update existing fields according to the new selected payment terms, choose Yes. To leave the data in the existing field although new payment terms were specified, choose No. Interest on Arrears % For information purposes, specify the interest rate for delayed customer payments. Price List Price list linked to the selected payment terms. If required, select a different price list.
Note
Note
Item prices in sales and purchasing documents are automatically taken from the price list selected in this field. Therefore, when you link a certain price list to a business partner, make sure that the item prices are defined in this price list. Otherwise, no price is displayed for the item in documents related to the business partner. End of the note. Total Discount % Total discount linked to the selected payment terms. If required, you can enter a different value.
Note
Note
The discount is automatically calculated as a general discount in all sales or purchasing documents for this business partner. End of the note. Credit Limit Credit limit linked to the selected payment terms. If required, you can enter a different value. Commitment Limit Commitment limit linked to the selected payment terms. If required, you can enter a different value. Dunning Term Select a predefined dunning term or add a new term in the Dunning Terms - Setup window.
Note
Note
Relevant for customers only. End of the note. Bank Country Bank Account Branch Specify the business partner bank account (in the Define Business Partner Bank Accounts window).
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The bank account you specify: Will be used for payments created by the Payment Wizard. Will be the default bank account for checks in incoming payments. Credit Card Type Select the appropriate credit card type.
Note
Note
Relevant for customers only. End of the note. ID Number Specify the identification number of the credit card holder. Average Delay Specify the average delay in days for payments from customers or to vendors. The specified value is taken into account in the cash flow analysis and the expected payments are corrected accordingly in the analysis. Priority Specify the business partner priority in sales orders.
Note
Note
Priorities can be used as selection criteria in the Pick and Pack process. End of the note. IBAN Specify the International Bank Account Number for domestic and foreign payment transactions.
Note
Note
Relevant for European countries. End of the note. Holidays Select a predefined holiday schedule.
Note
Note
The schedule indicates dates when the business partner does not trade, thus affecting the due date of related sales or purchasing documents. End of the note. Payment Dates Opens the Payment Dates window in which you define the dates when the business partner receives (vendor) or makes (customer) payments.
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Note
Note
The dates affect the due date of the invoice and payment documents. End of the note. Allow Partial Delivery of Sales Order Allows partial copying of rows from a sales order to a target document: When selected, every new sales order you process for this business partner is automatically marked as Allow Partial Delivery.
Example
Example
If a sales order contains five item rows, you can copy only three of the rows to a delivery document. End of the example. When deselected, you must copy the complete sales order to a target document.
Note
Note
Not relevant for vendors. End of the note. Allow Partial Delivery per Row Allows partial copying of quantity from a sales order to a target document.
Example
Example
If a sales order contains a quantity of five in a certain item row, you can copy three of the items to a delivery document. End of the example. When deselected, you must copy all items in a row from a sales order to a target document.
Note
Note
The field is only displayed for customers and leads, and when Allow Partial Delivery of Sales Order is selected. End of the note. More Information Business Partner Master Data Window Defining Payment Terms Dunning Terms - Setup Payment Wizard
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Pick and Pack Payment Dates

Object
Payment Dates
Use this window to define the days each month when your customer usually pays the open invoices, or the days each month that your company pays its vendors. To open the window, choose Payment Dates Structure In the Payment Dates window, enter the payment dates of the business partner. Example When 10 and 20 are defined for a certain customer, the invoice due dates are calculated as follows: If the posting date is between the 1st and the 10th of the month, the due date of the invoice is the 10th of the same month. If the posting date is between the 10th and the 20th of the month, the due date of the invoice is the 20th of the same month. If the posting date is after the 21st of the month, the due date of the invoice is the 10th of the next month.
Note
Business Partners .
Payment Terms
Note
If payment dates are defined in the business partner master data window, the invoice due date is determined by these payment dates and not by the payment dates defined in the payment terms. End of the note. More Information Payment Terms Tab
Object
Business Partner Master Data: Payment System Tab
Use this tab to specify options to be used in the Payment Wizard for the business partner. To access the tab, choose . Business Partners Business Partner Master Data Payment System
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Payment System Tab Fields
House Bank (Country, Bank, Account, Branch) Specify the house bank account to be used as an offset account in journal entries created by the Payment Wizard. DME Identification, Instruction Key Relevant for the creation of the OPEX file by the Payment Engineadd-on.
Note
Note
Relevant for European countries, vendors only. End of the note. Reference Details Designated for exporting bank transfer files and relevant for the OPEX file created by the Payment Wizard.
Note
Note
Relevant for European countries only. End of the note. Payment Block Blocks the business partner from being included in the Payment Wizard.In the field on the right, select a block reason or define a new one.
Note
Note
All invoices created for the business partner will be automatically defined as blocked for the Payment Wizard. End of the note. Single Payment Defines that the Payment Wizard is to create a separate payment for each invoice.
Note
Note
With single payment, you cannot pay a credit memo with a bill of exchange. End of the note. When deselected, the Payment Wizard summarizes all open invoices of the business partner into one payment document, per payment method. Bank Charges Select the required bank charges allocation code to be assigned to the business partner. SAP Business One saves the selected code in the OPEX file that is processed by the payment engine, and it is used for sorting and filtering. Collection Authorization
Defines that the customer authorizes an automatic collection from his/her bank account. This field is also relevant for the OPEX file created by the Payment Wizard.
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Note
Note
When selected, the customer is not included in the Dunning Wizard. End of the note.
Note
Note
Relevant for customers only. End of the note. Payment Methods All payment methods defined in SAP Business One.
Note
Note
To use the Payment Wizard for this business partner, you must set at least one payment method as available. To do this, select Include for the preferred payment method. End of the note.
Note
Note Administration Setup Banking Payment Methods.
To define new payment methods, choose
End of the note. Set as Default Sets the payment method selected in the table as the default method in all documents for the business partner.
Note
Note
On the General Settings: BP tab, you can select a default payment method for all business partners. End of the note. Clear Default Cancels the selection of a payment method as the default. More Information Business Partner Master Data Window Defining Payment Blocks General Settings: BP Tab
Object
Payment Blocks - Setup Window
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Use this window to specify descriptions of payment blocks, which appear as options in the Payment Block field on the Business Partner Master Data: Payment System Tab.
Note
Note
Payment Blocks Fields
Payment Block Specify a reason for the payment block. More Information Defining Payment Blocks
Object
Business Partner Master Data Accounting Tab, General
Use this sub-tab to set accounting properties for business partners. To access the tab, choose General.
General Tab Fields
Business Partners
Accounting
Consolidating BP There may be cases where you will need/want to consolidate the business activities carried out with several business partners to specific business partner.
Example
Example
You have a customer who is chain store. Each branch is a separate business partner with whom you do business (receive orders, issue deliveries, etc.) but the payments for the goods you deliver to the different branches are received from the main office of the chain store. In this scenario, the consolidating business partner is the business partner master data record that represents the main office, and the consolidation method will be Payment Consolidation. As a result, the A/R invoices you issue for the different branches, will be assigned to the main office business partner to pay. End of the example. Specify here the business partner to consolidate the transactions of this business partner. Payment Consolidation Select to display invoices of business partners that are linked to the same consolidating business partner in the Incoming or Outgoing Payments window.
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When the head office pays for all invoices sent for its branches. In a specific payment document, you can select the branch business partner directly. Delivery Consolidation Select to display deliveries of business partners that are linked to the same consolidating business partner in the Invoice window. When the head office is invoiced for all deliveries shipped to its branches. In a specific Invoice document, you can select the branch business partner directly Control Account Opens the Control Accounts window where you set default control accounts for Assets, Open Debts, and in Europe also Down Payments. Accounts Receivable/Accounts Payable Accounts Receivable - The control account to be recorded in all journal entries posted for a customer. Accounts Payable - The control account to be recorded in all journal entries posted for a vendor. The default control accounts are defined in the G/L Account Determination window. Block Dunning Letters Blocks the issuing of dunning letters for the customer. Relevant for customers only. Dunning Level The highest dunning level for the customer. If the customer is related to an invoice for which level 2 and level 3 dunning letters were sent, the value 3 is displayed. Relevant for customers only. Dunning Date The last date when a dunning letter was issued. Relevant for customers only.
1099 Form Specify a default 1099 Form to be recorded in all documents related to the vendor. Relevant for vendors only. 1099 Box Specify a default 1099 Box to be recorded in all documents related to the vendor. Relevant for vendors only.
Country-Specific Fields: Canada and USA
Payments Advances
Specify an account to be used when down payment invoice is posted for the business partner. If this field remains
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empty, the down payment invoice will be posted to the account defined in Financials .
Country-Specific: Belgium, Chile, Portugal, Italy, Spain, and France
Administration
Setup
Sales tab (for Customers) or Purchasing tab (for Vendors)
Bill of Exchange Discounted Specify a G/L account for bill of exchange discounted. Bill of Exchange on Collection Specify a G/L account for bill of exchange collection. Unpaid Bill of Exchange Specify a G/L account for unpaid bill of exchange. Bill of Exchange Presentation Relevant for customers and leads only.
Country-Specific: Czech Republic, Hungary, Poland, Russia, and Slovakia
Connected BP Specify the related business partner. SAP Business One uses the data to prepare confirmation letters. For more information, see Customer Receivables Aging. You can specify a vendor only if the current business partner is a customer and vice versa. Only one vendor can be linked to a customer and only one customer can be linked to a vendor. If the related business partner is specified for a given partner, SAP Business One automatically creates an opposite connection. However, if the partner used for a connection is already assigned to another partner, an error message appears. More Information Business Partner Master Data Window
Object
Business Partner Master Data: Accounting Tab, Tax
To access the tab, choose Tax .
Business Partners
Accounting
Accounting Tab, Tax Fields
Tax Status Select a tax status for the business partner: Liable - The business partner's transactions include tax calculations. Exempt - The business partner's transactions do not include tax calculations.
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EU - The customer's transactions include only tax groups defined as EU. Relevant only for Europe. Acquisition - The vendor's transactions include only tax groups defined as Acquisition/Reverse. Relevant only for Europe.
Note
Note
The options can vary from one country to another. End of the note. Tax Group Relevant only for Europe. Select a default tax group for the business partners documents.
Note
Note
Because the selection you make in this field overwrites the tax group defined in the G/L account or in the selected item, define a tax group for a business partner only as an exception, such as for a foreign business partner. The tax group you select here is also used as a default tax group for line level and document level freight in sales and purchasing documents. End of the note. Only groups that match the selection made in the Tax Status field are available. When you select: Liable: all tax groups EU: only tax groups defined as EU Acquisition: only tax groups defined as Acquisition/Reverse Exempt: only tax groups of 0% rate Exempt No. Specify the number of the exemption certificate.
Note
Note
Only relevant for customers whose Tax Status is Exempt. End of the note. Subject to Withholding Tax
Indicates that the vendor is subject to withholding tax.

Note
Note
Only available for vendors and if you have selected Withholding Tax on the Tax sub-tab of the Purchasing or Sales
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tab in the G/L Account Determination window. End of the note.

Note
Note
When Subject to Withholding Tax is selected, additional fields appear. Relevant only for some countries. End of the note. Certificate No./(UTR) Specify the ID number of the withholding tax certificate: For vendors, type the vendor's certificate number For customers, type your company certificate number. Expiration Date Specify the date until which the certificate is valid. NI Number. Specify the national insurance number. WTax Codes Allowed Opens the WTax Codes Allowed window where you select the withholding tax codes that can be used with the business partner.
Note
Note
You can set a default withholding tax code to be selected automatically in all documents created for the business partner. End of the note. Accrual / Cash For information purposes, select the withholding tax report type. Type for WTax Rpt Select the type of report to be generated.
Country-Specific Fields for France, Italy, Portugal and Spain
Tax Exemption Letter Specify the details of the Tax Exemption Letter. Letter ID Specify the number of the tax exemption letter for the business partner. Max. Amount Specify the maximum amount defined in the tax exemption letter for which the business partner can be exempted. Valid Date From/To Specify the range of dates when the business partner is exempted from paying tax. Deferred Tax Sets the business partner to work with deferred tax.
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Country-Specific Fields, Spain
Equalization Tax Indicates that the customer is liable for additional equalization tax.
Note
Note
Available only for customers, Spain. End of the note.

Country-Specific Fields, Israel
Self-Employed Indicates that the vendor is liable for self invoice.

Country Specific Fields, Mexico and Chile
Deferred Tax Relates the business partner to the deferred tax method.
Note
Note tab.
For new business partners, this option is defaulted from Company Details Accounting Data You can select or deselect it even after postings were created for the business partner. End of the note. Tax Code
Specify a tax code for the vendor. By default, the default tax code is displayed, which is defined on the Tax sub-tab on the Purchase tab in the G/L Account Determination window.
Note
Note
Relevant for vendors only. End of the note. Liable, Foreign Determines whether the business partner is tax liable or foreign. The default value is liable.
ITW Tax Code Allowed Opens the Income Tax Withholding Codes Allowed window where you can select the proper ITW codes and define a default per business partner. WTax Code Allowed Opens the VAT Withholding Codes Allowed window where you can select the required withholding tax codes and define a default per business partner.
Country-Specific Fields, Switzerland
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ISR Biller ID Enables business partners to support the invoice ISR slip. The ID has the following structure:
XX-XXXXXX-X
Note
Note
If it is fewer than 9 digits, the system adds up 0. End of the note.

Note
Note
Available for vendors only. End of the note.

Country-Specific Fields: UK
WTax Verification No. Specify the verification number of the withholding tax. More Information Business Partner Master Data Accounting Tab, General G/L Account Determination: Purchase Tab G/L Account Determination: Sales Tab WTax Codes Allowed Tax Exemption Letter
Object
Tax Exemption Letter
Tax exemption letters are relevant for business partners who are tax liable.
Example
Example
If your company exports or imports goods, you can be exempted from tax for a certain period of time and for a certain number of transactions. You are required to send a letter regarding your tax exemption to your vendors, and to handle the tax exemption letters you receive from your customers: Vendors receive tax exemption letters from companies. During the valid period of time or under the specified amount, vendors invoice companies without tax.
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Companies receive tax exemption letters from their customers. During the valid period of time or for sums under the specified amount, companies can invoice customers without including tax. End of the example.
Tax Exemption Letter Fields
Letter Number Specify the number of the tax exemption letter. Max. Amount Specify the maximum amount of exemption per year.
Note
Note
The value you specify is informative only and has no effect on calculations made by SAP Business One. End of the note. Valid Date From...To... Specify the validity period of the tax exemption letter. More Information Business Partner Master Data Accounting Tab, General
Object
WTax Codes Allowed
Use this window to specify the withholding tax codes you want to make available for a specific business partner.
Note
Note Administration Setup Financials Tax
To add codes or modify existing ones, choose Withholding Tax. End of the note.
WTax Codes Allowed Fields
Code Withholding tax code, as defined in the Withholding Tax Codes Setup window. Description Description ( WTaxName) of the withholding tax code, as defined in the Withholding Tax Codes Setup window. Choose Select the withholding tax codes you want to allow for the business partner. Set as Default Sets the selected withholding tax code as default in all documents created for the business partner.
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More Information Withholding Tax Codes Setup Window

Object
Business Partner Master Data: Properties Tab
Use this tab to assign predefined properties to the business partner. You can use the properties as selection criteria for your business partner reports. To access the tab, choose More Information Defining Business Partner Properties Business Partner Master Data Window
Object
Business Partners
Properties
Business Partner Master Data: Remarks Tab
Use this tab to add descriptions, comments, notes, and images regarding the business partner. To access the tab, choose More Information Business Partner Master Data Window
Function
Business Partners
Remarks
Activities Management
Activities refer to interactions you have with business partners, such as phone calls, meetings, tasks, or other types of activities. All activities are automatically recorded in your calendar and in activity reports, which you can use to: Plan your day, week, and month. Analyze your communications with business partners, both currently open activities and activities that have been closed. Monitor the progress of your sales opportunities and the service calls of business partners. For information on how to add activities, see Creating and Updating Activities. More Information
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Creating Activities in the Calendar Window Business Partner Reports

Procedure
Creating and Updating Activities
Procedure
Creating Activities
1. From the SAP Business One Main Menu, choose The Activity window opens.
Business Partners
Activity
2. In the Activity field at the top, select the type of activity you want to create. 3. Do one of the following: If the activity is related to a business partner, specify the partner in the BP Code field. If the activity relates only to yourself, select Personal. 4. Enter any other required information about the activity. For more information, see Activity Window. 5. To save the activity, choose Add.
Updating Activities
1. From the SAP Business One Main Menu, choose The Activity window opens.
Business Partners
Activity
2. Display the required activity using standard search functions. 3. Modify the activity information, as required. 4. Choose Update. More Information Creating Activities in the Calendar Window Business Partner Reports
Procedure
Closing, Disabling, and Deleting Activities
Use these procedures to: Disable activities so that they do not appear in the calendar or in reports
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Close activities that are no longer relevant Delete activities, even if they are related to service calls, sales opportunities, or activity-related reports Procedure
Disabling Activities
Business Partners
Activity
2. In the Activity window, display the required activity using standard search functions. 3. On the General tab, select Inactive.
Note
Note
To reactivate an activity, deselect Inactive. End of the note. 4. Choose Update.

Closing Activities
Business Partners
Activity
2. Display the required activity using standard search functions. 3. Select Closed and choose Update. 4. To confirm, choose Yes in the system message.
Caution
Caution
Closed activities cannot be reopened or modified. End of the caution.

Deleting Activities
Business Partners
Activity
2. Display the required activity using standard search functions. 3. From the menu bar choose Data Remove .
4. To confirm, choose Yes in the system message. More Information Adding and Updating Activities
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Procedure
Creating Activities in the Calendar Window
Procedure 1. To open the calendar, choose

Calendar
(Calendar).
2. In the calendar, double-click a cell to open the Activity Window.

Note
Note
To create an activity with a time period of more than one cell, select the relevant cells for the time period and press Enter. The activity's Start Time and End Time correspond to the time of the selected cell(s). End of the note. 3. Enter the required data for the activity. 4. Choose Add. More Information Calendar Window
Object
Activity Window
Use this window to add or update activities you have pertaining to your business partners, such as meetings, phones calls, notes and tasks, as well as to your private activities. All activities are displayed in the calendar. To open the window, choose More Information Activity: General Area Activity: General Tab, Meeting Activity: General Tab, Phone Call Activity: General Tab, Task Activity: General Tab, Note Activity: General Tab, Other Activity: Content Tab Activity: Linked Document Tab Activity: Attachments Tab Business Partners Activity .
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Object
Activity: General Area
Use this area to enter the main information about an activity. To access the area, choose
Note
Business Partners
Activity
Note
General Area Fields
Activity Specify a suitable type for your activity. Type Select a more detailed classification of the activity.
Example
Example
You can classify Meeting into First Meeting, Presentation, and Follow-Up. End of the example. Subject Select another detailed classification of the activity.
Example
Example
Typical subjects are products, business area and so on. End of the example. Assigned To From a pre-defined list of users in your company, select the user who handles the activity. By default, the user who created the activity is displayed. Personal Indicates that the activity is of a personal nature.
Note
Note
Although an activity is defined as Personal, other users can see it. End of the note. Number
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Unique activity number that is automatically assigned to each new activity. BP Code, Type Select a business partner code to relate to the activity. The type of the business partner is automatically displayed in the field on the right.
Note
Note
If you create the activity through a document/window in which a specific business partner appears, this business partner is automatically selected in the Activity window. End of the note.
Note
Note
If Personal is selected, you do not have to select a business partner code. End of the note. Contact Person Default contact person defined for the business partner.
Note
Note
If several contact persons are defined for the business partner, you can select a different contact person. You can also leave the field blank. End of the note. Telephone No. Phone number of the selected contact person.
Note
Note
If a phone number is not defined for this person, the business partner's phone number is displayed. End of the note. More Information Creating and Updating Activities
Object
Activity: General Tab, Meeting
Use this tab to enter general information about a meeting you want to view in the calendar, such as a meeting with a business partner, or a personal meeting. To view the fields for meetings, choose activity. Business Partners Activity, and select Meeting as the
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Note
Note
General Tab, Meeting Fields
Remarks Shortly, describe the meeting. Start Time Specify the date and time for the start of the meeting. By default, the system date and time are displayed. End Time Specify the time for the conclusion of the meeting. By default, the end time is set to fifteen minutes past the start time.
Caution
Caution
You cannot set the end time to a time earlier than the start time. End of the caution. Duration Specify the length of time you expect the meeting to take. By default, the duration is set to fifteen minutes. If you change it, the end time is updated accordingly.
Note
Note
To specify hours, type the number of hours followed by the letter H. End of the note. Address Specify the address details of the meeting location.
Note
Note
To automatically specify the business partners default Ship to address, select Business Partner Address in the Meeting Location field. End of the note. Reminder Select to display a reminder in the Messages/Alert Overview window prior to the time set for the meeting. Specify the reminder in minutes or hours. To specify hours, type the number of hours followed by the letter H.
Note
The reminder is displayed according to the settings on the Services tab in
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Initialization End of the note.
General Settings
Tentative Indicates that you are not certain the meeting will occur. Inactive Inactivates the activity and removes it from your calendar. You can still update and reactivate it. Closed Closes the activity.
Caution
Caution
You cannot reopen or modify a closed activity. End of the caution. Follow Up Opens a new Activity window where you can enter a follow-up activity.
Note
Note
To enter a follow-up activity, you must first add the current activity. End of the note. More Information Creating and Updating Activities General Settings: Services Tab
Object
Activity: General Tab, Phone Call
Use this tab to enter general information about a phone call. To view the fields for phone calls, choose activity.
Note
Business Partners
Activity,
and select Phone Call as the
Note
General Tab, Phone Call Fields
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Remarks Shortly, describe the phone call. Start Time Specify the date and time for the start of the phone call. By default, the system date and time are displayed. End Time Specify the time for the conclusion of the phone call. By default, the end time is set to fifteen minutes past the start time.
Caution
Caution
You cannot set the end time to a time earlier than the start time. End of the caution. Duration Specify the length of time you expect the phone call to take. By default, the duration is set to fifteen minutes. If you change it, the end time is updated accordingly.
Note
Note
To specify hours, type the number of hours followed by the letter H. End of the note. Reminder Displays a reminder in the Messages/Alert Overview window prior to the time set for the phone call. Specify the reminder in minutes or hours. To specify hours, type the number of hours followed by the letter H.
Note
The reminder is displayed according to the settings on the Services tab in Initialization End of the note. Inactive General Settings .
Inactivates the activity and removes it from your calendar. You can still update and reactivate it. Closed Closes the activity.
Caution
Caution
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Note
Note
Object
Activity: General Tab, Task
Use this tab to enter general information about a task. To view the fields for tasks, choose
Note
Business Partners
Activity,
and select Task as the activity.
Note
General Tab, Task Fields
Remarks Shortly, describe the task. Start Date Specify the date for the start of the task. By default, the system date is displayed. Due Date Specify the expected date for the conclusion of the task. By default, the system date is displayed. Inactive Inactivates the activity and removes it from your calendar. You can still update and reactivate it. Closed Closes the activity.
Caution
Caution
You cannot reopen or modify a closed activity. End of the caution. More Information Creating and Updating Activities
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Object
Activity: General Tab, Note
Use this tab to enter general information about a note. To view the fields for notes, choose
Note
Business Partners
Activity,
and select Note as the activity.
Note
General Tab, Note Fields
Remarks Shortly, describe the note. Time Specify a date and time related to the note. By default, the system date is displayed. Reminder Displays a reminder in the Messages/Alert Overview window prior to the time set for the note. Specify the reminder in minutes or hours. To enter hours, type the number of hours followed by the letter H.
Note
The reminder is displayed according to the settings on the Services tab in Initialization End of the note. Inactive General Settings .
Inactivates the activity and removes it from your calendar. You can still update and reactivate it. Closed Closes the activity.
Caution
Caution
You cannot reopen or modify a closed activity. End of the caution. More Information Creating and Updating Activities
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General Settings: Services Tab

Object
Activity: General Tab, Other
Use this tab to enter general information about an activity that you cannot fit into any of the predefined activity types. To view the fields for other activities, choose activity.
General Tab, Other Fields
Business Partners
Activity,
and select Other as the
Remarks Shortly, describe the activity. Start Time Specify the date and time for the start of the activity. By default, the system date is displayed. End Time Specify the time for the conclusion of the activity. By default, the end time is set to fifteen minutes past the start time.
Caution
Caution
You cannot set the end time to a time earlier than the start time. End of the caution. Duration Specify the length of time you expect the activity to take. By default, the duration is set to fifteen minutes. If you change it, the end time is updated accordingly.
Note
Note
To specify hours, type the number of hours followed by the letter H. End of the note. Reminder Displays a reminder in the Messages/Alert Overview window prior to the time set for the activity. Specify the reminder in minutes or hours. To specify hours, type the number of hours followed by the letter H.
Note
The reminder is displayed according to the settings on the Services tab in Initialization End of the note. General Settings .
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Inactive Inactivates the activity and removes it from your calendar. You can still update and reactivate it. Closed Closes the activity.
Caution
Caution
Note
Note
Object
Activity: Attachments Tab
Use this tab to attach relevant files to an activity, such as a printed copy of a sales order sent to a customer. You can attach as many files as needed. To access the tab, choose
Note
Business Partners
Activity
Attachments
Note
Attachments Tab Fields
Attachment Date Date when the file was attached. Browse
Opens a window from which you can select a file to attach.
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Note
To attach files, you must predefine a folder on the Path tab in General Settings End of the note. More Information Creating and Updating Activities General Settings: Path Tab
Object
Activity: Content Tab
Use this tab to briefly describe the meeting, phone call, or any other event that took place during the activity. To access the tab, choose More Information Creating and Updating Activities
Object
Business Partners
Activity
Content
Activity: Linked Document Tab
Use this tab to: Link a document to an activity View the linked sales opportunity or service call from which an activity was created View the base activity, if an activity is a follow-up
Example
Example
If you make a phone call regarding a certain sales order, you can link the relevant order. End of the example. To access the tab, choose Business Partners Activity Linked Document .
Note
Note
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Linked Document Tab Fields
Document Number Specify the number of the linked document.

Note
Note
You can only specify documents matching the selected document type. End of the note. Show Documents Related to the BP Filters the selection of documents so that only documents related to the selected business partner appear in the list of documents for selection. Source Object Type Indicates if the activity was created from a service call or a sales opportunity. Source Object No. Service call or sales opportunity number from which the activity was created. Previous Activity Number of the base activity, if the activity is a follow-up. More Information Creating and Updating Activities
Object
Calendar Window
Use the calendar to view, add, or update meetings, phone calls, and other activities. To open the calendar, choose
Calendar
(Calendar).
Note
Note
You can reschedule activities using drag and drop. Depending on the calendar settings (see Defining Calendar Settings) the activity is either opened or automatically placed in its new location. Note and Task activities are not displayed. More...appearing in a column header of the calendar indicates that more than three activities are entered at a specific time of a day. To view a list of all the activities of the day, double-click More... in the column header. End of the note.
Note
Note
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Calendar Fields
Date Date displayed in the calendar. By default, the current date is displayed. Go Applies the specified date in the calendar. Today Applies the current date in the calendar. Week Displays a regular week in the calendar.
Note
Note
You can set the first day of the week on the Work Week tab in the Calendar Settings window. End of the note. Work Week Displays the working days of a week in the calendar.
Note
Note
You can set working days on the Work Week tab in the Calendar Settings window. The work week considers company holidays. End of the note. Group View Displays activities for other users specified on the Users tab in the Calendar Settings window.
Note
Note
Available in Day view only. End of the note. Show Activities Select activities to display or hide in the calendar. More Information Activity Window Calendar Settings: Work Week Tab Calendar Settings: Users Tab
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Procedure
Defining Calendar Settings
Procedure 1. To open the calendar, choose

Calendar
(Calendar).
Form Settings
2. To open the Calendar Settings window, choose
(Form Settings).
On the Calendar Settings General Tab, define color schemes and general display settings. On the Calendar Settings Work Week Tab, define working days and working hours. On the Calendar Settings Users Tab, define display settings for other users. 3. Choose Update, then OK. More Information Calendar Window
Object
Calendar Settings: General Tab
Use this tab to define general display settings for the calendar. To access the tab, choose
Note Calendar
(Calendar), then
Form Settings
(Form Settings).
Note
Calendar Settings, General Tab Fields
Automatically confirm when dragging an activity If deselected - When dragging an activity to a new time and/or date, the Activity window opens, in which you can view the activity details before confirming the rescheduling. If selected - When dragging an activity to a new time and date, the activity is automatically confirmed and rescheduled. Show Personal Activities Displays activities defined as Personal.
Note
Note
The icon representing personal activities is slightly different from regular activities.
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End of the note. Minutes per Row Select to divide the rows into intervals of 15, 30, 60 or 120 minutes. More Information Defining Calendar Settings Activities Management
Object
Calendar Settings: Work Week Tab
Use this tab to define the beginning and end of the work week and holidays. To access the tab, choose
Note Calendar
(Calendar), then
Form Settings
(Form Settings).
Note
Work Week Tab Fields
Display Selected days are displayed as working days in the calendar.

Note
Note
The Work Week view displays only the selected working days. In other views, the working days have a different color than the non-working days. End of the note. Start of Day, End of Day Sets a range of working hours, which are displayed in a separate color in any view showing hours. Apply Holidays Applies a predefined set of holidays to the calendar.
Note
Note
You can define holidays on the Accounting Data tab in the Company Details window. End of the note. More Information
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Defining Calendar Settings Activities Management Company Details: Accounting Data Tab
Object
Calendar Settings: Users Tab
Use this tab to specify users whose activities you would like to view. To access the tab, choose
Note Calendar
(Calendar), then
Form Settings
(Form Settings).
Note
Calendar Settings, Users Tab Fields
Period View Select to display the users activities in a Month, Week, Work Week, and Day views. Group View Select to display the user's activities in a Group View.
Note
Note
You cannot display more than seven users in the Group View simultaneously. End of the note. Color Opens a color palette from which you can choose a color for each user's activities. More Information Defining Calendar Settings Activities Management
Function
Internal Reconciliations
The internal reconciliation functionality enables you to internally reconcile transactions created for business partners or for G/L accounts. You can perform manual, semi automatic or automatic internal reconciliation. In addition you can reconcile transactions created for more than one business partners.
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Function
Reconciliation
Use this function to internally reconcile transactions posted to business partners. You can perform either partial or full reconciliation, for specific business partner or for multiple business partners. Choose the appropriate reconciliation type for the amount of transactions to be reconciled, while referring to whether partial reconciliation or reconciliation of multiple business partners is required: Type Manual Used to reconcile... A small amount of transactions, cases where partial reconciliations are required, or transactions posted to more than one business partner A large amount of transactions, or a range of business partners, based on user defined parameters and priorities.
Note
Note
Automatic when performing automatic reconciliation for a range of business partners, the reconciliation is done separately for each business partner successively and not between transactions posted to different business partners. End of the note. Manually, based on recommendations provided by SAP Business One.
Note
Note
Semi-Automatic Transactions representing documents with cash discounts are not handled by this reconciliation type.. End of the note. To access this function, choose Business Partners ->Internal Reconciliations-> Reconciliation.
Object
BP Internal Reconciliation - Selection Criteria: Manual
The following fields appears in this window when selecting the Manual reconciliation type. To open the window, choose
Selection Criteria
Business Partners
Internal Reconciliations
Reconciliation
Multiple BPs
Appears only when the Manuall reconciliation mode is selected. This option enables the transactions of more than one business partner to be reconciled.
Example
Example
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If a specific business partner is a customer as well as a vendor and therefore has two business partner master data records, you can reconcile the transactions created against both business partner master data records. End of the example. Business Partner Specify the business partner whose transactions you want to reconcile. BP Code Appears only when Multiple BPs is selected under the Manual reconciliation type. Specify the codes of the business partners whose transactions you want to reconcile. BP Currency Displays the code of the currency assigned to the business partner. The sign ## indicates that the option All Currencies was assigned to this business partner. Balance Due (LC) The current balance of the business partner in the local currency. A positive amount indicates a credit balance, and a negative amount indicates a debit balance. If Display Credit Balance in Negative Sign was selected in Administration System InitializationCompany Details Basic Initialization tab positive amount indicates a debit balance while a negative amount indicates a credit balance. Balance Due (FC) ,a
The current balance of the business partner in the foreign currency. A value appears in this field only if a specific foreign currency was assigned to the business partner. If the currency of the business partner is either the local currency or All Currencies, this field remains empty. A positive amount indicates a credit balance, and a negative amount indicates debit balance. If Display Credit Balance in Negative Sign was selected in System Initialization Company Details Basic Initialization indicates a debit balance while a negative amount indicates a credit balance. Reconcile Administration
tab, a positive amount
Performs the reconciliation according to the parameters you defined. If you selected the Manual or Semi-Automatic mode, choose this button to open the Internal Reconciliation or Reconciliation window. More Information Manage Previous Internal Reconciliations Window
Object
Internal Reconciliation Printing Preferences
When performing internal reconciliation manually, it is possible to print the reconciliations. Use this window to set the printing preferences for the manual internal reconciliations you are about to perform. To open the window, choose thePrint Settings button at the Internal Reconciliation window.
Internal Reconciliation Printing Preferences
Print Reconciliations Prints reconciliations. When you select this option, the following options appear: New Reconciliations Only Prints only the reconciliation that the system is about to perform.
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New and Old Reconciliations Prints reconciliations that were created in the past as well as the ones the system is about to perform. When you select this option, additional fields appear that enable you to define the reconciliation number range. Unreconciled Transactions Prints unreconciled transactions. When you select this option, the following fields appear: Sorting 1 Sorting 2 Use these fields to define the sorting order of the unreconciled transactions for the purpose of printing. Click in each field to select the values according to which sorting is to be performed. More Information Manage Previous Internal Reconciliations - Selection Criteria
Object
Internal Reconciliation Window
This window lists the transactions for reconciliation that match the selection criteria you specified in the BP Internal Reconciliation Selection Criteria window. BP The code of the business partner. Appears only when a single business partner was specified in the BP Internal Reconciliation Selection Criteria window. Reconciliation Currency If the currency of the specified business partner(s) is local currency or all currencies, the reconciliation currency is the local currency. If one of the foreign currencies was specified for the business partner(s), the reconciliation currency is this foreign currency. This field is in read-only mode. Reconciliation Date The date on which reconciliation takes place. By default, the current date is displayed. SAP Business One uses the reconciliation date when generating exchange rate differences. Selected Select the transactions you want to reconcile. Origin Indicates the document or transaction type that initiated the posting of each transaction. For example, IN represents a transaction resulting from the creation of an A/R invoice. For a complete list of origins, see XXX in the online help. Origin No. The number of the document that initiated the creation of the transaction. For example the number of the A/R Invoice. Posting Date The posting date of the business partner row in the transaction. Amount The original amount posted in the specific row of the transaction. This field is disabled. Amounts in brackets indicate debits, unless the option Display Credit Balance in Negative Sign is selected (in Administration
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System Initialization credits.
Company Details
Basic Initialization tab Balance Due
) in which case it indicates
The unreconciled amount. If this amount is smaller than the value appears in the Amount field, it indicates that this row in the transaction was already partially reconciled internally. This field is disabled. Amounts in brackets indicate debits, unless the option Display Credit Balance in Negative Sign is selected (in System Initialization credits. Company Details Basic Initialization tab Administration
), in which case it indicates
Amount to Reconcile Specify the amount of this transaction row you want to reconcile. The amount to reconcile must be greater than zero and smaller or equal to the Balance Due amount. By default, the Amount to Reconcile equals the Balance Due. At the bottom of this column you can see the accumulated balance of the selected transactions. A zero amount indicates balanced reconciliation. Adjustments Opens a window in which you can create a journal entry or document that is required to complete reconciliation. If, after you have selected all the required transactions, the amount at the bottom of the Amount to Reconcile column is different than zero, you cannot perform reconciliation. In this case, you balance this difference by creating an adjustment. Print Settings Choose to open the External Reconciliation Printing Preference window, in which you can define your preferences for reconciliation printing. Reconcile Reconciles the selected transaction rows.
Object
Reconciliation Window
This window lists the transaction rows to be reconciled on the debit and credit sides, together with the reconciliation recommendations generated according to the selection criteria and parameters defined in the BP Internal Reconciliation Selection Criteria window for Semi-Automatic reconciliation
BP The business partner for whom the reconciliation is performed. Reconciliation Currency If the currency of the specified business partner is either local currency or all currencies, the reconciliation currency is the local currency. If one of the foreign currencies was specified for the business partner, the reconciliation currency is the foreign currency. This field is in read-only mode. Open Transactions on Debit Side List of transactions with unreconciled amounts greater than zero on the debit side. Trans. No. The journal entry number as it appears in the field Trans. No. in the Journal Entry window. Posting/Due/Document Date The posting date, due date, or document date of this transaction row, depending on which value you specified in the
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BP Internal Reconciliation Selection Criteria window Ref. 1/Ref. 2/Ref. 3 Reference 1, 2, or 3, of the transaction row displayed, depends on the reference specified in the BP Internal Reconciliation Selection Criteria window. Balance Due The amount still to be reconciled. If the transaction was partially reconciled previously, this amount is smaller than the original amount posted in the transaction. Open Transactions on Credit Side List of transactions with unreconciled amounts greater than zero on the credit side. Trans. No. The journal entry number as it appears in the field Trans. No. in the Journal Entry window. Posting/Due/Document Date The posting date, due date, or document date of this transaction row, depending on which value you specified in the BP Internal Reconciliation Selection Criteria window Ref. 1/Ref. 2/Ref. 3 Reference 1, 2, or 3, of the transaction row displayed, depends on the reference specified in the BP Internal Reconciliation Selection Criteria window. Balance Due The amount still to be reconciled. If the transaction was partially reconciled previously, this amount is smaller than the original amount posted in the transaction. Ignore Negative Amounts When selected, it is impossible to display recommendations for transactions with negative amounts, and once you double click such transaction, the error message Negative row can not be selected is displayed. Manual Enables you to manually reconcile the transactions of the selected business partner by opening the Internal Reconciliation window with the business partners data.
Function
Manage Previous Reconciliations
This function enables you to display, cancel and recreate external or internal reconciliations created for a specified range of business partners or G/L accounts. This function does not deal with reconciliations created by SAP Business One. To manage previous reconciliations, choose Manage Previous Reconciliations See also: Manage Previous Reconciliations Selection Criteria Manage Previous Reconciliations Window
Object
Banking
Bank Statements and Reconciliations
Manage Previous Internal Reconciliations - Selection Criteria
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Use this window to specify the parameters according to which previous internal reconciliations are displayed. To open the window, choose .
Selection Criteria
Business Partners
Reconciliations
Previous Reconciliation for Specify whether to display previous internal reconciliations for business partners or G/L accounts. G/L Acct/BP Code From...To... Define a range of business partners or G/L accounts (depends on your choice in the previous field). Date From...To... Specify dates to display the previous internal reconciliations performed within a particular date range. Reconciliation No. From...To... Define a range of reconciliation numbers for which the system should display reconciliations.
Object
Manage Previous Internal Reconciliations Window
This window lists the previous internal reconciliations that match the selection criteria you specified in the Manage Previous Internal Reconciliations Selection Criteria window. This window has two sections: Reconciliation History lists the previous reconciliations. Reconciliation Details lists the transaction rows associated with the selected reconciliation from the Reconciliation History section
Reconciliation History
Recon. No. The reconciliation number assigned to the internal reconciliation by SAP Business One when the reconciliation took place. Recon. Amount The total amount of the reconciliation. Recon. Type Indicates the type of reconciliation, based on whether the reconciliation is a result of document creation or user initiation: Deposit - Reconciliation is the result of creating a deposit document for check(s), cash, credit card voucher(s), or bill(s) of exchange. Automatic - Reconciliation was performed by selecting the Automatic option in the BP Internal Reconciliation Selection Criteria window. Bank Statement Processing - Reconciliation was performed by the bank statement processing functionality, according to the user-defined matching rules.
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Cancellation - Reconciliation was cancelled by using the Cancel Reconciliation button in this window. Payment - Reconciliation is the result of creating an incoming or outgoing payment for specific documents/transactions. Credit Memo Reconciliation is the result of copying an A/P or A/R invoice to an A/P or A/R credit memo. Manual - Reconciliation was performed manually. Semi-Automatic - Reconciliation was performed by selecting a transaction from the Reconciliation recommendations window that opens if you selected the Semi-Automatic option in the BP Internal Reconciliation - Selection Criteria window. Period Closing - Reconciliation was automatically performed when a period-end closing adjustment was created at the year end. Reconciliation Date The date on which reconciliation took place. For manual reconciliation, this is the date specified in the Reconciliation Date field in the Internal Reconciliation window. For reconciliations resulting from document creation (payments, credit memos), the reconciliation date is the posting date of the latest document to be included in the reconciliation.
Example
Example
An incoming payment is created for two different A/R invoices that were created a week ago and two days ago. The posting date of the incoming payment is the current date. This is considered as the reconciliation date in this case. End of the example. Canceling/Cancelled Reconciliation Number If reconciliation is the result of cancelling a former reconciliation and then re-reconciling, the number of the former reconciliation is displayed.
Reconciliation Details
Origin Indicates the document or transaction type that initiated the posting of each transaction. For example, IN represents a transaction resulting from the creation of an A/R invoice. For a complete list of origins, see XX in the online help. Origin No. The number of the document that initiated the creation of the transaction, for example, the number of the A/R invoice. G/L Acct/BP Code The code of the G/L account or business partner to which the reconciled transaction row was posted. Ref. 1 The value in the field Ref. 1 in the reconciled transaction. Due Date The due date specified in the reconciled transaction row. Amount The original amount of the reconciled transaction row. Amounts in brackets reflect negative amounts. If the option Display Credit Balance with Negative Sign is selected in Administration System Initialization Company
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Details
amounts in brackets represent credit amounts. Applied Amount
The amount from the transaction row that was reconciled in this reconciliation. When the applied amount is different from the value displayed in the Amount field, it indicates that the transaction row is partially reconciled by this reconciliation. Cancel Reconciliation Choose to cancel the marked reconciliation. You cancel one reconciliation at a time.
Note
Note
Reconciliations resulting from the following scenarios can not be cancelled, and there fore when marking such reconciliation, the Cancel Reconciliation button is disabled: Creating Incoming or Outgoing Payment for specific transactions. Creating A/P or A/R Credit Memo based on existing document. Reversing transaction by using the Reverse option in the Journal Entry window. Cancelling transaction by using the Cancel option in Data menu. End of the note. For more information see Canceling Reconciliations in the online help. More Information BP Internal Reconciliation - Selection Criteria
Function
Business Partner Reports
These reports provide an overview of your interactions with business partners.

Note
Note
The reports are also available from the Reports module. End of the note. My Activities Shows all the activities assigned to you, by yourself or by other users. Activities Overview Provides an overview of the activities throughout SAP Business One.
Note
Note
You can view activities relating to a specific business partner in the Activity window or the Business Partner Master Data window by choosing Related Activities after selecting a business partner.
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End of the note. Inactive Customers Shows all customers who do not appear in any of the selected sales documents. Dunning History Report Shows dunning letters and the invoices included in them, per customer. In addition to the reports mentioned above, you can find under this menu entry various system queries relating to business partners and internal reconciliations. More Information Activities Overview - Selection Criteria
Object
My Activities
This report lets you view all activities assigned to you, by yourself or by other users. To create the report, choose
Note
Business Partners
My Activities
Note
My Activities Fields
Display Only Open Activities Hides activities that are closed. Handled by User to whom the activity is assigned. Activity Main type of the activity. Type Sub-type of the activity.
Example
Example
Technical or Service can provide information about the type of meeting, phone call and so on. End of the example. Contact Person Name of the business partner contact person specified for the activity. Remarks Text entered in the Remarks field in the Activity window. Personal Yes if Personal is selected in the Activity window.
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Tentative Yes if Tentative is selected in the Activity window. Reminder Yes if the Reminder is selected in the Activity window. Reminder Period Time period for sending a reminder defined in the Activity window. Sales Employee Default sales employee of the business partner. Closed Yes if the Closed is selected in the Activity window. Closing Date Date on which the activity was closed. Room, Street, City, Country, State Address details entered for a Meeting type of activity. Content Text specified on the Content tab of the activity. [Document Icon] indicates that a document is linked to the activity.
Note
Note
Double-click the icon to open the linked document. End of the note. [Attachment Icon] indicates that a file is attached to the activity.
Note
Note
Double-click the icon to open the attached file. End of the note. Source Type Sales Opportunity - If the activity was created from within a sales opportunity. Service Call If the activity was created from within a service call. Source Number Sales opportunity or service call number from which the activity was created. Previous Activity Original activity number if the activity is a follow-up activity. System Date, System Time Date and time when the activity was added. More Information
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Activities Overview
Function
Activities Overview Report
This comprehensive report displays information about all activities recorded in SAP Business One.
Example
Example
A report can be a managers summary of all the activities of his/her employees, or a sales employees report showing all the activities of his/her customers. End of the example. More Information Activities Overview - Selection Criteria Activities Overview Report Window My Activities
Object
Activities Overview - Selection Criteria
Use this window to specify selection criteria for the Activities Overview Report. To open the window, choose . After defining the report, you can view it in the Activities Overview Report Window.
Note
Business Partners
Activities Overview
Note
Selection Criteria
Handled by From...To... Specify one, or a range of, users.

Note
Note
To include all users, leave the fields blank.
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End of the note. Contact Person Select a contact person. The field is only active if one specific business partner is selected in the BP Code From...To... fields. Properties Opens the Properties window in which you can select business partner properties. Remarks Specify some text as a search criterion. More Information Activities Overview
Object
Activities Overview Report Window
This window displays the Activities Overview Report according to your defined selection criteria.
Note
Note
Form Settings
By default, only some columns are displayed. To display additional columns, choose Settings). End of the note.
Note
(Form
Note
Activities Overview Report Fields
Display Only Open Activities Hides activities that are closed. Handled by User to whom the activity is assigned. Activity Main type of the activity. Type Sub-type of the activity.
Example
Example
Technical or Service can provide information about the type of meeting, phone call and so on. End of the example.
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Contact Person Name of the business partner contact person specified for the activity. Remarks Text entered in the Remarks field in the Activity window. Personal Yes if Personal is selected in the Activity window. Tentative Yes if Tentative is selected in the Activity window. Reminder Yes if Reminder is selected in the Activity window. Reminder Period Time period for sending a reminder, as defined in the Activity window. Sales Employee Default sales employee of the business partner. Closed Yes if Closed is selected in the Activity window. Telephone Phone number entered in the Activity window. Room, Street, City, Country, State Address details entered for a Meeting type of activity. Content Text entered on the Content tab of the activity. [Document Icon] indicates that a document is linked to the activity. Double-click the icon to open the linked document. [Attachment Icon] indicates that a file is attached to the activity. Double-click the icon to open the attached file. Source Type Sales Opportunity - If the activity was created from within a sales opportunity. Service Call If the activity was created from within a service call. Source Number Sales opportunity or service call number from which the activity was created. System Date, System Time Date and time when the activity was added. More Information My Activities Business Partner Reports
Object
Inactive Customers
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This report lists the customers for whom none of the selected sales documents were created, according to the range defined in the Inactive Customers Selection Criteria window.
Inactive Customers Fields
Sales Quotations, Orders, Delivery Notes, A/R Invoices, A/R Down Payments By default, SAP Business One automatically selects all the documents. To remove a sales document type from the report, deselect it. Choose Refresh each time you change your selection of documents. Customer Code, BP Name, Telephone 1, Telephone 2 Names and numbers of the inactive customers, along with the main phone numbers from the customer master record. More Information Reporting Business Partners
Object
Inactive Customers - Selection Criteria
The Inactive Customers report indicates whether a customer is inactive by checking whether or not specific sales documents were created to the customer within a defined period.
Example
Example
In your company, if Sales Order was not issued to a customer within the past month, this customer is considered as inactive. End of the example. Use this window to specify selection criteria for generating a report that reflects the Inactive Customers in your business. To open the window, choose .
Note
Business Partners
Inactive Customers
Note
Selection Criteria
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Customer Group Select a customer group to filter by.

Note
Note
Applies if the customers have been assigned to groups in the Business Partner Master Data. End of the note. More Information Inactive Customers
Function
Dunning History Report
This report displays dunning letters and their included invoices, per customer, according to your selection criteria. The dunning letters and all other details are taken from the dunning wizard. More Information Dunning History Summary Report Dunning System
Object
Dunning History Report - Selection Criteria
Use this window to specify selection criteria for the Dunning History Report. To open the window, choose Report . Business Partners Business Partner Reports Dunning History
After defining the report, you can view it in the Dunning History Summary Report window.
Note
Note
Selection Criteria
Properties Opens the Properties window, where you can set properties as selection criteria.
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Due Date From...To... Specify a due date range to include documents that contain due dates within the range in the report. AR Invoice No. From...To... Specify a range for the A/R Invoice number to be included in the report. Down Payment No. From...To... Specify a range for the Down Payment document number to be included in the report. Include Deselected Invoices Includes invoices displayed in the dunning run but which are not included in dunning letters. Dunning Level Specify a specific dunning level, to display only invoices and letters related to it, or specify all dunning levels.
Country-Specific Fields: Czech Republic, Hungary, Poland, Portugal, Russia, and Slovakia
A/R Correction Invoice No. Specify a range for the A/R Correction Invoice number to be included in the report. More Information Dunning System Properties
Object
Dunning History Summary Report
Use this report to view the invoices included in each dunning letter, per dunning level, per customer.
Note
Note
Dunning History Summary Report Fields
Find To find specific letters in the report, specify the first character of a required name. SAP Business One locates the first dunning letter containing the specified characters. Dunning Name Wizards name as defined in step no. 2 of the Dunning Wizard. Doc. No. Internal number of the document included in the dunning run. Dunning Address Address to which the dunning letter should be sent. The default value is the Pay To address from the invoice. If required, specify another address. Due Date
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Due date as defined in the document. Last Dunning Date Last dunning date, in case the document was dunned previously. Document Sum, Open Sum Total of the document and amount that is not credited or paid yet. Interest Days Difference between dunning run date and due date of the invoice. Interest %, Interest Amount Interest rate and amount defined and calculated during the dunning run. Total Summary of all the open sums from the dunned invoices plus the interest calculated. Fee Fee amounts, as appear in the recommendation report. Sum Total of debt amount plus interest and fees. The values cannot be edited. More Information Dunning History Report - Selection Criteria
Component
Banking
Use this component to perform all monetary transactions that involve bank accounts, including: Manual and automatic creation of incoming and outgoing payments for various payment means Manual and automatic performance of internal and external reconciliations Postdated and cash deposits of checks and credit card vouchers Batch and single check printing More Information Incoming Payments Deposits Outgoing Payments Bill of Exchange (Chile, France, Italy, Portugal & Spain) Payment Wizard Bank Statements and Reconciliations Check Number Confirmation
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Document Printing
Function
Incoming Payments Main-Menu Option
Use the features listed under this function to: Create incoming payments for customers, vendors and accounts for various payment means Trace, update, and endorse received checks and credit card vouchers Create, trace, and process drafts of incoming payment documents More Information Incoming Payments Check Register Credit Card Management Credit Card Summary Payment Drafts Report
Function
Incoming Payments
Use this window to create a record each time your company receives a payment from a customer, vendor, or account. An incoming payment document can be created for the following payment means: Cash Check Credit card Bank transfer Bill of exchange When you add an incoming payment, an appropriate journal entry is created. You can create an incoming payment to clear the debt of an open A/R invoice or an opening balance. You can also create an incoming payment for a down payment received before the goods or services were provided. When you create an incoming payment to clear (fully or partially) a document or transaction, internal reconciliation takes place automatically. To open the window, choose Banking Incoming Payments Incoming Payments .
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More Information Creating Incoming Payments for Specific A/R Invoice(s) Creating Incoming Payments on Account Creating Incoming Payments for Multi-Currency Customer Creating Incoming Payments for Partial Amount Canceling Incoming Payments Incoming Payments: Customer Incoming Payments: Vendor Incoming Payment: Account Payment Means
Procedure
Creating Incoming Payments for Multi-Currency Customers
Use the procedure to create an incoming payment document for a multi-currency customer. Procedure 1. Choose Banking Incoming Payments Incoming Payments .
2. Select Customer. 3. In the Code field, enter the customer code. 4. Specify other relevant details. 5. To create a payment for specific invoice(s), select the relevant invoice(s) in the table. The Amount Due (FC) and Amount Due (LC) fields are updated accordingly.
Note
Note
If you select more than one document in more than one currency, the Amount Due (FC) field displays *****. If the payment received was without reference to a specific document, select Payment on Account, and enter the amount paid without any currency sign ($, ). The Amount Due (LC) is updated automatically, and displays the amount entered. End of the note. 6. Choose
Payment Means
(Payment Means) to display the Payment Means window.
7. Specify the currency for the payment.
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If you choose a foreign currency, a field displaying the exchange rate as defined in Exchange Rates and Indexes appears. Change the rate if necessary.
Administration
8. Choose the relevant tab for the means of payment.

Note
Note
The G/L account you enter in the Payment Means window should be in the currency selected. End of the note. 9. Specify the details about the means of payment. 10. Choose OK to return to the Incoming Payments window. The Amount Due (FC) field displays the paid amount in the selected currency. The Amount Due (LC) field displays the paid amount in local currency, calculated according to the exchange rate defined in the Payment Means window. 11. Choose Add. Result An appropriate journal entry is created. If the incoming payment was created for specific document(s)/transaction(s) the following occurs: If the selected document(s) are fully paid, the status of it becomes closed. The Applied Amount and Open Balance/Balance Due fields in the document(s)are updated accordingly. The transactions for the incoming payments and the paid document(s)/transaction(s) are reconciled internally. If the exchange rate of the invoice(s) is different from the exchange rate of the incoming payments, SAP Business One automatically performs an exchange rate differences transaction. More Information Incoming Payments
Procedure
Cancelling an Incoming Payment
Follow this procedure to cancel an Incoming Payments document created for cash, bank transfer and checks that are not yet deposited. Procedure 1. Choose Banking Incoming Payments Incoming Payments and display the required
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payment document. 2. In the table, right-click the payment you want to cancel and choose Cancel. 3. When asked whether to cancel the incoming payment, choose Yes to continue. The Cancellation Options window appears. 4. Select one of the following: Current System Date - to assign the transaction resulting from the cancellation the current date. Original Document Date - to assign the transaction resulting from the cancellation the same date (posting date, due date, and document date) assigned to the cancelled document. 5. Choose OK to complete the cancellation. Result A reversal journal entry is created in order to cancel the one created when the incoming payment was added. The dates assigned to this transaction are according to the selection you made in the Cancellation Options window. The Remarks field of this journal entry indicates that this is a reversal transaction for a specific incoming payment. If the cancelled incoming payment was created for specific transactions or documents, the reconciliation performed as a result of adding the incoming payment is cancelled, and the balance due amounts in the transactions/documents paid are updated accordingly. Documents paid and closed by the cancelled incoming payment are reopened. The Journal Remarks field in the cancelled incoming payment displays the text: Cancelled.
Procedure
Creating Incoming Payments on Account
Use the procedure to create Incoming Payments for payments received with no reference to specific invoice(s) and/or other transactions. Procedure 1. Choose Banking Incoming Payments Incoming Payments .
2. Select Customer or Vendor. 3. In the Code field, specify the business partner code. 4. Select Payment on Account. 5. In the field next to Payment on Account, specify the received amount. 6. Fill in all other required details and choose window.
Payment Means
(Payment Means) to open the Payment Means
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7. Choose the relevant payment mean tab and fill in the details of the payment mean received. 8. Choose OK. 9. To add the Incoming Payment document to the database, choose Add. Result Once you add the Incoming Payment document, the appropriate journal entry is created.
Procedure
Creating Incoming Payments for Partial Amount
The following procedure explains how to create an Incoming Payments document for partial amount of the chosen invoice(s). Procedure 1. Choose Banking radio button. Incoming Payments Incoming Payments Select the Customer
2. Enter the code of the customer in the Code field. The invoices still to be paid are displayed in the table. 3. Select the invoice for which you want to create the partial payment. In the Total Payment column, change the original amount to the amount that is actually being paid and press TAB. Now, you can see that the amounts displayed in the Amount Due (FC) and in the Amount Due (LC) are updated according to the change you made. 4. Click to open the Payment Means window, and fill in the details of the payment mean by which the payment is done. Choose OK to return to the Incoming Payments window. 5. Choose Add to add the Incoming Payments document to the data base. Result Once you added this Incoming Payments document, the following process takes place: An appropriate journal entry which credits the customer for the amount paid is created. The amount in the Balance Due field of the partially paid invoice is updated, and displays only the amount that still to be paid. The invoice status remains open. More Information Incoming Payments
Procedure
Creating Incoming Payment from Vendor
Use the procedure to create incoming payment from a vendor based on an A/P Credit Memo, or an A/P Invoice and A/P Credit Memo when a partial amount is returned.
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This might be when goods you purchased and paid for were returned to the vendor (completely or partially).
Caution
Caution
You cannot create this type of document through the Payment Wizard. End of the caution. Procedure 1. Choose Banking Incoming Payments Incoming Payments .
2. In the Incoming Payments window, choose Vendor and specify the vendor from which the payment is received. The table displays open documents and, if you selected Display all Transactions, transactions that are not reconciled yet: A/P Invoices, A/P Down Payment Invoices and manual journal entries in which the vendor is on the credit side are presented with a negative sign. The following are presented with a positive sign: A/P Credit Memos not based on A/P Invoices manual journal entries in which the vendor is on the debit side outgoing payments that are not based on invoices amounts that were deposited to the vendor and not to the bank checks for payment
Note
Note
Down Payment Requests and Opening Balances transactions are not represented in the table. End of the note. 3. Select the documents on which you want to base the incoming payment and change the Total Payment amount as required. 4. Open the Payment Means window, fill in the payment details and choose OK. 5. Choose Add. Result The open amounts in the base documents are updated according to the payment amount. If the base documents were fully paid through the incoming payment, the documents are closed and their journal entries are automatically reconciled. If base documents were fully paid, but the payment amount did not match the definition made in
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Administration Incoming Payment
Document Settings
Per Document
Under/Overpayment Amt Allowed
, the following is performed:
Differences caused by payment amount bigger than amount due (gain) are posted to the account, as defined in the Overpayment A/R Account field. Differences caused by payment amount smaller than amount due (loss) are posted to the account, as defined in the Underpayment A/R Account field. Example You received from your vendor an A/P Invoice for 994.3 (LC). You paid the exact amount, and then returned the goods and received an A/P Credit Memo for 994.3 (LC).. You entered the A/P Credit Memo. The vendor is about to pay you 994.5 (LC) in cash. The table in the Incoming Payment document for this vendor is displayed as follows: Documents for Payment Document Balance Due Document Type Total Payment 1234 994.3 PC (=A/P Credit Memo) 994.3 The payment amount is actually 994.5 (LC). The amount defined for Under/Overpayment Amt Allowed, is 1 (LC). The journal entry created by the payment will be: Journal Entry G/L Account/BP Debit Credit Cash on Hand 994.5 Overpayment A/R Account 0.2 Vendor 994.3 The journal entries of the A/P Credit Memo and Incoming Payment are reconciled, and the A/P Credit memo is closed. More Information Incoming Payments
Procedure
Creating Incoming Payment for Specific Invoice(s)
The following procedure explains how to create an incoming payment for a customer against specific invoice or invoices. Procedure 1. Choose Banking Incoming Payments Incoming Payments .
The Incoming Payments window appears. 2. Select Customer, and choose the required customer code in the Code field.
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3. Choose in the Documents for Payment table, the invoice, or invoices, against which the payment is made. (The Documents for Payment table displays all unpaid invoices created for the customer). 4. The cumulative amount of the selected invoices is displayed in the Total Amount Due field at the footer of the window. 5. Fill in all the required details, and click to open the Payment Means window. 6. Choose the payment means tab, and enter the details. Choose OK to close the Payment Means window and to return to the Incoming Payments window. 7. Choose Add to add the document to the data base. Result The following process takes place after an Incoming Payments document is added: An Incoming Payment document is created. A journal entry which credits the customer and the tax accounts (if tax is involved) and debits the receivable account is created. The journal entries of the incoming payments and the paid invoices are reconciled. The paid invoices are closed (will not appear any more in the Open Items List, and in the Incoming Payments window, as documents for payment. See also: Incoming Payments
Object
Incoming Payments: Customer & Vendor
The following table describes the fields that appear in the general area of the Incoming Payments window. To open the window, choose Customer or Vendor. Banking Incoming Payments Incoming Payments . Select
Incoming Payments: Customer & Vendor
Code Specify the business partner code. Name, Pay to Business partner's details. Modify the information in these fields if required. To move to the next field, press CTRL+TAB. Contact Person Default contact person defined for the business partner. Specify another contact person if required. Project To relate the incoming payment to a specific project, specify the required project.
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No. Default numbering series and current number of the incoming payment in the default numbering series. Specify another series if required. To document a receipt that was originally created in a notebook, select Manual, then copy the number from the original receipt to the number field. Posting Date, Document Date Current date by default, which you can change as required. Due Date By default, the current date, which will be the due date of the business partner row in the journal entry created by the document.
Note
Note
After you enter the details of the payment means in the Payment Means window and return to the Incoming Payment window, this field is updated with the weighted average of the due dates defined for the payment means. End of the note. If required, you can change this date before you add the document. Reference Specify the business partner's reference number for this payment. Transaction No. Number of the journal entry created by this document. The number appears after you have added the incoming payment. Remarks Enter any remarks about this incoming payment. Journal Remarks Enter any details to be displayed in the Remarks field of the journal entry. Displays by default: Incoming <business partner code>. Created By Payment Wizard Indicates whether or not the incoming payments were created through the Payment Wizard. You cannot edit it. Only available when the option Customer is selected. Payment on Account Creates an incoming payment not based on any transaction or document appearing in the table. Total Amount Due Amount of the payment in local currency, when the incoming payment is created for a local currency business partner. Total Amount (LC), Total Amount (FC) Amount of the payment in the foreign currency and in the local currency, according to the defined exchange rate. Available when the incoming payment is created for a multi-currency or foreign currency business partner. Open Balance Reflects the difference between the amount paid and the Amount Due, in case it is greater than the amount specified in the Under/Overpayment Amt Allowed field in Settings Per Document Administration . System Initialization Document
Incoming Payment
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Add in Sequence If the payment is not against a specific documents/transactions, closes the documents/transactions according their display order in the table. Only available if the Incoming Payment is created for a customer.
WTax Code If the incoming payment is not against a specific document or transaction, specify the relevant withholding tax code. Only available if Withholding Tax is selected in Account Determination Sales Tax Administration Setup Financials G/L
, and if all the following conditions are met:
Payment on Account is selected in the incoming payment window. The business partner is defined as subject to withholding tax. At least one withholding tax code of type Payment is linked to the business partner. WTax Base Sum Amount of the payment that is considered as the base amount for the calculation of the withholding tax amount. Tax Code If the incoming payment is not against specific document/transaction, specify the relevant tax code. Only available if the option Payment on Account is selected in the incoming payment window. Tax Tax amount according to the tax code selected in the Tax Code field. WTax Amount Withholding tax amount for the incoming payment.
Country-Specific Fields: Belgium, Denmark, Finland, Norway & Sweden
Payment Reference No. Specify an invoice reference number.

Country-Specific Fields: Chile, Portugal, & Spain
Agent The agent assigned to the customer on the General tab in Business Partner Master Data. Only available when creating Incoming Payment from a customer. More Information Incoming Payments
Object
Incoming Payments: Customer & Vendor - Table Area
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The following table describes the fields that appear in the table area of the Incoming Payments window. To open the window, choose Customer or Vendor.
Table Area
Banking
Incoming Payments
Incoming Payments
. Select
Document Displays the document number. Click to display the document. This column is displayed only when the Customer Ref. No is deselected. Installment Displays the successive number of the installment within the total number of the installments included in the specific invoice. The invoice is displayed several times according to the number of installments still to be paid. If not all installments are paid in the same document, the invoice will not be reconciled automatically. Date Displays the posting date of the document/transaction. * An asterisk is displayed in the line of every invoice or installment whose due date has passed. Total Displays the total amount due for the document/transaction. WT Amount Displays the withholding tax amount included in the document. Balance Due Displays the amount still to be paid from the document/transaction. If a partial payment for that record has already been made, or if a credit memo was created for a partial amount, this value is lower than the value displayed in the Total field. Discount % Displays the rate of the cash discount defined for the business partner, depends on the incoming payment date and the invoice date. Change if required. Document Type Displays the type of document or transaction. For example, IN represents A/R invoice. Total Payment Displays the amount that is outstanding on an invoice. Change this amount if the incoming payment is only for part of the invoice amount. The system proposes the balance due as the amount to be paid. Total Rounding Amount This column is displayed only when the selected rounding method is By Currency. In this case, the amount displayed in this field is the difference between the original amount of the document and its rounded amount. More Information Incoming Payments
Object
Incoming Payments: Account
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The following are the fields in the Incoming Payments window. To open the window, choose Account .
Note
Banking
Incoming Payments
Incoming Payments
and select
Note
Incoming Payments for Account
No. Default numbering series and current number of the incoming payment in the default numbering series. Specify another series if required. To document a receipt originally created in a note book, choose Manual and copy the number from the original receipt to the number field. Posting Date, Document Date Current date by default. Change the dates if required. Due Date By default the current date, which will be the due date of the customer row in the journal entry created by the document.
Note
Note
After you enter the details of the payment means in the Payment Means window, and return to the Incoming Payment window, the field is updated with the weighted average of the due dates defined for the payment means. End of the note. If required, you can change this date before you add the document. Reference Enter any additional reference if required. Transaction No. Number of the journal entry created by this document. The number appears after you have added the incoming payment. Project To relate the incoming payment to a specific project, specify the required project. Doc. Currency Documents currency, by default in the local currency Specify another currency if required. If you choose foreign currency, the exchange rate defined in the Exchange Rates and Indexes table for the selected currency for the document's posting date is displayed. You can change this rate if required. Remarks
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Enter any remarks about this incoming payment. Journal Remarks Enter the details to be displayed in the Remarks field of the journal entry. Includes by default: Incoming Account Code. If the incoming payment is for more than one account, the code is the last account in the document. Doc. Remarks Enter any relevant details regarding the amount paid for this account. Amount Specify the amount referred to the account. Total Amount Due Total amount of the payment in local currency. Appears only when the selected document currency is the local currency. Amount Due (FC), Amount Due (LC) Amount of the payment in the selected foreign currency or local currency depending on the exchange rate defined in the document. Appear if the document currency is other than the local currency.
Country-Specific Fields: Europe, Australia-New Zealand, and South Africa
Tax Definition Specify a tax group according to which the tax will be calculated for the account in the row. Net Amount Specify the amount before tax. This amount is the basis of the tax calculation, if you specified a tax group for Tax Definition.
Example
Example
Net Amount = 100, Tax Definition = 16% Tax calculation: 100X16% = 16 End of the example. Gross Amount Only available if you select Visible and Active for this field in the Form Settings Incoming Payment window. Specify the amount including tax. SAP Business One calculates the tax amount as follows: Gross Amount minus Net Amount.
Example
Example
Gross Amount = 116, Tax Definition = 16% Net Amount = 116/116% = 100 Tax Amount = 116-100 = 16. End of the example.
Caution
Caution
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If you change the amount in the Net Amount field, after you specify an amount in the Gross Amount field, the tax will be recalculated according to the Net Amount method. Therefore, the tax amount and gross amount might be different. End of the caution. Net Total Total amount of payment before tax. Total Tax Total amount of tax included in the incoming payment. To view the tax amount calculated for each row of the payment, open the Form Settings - Incoming Payments window. On the Table Format tab, select Tax Amount. More Information Incoming Payments
Function
Payment Means
Use this window to record and view the details of the means of payment combined to make an incoming or outgoing payment. The following payment means are supported: Check Bank transfer Credit card Cash Bill of exchange To open the window, choose Alternatively, choose choose
Payment Means
Banking
Incoming Payments
Incoming Payments
Banking
Outgoing Payments
Outgoing Payments
. On the toolbar,
(Payment Means).
More Information Payment Means: Check Tab Payment Means: Bank Transfer Tab Payment Means: Credit Card Tab Payment Means: Cash Tab Payment Means: Bill of Exchange Tab
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Object
Payment Means: General Area
To open the general area of the Payment Means window, choose Incoming Payments Payments . Alternatively, choose Banking
Banking
Incoming Payments Outgoing
Outgoing Payments
. On the toolbar, choose
Payment Means
(Payment Means).
Payment Means General Area Fields
Currency Currency of the payment, as defined in the Incoming/Outgoing Payments window. Specify another currency if required. If the currency defined for the G/L account/business partner is the local currency, the displayed currency cannot be changed. Overall Amount Amount to be paid, comprising: Invoices selected for payment Information in the relevant Payments window Any amounts that are not contained in incoming or outgoing invoices (only if Display Journal Entries was selected) Balance Due When the amounts to be covered by the different payment means have been entered, the balance due is equal to zero. Paid Total amount paid, which is the sum of the amounts entered in the Payment Means window.
% Deduction The percentage of tax deduction at the source defined for the company or business partner, and the amount of the deduction based on the amount of the payment. You can change the percentage and amount if required. More Information Payment Means
Object
Payment Means: Check Tab
To access the Check tab of the Payment Means window, choose Incoming Payments . Alternatively, choose Banking
Banking
Outgoing Payments
Payments . On the toolbar, choose the Check tab.
Payment Means
(Payment Means). In the Payment Means window, choose
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Payment Means: Check Tab Fields
G/L Account For incoming payment documents: Specify the account to be debited when the incoming payment is added. The account displayed is defined in Administration Checks Received Setup . G/L Account (Table Area) For outgoing payment documents: Account defined for the selected bank in the House Bank Accounts Setup window. To have a different account credited when the outgoing payment is added, press TAB and select the required account. You can issue checks from different accounts within the same outgoing payment if required. Search by Bank Code Searches for the required bank by bank code instead of bank name. Due Date The current date is the default date for the first check. Change if necessary. Country Specify the country where the bank issuing the check is located. Bank Name Specify the relevant bank. Available options are banks defined for the selected country in the Banks Setup window. Branch, Account, Check No. For incoming payment documents: Specify the numbers of the branch, account, and check as printed on the check received. Branch, Account For outgoing payment documents: Numbers of the branch and bank account of the credited G/L account. These details are taken from the House Bank Accounts Setup window. Manual Check For outgoing payments only: To manually specify the check number, select the checkbox. This is useful if the check is not printed through SAP Business One, but written manually. Check No. Incoming Payments Specify the number of the check received. Outgoing Payments If you print checks from SAP Business One, this field is disabled and the check number is zero until the check is printed, when the check number is updated automatically. If you issue checks manually, select the checkbox Manual Check and specify here the check number. Endors. Financials G/L Account Determination Sales General
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Specify whether endorsement of the check should be allowed or not. Amount Specify the amount of the check. More Information Payment Means
Object
Payment Means: Bank Transfer Tab
To access the Bank Transfer tab in the Payment Means window, choose Incoming Payments . Alternatively, choose
Payment Means
Banking
Banking
Outgoing Payments
Payments . On the toolbar, choose the Bank Transfer tab.

Payment Means: Bank Transfer Tab Fields
G/L Account Specify the G/L account from the chart of accounts to/from which the bank transfer is to be posted. Transfer Date Specify the bank transfer date. Reference Specify a reference, such as the intended purpose, for the bank transfer. Total Specify the bank transfer amount. More Information Payment Means
Object
Payment Means: Credit Card Tab
To access the Credit Card tab in the Payment Means window, choose Incoming Payments . Alternatively, choose
Payment Means
Banking
Banking
Outgoing Payments
Payments . On the toolbar, choose the Credit Card tab.

Payment Means: Credit Card Tab Fields
Credit Card Name Specify the credit card used to make the payment.
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G/L Account Incoming Payments The account defined for the selected credit card in the Credit Card Setup window. If required, specify another account. Outgoing Payments Specify the account to be credited when the outgoing payment is added. Credit Card No., Valid Until For incoming payment documents: Specify the number and valid-until date (in the format MM/YY) of the credit card. ID No., Telephone No. Specify the ID number and the phone number of the card owner. Payment Method Specify the required payment method. Amount Due Specify the amount paid with the credit card. No. of Payments, First Partial Payment, Each Add. Payment Specify the number of partial payments for this transaction, and the amount of the first partial payment. SAP Business One automatically calculates the amount that is to be paid with future payments, and displays it in the Each Add. Payment field. Rounding results are added to the first payment.
Note
Note
Available for incoming payment documents only if the selected payment method enables the creation of multiple partial payments. End of the note. Voucher No. Specify the number of the credit card voucher. Transaction Type For incoming payment documents: Specify whether the transaction is a telephone transaction or a regular transaction. Split Credit Card Amounts in Trans. For outgoing payment documents: Creates a separate row in the journal entry for each partial payment. Vouchers All credit cards defined in the Credit Cards Setup window. The credit card selected in the Credit Card Name field is marked. To create vouchers for an additional credit card, choose Define New in this list. Tel. for Approval, Company ID Telephone number for approval as defined for the credit card, and company ID that should be used when calling for approval. Total
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Total amount paid with this transaction. More Information Payment Means
Object
Payment Means: Cash Tab
To access the Cash tab in the Payment Means window, choose Incoming Payments Payments the Cash tab. . Alternatively, choose Banking
Banking
Outgoing Payments
. On the toolbar, choose
Payment Means
Payment Means: Cash Tab Fields
G/L Account For incoming payment documents, one of the following is displayed: Account defined in the Cash on Hand field on the General sub-tab of the Sales tab in the G/L Accounts Determination window. Default account defined for the user in the Cash Acct field on the Defaults tab in the User Default window. If required, select another account. The selected account is debited once the incoming payment is added. G/L Accounts (op) For outgoing payment documents, specify the account to be credited when the outgoing payment is added. Total Specify the total amount of the cash payment. More Information Payment Means
Function
Check Register
SAP Business One uses the check register to store information about all checks that have been received in the company. The check details are recorded in the Payment Means window during the creation of an incoming document, and updated when the check is deposited. The check register reflects the current status of every check received, which means that you can find out at any time when the check was deposited and where, or whether, it was endorsed. More Information Check Register Selection Criteria
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Check Register Window

Procedure
Endorsing Checks
The check endorsement function enables you to forward an incoming check (for example, from a customer) to a third party (a vendor) without having to deposit it first. Prerequisites The check to endorse has not been cancelled or deposited. Procedure 1. Choose Banking Incoming Payments Check Register.
2. In the Check Register Selection Criteria window, specify the relevant parameters and choose OK. 3. Select the check to endorse. If the value in the Endorsable field is No, change the entry to Yes. 4. Choose Endorsement. The Journal Entry window appears. 5. SAP Business One automatically creates the first row of the journal entry and credits the check fund account. To debit the endorsee business partner/account, add another row. 6. To create the journal entry, choose Add. Result After you have endorsed a check, you can no longer deposit or cancel it. More Information Check Register
Procedure
Restoring Checks
If you deposited a check as postdated and now need to return it to the customer, cancel it, or deposit it to a different account, you can do so by returning the check to the check register. This restores the check's status to the one it had prior to deposit. Procedure 1. Choose Banking Incoming Payments Check Register .
2. In the Check Register Selection Criteria window, specify the relevant parameters and choose OK.
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3. In the Check Register window, select the check to restore. 4. Right-click the check and choose Restore. The Journal Entry window appears. 5. SAP Business One automatically creates the first row in the journal entry and debits the check fund by the amount of the check. To have a balanced transaction, complete the journal entry by adding the other row. 6. To create the journal entry, choose Add. Result When you have restored a check, it can be cancelled or deposited as necessary.
Procedure
Cancelling Checks
Follow this procedure to cancel a check that was received as an incoming payment but has not yet been deposited, or has been deposited as postdated. Procedure 1. Choose Banking Incoming Payments Check Register .
2. In the Check Register Selection Criteria window, specify the required parameters and choose OK. 3. Right-click the check you want to cancel and choose Cancel. The Journal Entry window appears. 4. SAP Business One automatically enters the first row of the journal entry, which represents the cancellation of the check. Add another row to balance the transaction. 5. To record the journal entry, choose Add. Result Once you have cancelled a check, the check status is Cancelled. To view the check status, select the check in the Check Register window, and choose the Check Status tab. More Information Check Register
Object
Check Register - Selection Criteria
Use this window to specify selection criteria for the Check Register.
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Selection Criteria
Banking
Incoming Payments
Check Register
Check Date From...To... To locate a check according to its date, specify a range of due dates. Date of Receipt From...To... To find checks received on specific dates, specify a date range for postings of incoming payments. Check Number From...To... To find a check according to its check number, specify a range of check numbers. Check Amount From...To To locate checks within a range of amounts or of a specific amount, specify a range of amounts. Deposit Status Specify the kind of checks to be retrieved: Only deposited checks Only checks that still are to be deposited Both deposited and to be deposited (select All).
Object
This window displays the Check Register according to the defined selection criteria.
Check No. Search for a specific check by its number. Currency Specify a currency to display only checks created in this currency. Deposit Status Specify whether to display deposited checks, checks that have not been deposited, or both. This selection criterion is active only for checks appearing in this window. Sequence No., Date, Check No., Bank, Branch, Account, Endorsed, Amount Details regarding each check displayed. Total Total amount of all checks shown in the window.
Note
Note
Since not all checks documented in the check fund are displayed, this total is not equal to the check fund balance. End of the note.
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Date, Check No., Bank, Branch, Account, Endorsable, Amount Details about the check selected in the table. Deposit Details regarding the selected check, if it has been deposited: Deposit number Deposit date Account or business partner for which the check was deposited Bank, branch and account in which the check was deposited All details are taken from the deposit document as posted in SAP Business One. Payment Details regarding the incoming payment document created for the selected check. Endorsed, Deposited, Cancelled Information about whether the selected check has been endorsed, deposited, or cancelled. Endorsement Opens a journal entry window with a partial transaction that you must complete in order to perform the check endorsement. Available only if the selected check is endorsable.
Function
Credit Card Management
SAP Business One uses the credit card management function to store information about all credit card vouchers that are recorded in the Payment Means window when an incoming payment document is created. When a credit card voucher is deposited, this information is updated. The credit card management function reflects the current status of every credit card voucher recorded, which means that you can find out at any time when a credit card voucher was deposited, and where, or whether it was endorsed. More Information Credit Card Management Selection Criteria Credit Card Management Window
Procedure
Cancelling Credit Card Vouchers
Procedure 1. Choose Banking Incoming Payments Credit Card Management .
2. In the Credit Card Management Selection Criteria window, specify the required parameters and choose OK.
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3. Select the credit card voucher you want to cancel.

Note
Note
If the value in the Split Credit Voucher field in the Payment Means window was Yes, separate credit card vouchers were created for each payment and are displayed in separate rows in the Credit Card Management window. If the value in this field was No, a row representing all credit card payments is displayed, and cancellation is available for the entire amount. End of the note. 4. Right-click the voucher and choose Cancel. The Journal Entry window appears. It automatically displays rows that represent the cancelled credit card vouchers. 5. Complete the journal entry and choose Add to record it. Result The selected credit card voucher is cancelled. The credit card register account is credited, and the G/L account/business partner you selected when completing the journal entry is debited. More Information Credit Card Management
Procedure
Endorsing Credit Card Vouchers
The credit card voucher endorsement function enables you to forward an incoming credit card voucher (for example, from a customer) to a third party (a vendor) without having to deposit it first. Prerequisites You can endorse only credit card vouchers that are not deposited yet. Procedure 1. Choose Banking Incoming Payments Credit Card Management .
2. In the Credit Card Management Selection Criteria window, specify the required parameters and choose OK. 3. Select the credit card voucher to be endorsed.
Note
Note
If the value in the Split Credit Voucher field in the Payment Means window is Yes, a separate credit card voucher is created for each payment. The payments are displayed in separate rows in the Credit Card Management window.
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If the value in this field is No, a row representing all credit card payments is displayed, and cancellation is available for the entire amount. End of the note. 4. Choose Endorsement. The Journal Entry window appears. The row(s) displayed in the Journal Entry window credit the credit card register and represent the credit card voucher(s) included in the selected payment. 5. Complete the journal entry by debiting the relevant G/L account/business partner. 6. To create the journal entry, choose Add. Result The selected credit card payment is endorsed and cannot be deposited. More Information Credit Card Management
Object
Credit Card Management - Selection Criteria
Use this window to specify selection criteria for Credit Card Management. To open the window, choose
Selection Criteria
Banking
Incoming Payments
Credit Card Management
Credit Card From...To... To display the vouchers created for a range of credit cards, specify that range here. Date From...To... To display vouchers whose dates fall within a particular range, specify these dates here. Display Undeposited Vouchers Only Displays vouchers that have not been deposited. If you do not select this option, both deposited and undeposited vouchers are displayed.
Object
Credit Card Management Window
This window displays Credit Card Management according to the defined selection criteria.
Credit Card Management Window
Sequence No., Card Name, Voucher No., Date, Card No., Payment Method, Total Information relating to the selected range of credit card vouchers. Find Voucher No.
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Specify the number of the voucher you want to trace. SAP Business One marks the required voucher. If a voucher with this number cannot be found, the voucher with the closest number is marked. Currency To view only the credit card vouchers created for a specific currency, specify this currency. Credit Card To view only the credit card vouchers created for a specific credit card, specify this credit card. Credit Card, Voucher No., Date, Card No., Ref., Payment Method, # of Paym., Total, First Payment, Each Add. Payment, Total Not Paid This information about the marked voucher is displayed when you select a credit card voucher from the table. The information is taken from the Payment Means window. Incoming Payment No., Date, Customer Code, Customer Name. Information regarding the incoming payment document through which the selected credit card voucher was created. Transaction Type Transaction type of the credit card payment: regular or telephone transaction. This information is taken from the Payment Means window. Cancelled Shows whether or not the credit card voucher was cancelled. Deposited Indicates whether or not the credit card voucher was deposited. Deposit No., Deposit Date, G/L Account / BP Information about the deposit document made for the selected credit card voucher. Endorsed Indicates whether or not the credit card voucher was endorsed. Bank, Branch, Account Information from the corresponding fields of the deposit document, if the credit card voucher was deposited. Endorsement Endorses the selected credit card voucher. A journal entry window with a partial transaction appears. To perform the endorsement, complete the transaction.
Function
Credit Card Summary
Use this function to display and update credit card voucher references that are received from credit card companies. More Information Credit Card Summary Selection Criteria Credit Card Summary Window Credit Card Vouchers for Update Window
Procedure
Updating References for Credit Card Vouchers
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Use the procedure to update the references received from the credit card company in the credit card vouchers. Procedure 1. Choose Banking Incoming Payments Credit Card Summary .
2. In the Credit Card Summary Selection Criteria window, specify the parameters required to display the credit card vouchers to update. 3. Choose OK. The Credit Card Summary window appears, displaying the credit card vouchers according to your selection criteria. 4. In the Reference column, specify the appropriate reference for each credit card voucher. 5. Choose Update. More Information Credit Card Summary
Object
Credit Card Summary - Selection Criteria
Use this window to specify selection criteria for the Credit Card Summary. To open the window, choose
Selection Criteria
Banking
Incoming Payments
Credit Card Summary
Creation Date From...To To display all credit card vouchers created within a particular date range, specify these dates here. Currency To display credit card vouchers created for a specific currency, specify the relevant currency. Vendor To display credit card vouchers assigned to a specific credit vendor, specify the relevant credit vendor. Display Documents with No Reference Only Displays only credit card vouchers to which a reference has not yet been assigned.
Object
Credit Card Summary Window
This window displays the Credit Card Summary according to your defined selection criteria.
Note
Note
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Credit Card Summary Window
Date, Currency Creation date and currency of the incoming payment. No. of Vouchers, Total Number of vouchers created in each incoming payment document and total amount of the vouchers.
Note
Note
If the incoming payment document contains an additional means of payment (for example, cash), the amount displayed in the Total column is different from the total amount of the incoming payment document. End of the note. Reference Specify a reference for the credit card vouchers. This reference is relevant for all vouchers included in the incoming payment document.
Object
Credit Card Vouchers for Update Window
The following are the fields in the Credit Card Vouchers for Update window. To open the window, choose Banking Incoming Payments Credit Card Summary . In the Credit Card Summary Selection Criteria window, specify the required parameters and choose OK. In the Credit Card Summary window, double-click the required row .
Credit Card Vouchers for Update
Date, Credit Card, Voucher Number, Total Details from the credit card vouchers, which cannot be edited. Reference Specify the reference number received from the credit vendor. More Information Credit Card Summary
Function
Deposits
Use this function to: Create deposits for cash, checks, and credit card vouchers
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Create deposits for postdated checks and postdated credit card vouchers View deposited bills of exchange (in Chile, France, Italy, Portugal, and Spain only) To access the function, choose More Information Deposit Postdated Checks Deposit Postdated Credit Vouchers Deposit
Function
Banking
Deposits
Deposit
Use this function to deposit received checks, credit card vouchers, and cash, and to view deposited bills of exchange (only in France, Italy, Spain, and Portugal). To create or view deposits, choose More Information Deposit: General Area Deposit: Checks Tab Deposit: Credit Card Tab Deposit: Cash Tab Deposit: Bill of Exchange Tab (Chile, France, Italy, Portugal & Spain)
Procedure
Banking
Deposits
Deposit
Depositing Checks
Follow this procedure to deposit cash and postdated checks. Procedure 1. Choose Banking Deposits Deposit Checks.
2. Select one of the following: Cash Checks if you want to deposit checks as cash. If you select this option, go to step 3. Postdated Checks if you want to deposit checks as postdated. If you select this option, go to step 4.
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3. In the Considered Until field, specify the date until which checks with the same or an earlier due date are considered as cash checks. The current date is displayed by default. Go to step 5. 4. In the Consider From...To... fields, specify a date range. All checks with a due date within this range are considered as postdated checks. The dates of the next day and the last day of the fiscal year are displayed by default. 5. To display in the table the check you want to deposit, specify all the parameters (Currency, Display Checks From). 6. Select the checks to be deposited. 7. To record the deposit in the database, choose Add. Result When a deposit is added, the following occur: A journal entry is created. Its number is displayed on the deposit document. The status of the deposited checks changes. When you view these checks in the check fund, you see the details of the deposit. More Information Deposit
Procedure
Depositing Cash
Procedure 1. Choose Banking Deposits Deposit Cash .
2. Select the deposit currency and the bank account to which the money should be deposited. 3. Select the G/L account from which the deposit is made and enter the deposit amount.
Note
Note
You cannot deposit amounts larger than the account balance. End of the note. 4. Enter all relevant details and choose Add. Result When you add a cash deposit, a journal entry that transfers the deposited amount from the G/L account to the bank account is created. More Information Deposit
Procedure
Depositing Credit Card Vouchers
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Procedure 1. Choose Banking Deposits Deposit Credit Card .
2. Specify a date range to display vouchers within the range. If you do not define a range, all vouchers are displayed. 3. Select the G/L account or business partner to which the selected vouchers whose due date is the same as or earlier than the current date will be deposited. 4. Select the G/L account to which the selected vouchers whose due date is later than the current date will be deposited. 5. Select the vouchers you want to deposit. 6. If a commission is involved in the deposit, choose 7. In the Commission window, specify the relevant data. 8. Choose Add. Result A journal entry is created. The status of the deposited vouchers is updated. When you display them in Credit Card Management, the value in the Deposited field is Yes. If Reconcile Amount After Deposit was selected in the Deposit window, the transactions created by the deposit and by the incoming payments are reconciled. More Information Deposit
Object
next to Total Commissions and choose Update.
Deposit: General Area
Use this area to enter the main information about a deposit. To open the window, choose
Deposit: General Area
Banking
Deposits
Deposit
Deposit No., Series Deposit number according to the selected numbering Series. Deposit Date Specify the date of the deposit. The current date is displayed by default. Considered From...To...
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Available only if Postdated Checks is selected on the Checks tab. Specify the date range within which checks are to be considered as postdated. Considered Until Available only if Cash Checks is selected on the Checks tab. Enter a date to specify that all checks with a due date equal to or earlier than this date should be considered as cash. Date From...To... Available only if the Credit Card tab is selected. Enter a date range to specify that credit card vouchers within this range should be deposited. Deposit Currency Specify the currency of the deposit. Once a currency is selected, only checks/credit card vouchers/cash of this currency may be deposited. [Bank Account/BP] When the Checks tab or Credit Card tab is selected, choose whether to perform the deposit to a bank account or business partner, and specify the G/L account or BP code. Deferred Pmt Acct Specify the account to which credit card vouchers with a due date later than the deposit date should be deposited. Available only if the Credit Card tab is selected. Bank, Branch, Account Specify the details of the bank in which the deposit was made, as displayed on the deposit form. Bank Reference Specify the reference assigned to the deposit by the bank. Payer Specify the name of the person who made the deposit. Journal Remarks Specify any remarks relevant to the journal entry created by the deposit. Trans. No. Journal entry number for this deposit. Total Commissions Clicking opens the Commission window, where you can define the commission rate that should be paid for the deposit. Available only if the Credit Card tab is selected. Reconcile Amounts After Deposit Automatically performs reconciliation of the amounts deposited. Available only if the Checks or Credit Card tab is selected.
Object
Deposit: Checks Tab
To access the Checks tab in the Deposit window, choose .

Deposit Window: Check Tab Fields
Banking
Deposits
Deposit
Checks
Display Checks From
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Specify whether to display checks received by all check funds or by a specific check fund. Find Check No. To trace a specific check, specify the number of the required check. SAP Business One marks the required check. Cash Checks Displays checks with due dates earlier than or the same as the date entered in the Considered Until field. Postdated Checks Displays checks with due dates later than or the same as the date entered in the Considered Until field. Date, Check, Bank, Branch, Account No., Customer, Check Amount Relevant information regarding the checks to be deposited. The details are taken from the checks themselves. More Information Deposit
Object
Deposit: Credit Card Tab
To access the Credit Card tab in the Deposit window, choose Credit Card .
Banking
Deposits
Deposit
Deposit: Credit Card Tab
Find Voucher No. To trace a specific credit card voucher, specify the number of this voucher. SAP Business One marks the required voucher. Display the Following Vouchers Specify the credit card fund in which the credit card vouchers for deposit are found. All displays all credit card vouchers that meet the other parameters defined. Voucher No., Date, Card Name, Ref., Payment Method, Customer, # of Payments, Total Information about the credit card vouchers to be deposited. The details are from the incoming payment documents relating to the displayed vouchers. The row below the table displays the number of credit card vouchers selected, and their cumulative amount. More Information Deposit Commission Window
Object
Commission Window
To open the Commission window, choose
Banking
Deposits
Deposit
Credit Card
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Total Commissions
Commission Window Fields
Commission Account, Standard Commission Amount Specify the account used for commission payment and the amount of commission to be paid. Tax Account, Tax Amount If you also need to pay tax, specify the tax account and tax amount. Commission Due Date Specify the due date for the commission entry in the transaction.
Tax Code If you need to pay tax for the commission charges, choose the required tax code.
Note
Note
Only tax codes of the category Input that are not specified as EU, Acquisition, Equalization, Good Shipment, Triangular Deal, and Deferred are available in this field End of the note. Tax Account, Tax % Tax account and tax rate defined for the selected tax code. Cannot be changed. Tax Amount Tax amount calculated according to the amount entered in the Standard Commission Amount field and the tax rate. Change this amount if required. More Information Deposit
Object
Deposit: Cash Tab
To access the Cash tab in the Deposit window, choose .

Deposit Window: Cash Tab Fields
Banking
Deposits
Deposit
Cash
G/L Account Cash on Hand account from which the deposit is defined. The account is defined in Definitions Financials another account. G/L Account Determination Balance Sales Administration . If required, you can select
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Balance of the selected cash account. If the balance is negative, there is a debit balance, which is the maximum amount that can be deposited. Amount Specify the amount you want to deposit. You cannot deposit an amount that is larger than the cash fund balance. More Information Deposit
Object
Deposit: Bill of Exchange Tab: Chile, France, Italy, Portugal, and Spain
The Bill of Exchange tab in the Deposit window is available for deposit documents created for bills of exchange using the Bill of Exchange Management window. To view details on deposited bills of exchange, choose select a deposit created for a bill of exchange.
Deposit: Bill of Exchange Fields
Banking
Deposits
Deposit
. Then,
Norm Norm number of the deposit as defined in the Generated drawer in the Bill of Exchange Management window. Collection/Discounted Selection made in the Generated drawer in the Bill of Exchange Management window. Value Date, Bill of Exchange, Bank, Branch, Account No., Customer Code, Amount Information about the deposited bills of exchange. The total amount of the deposited bills of exchange is displayed in the row below the table. More Information Deposit
Function
Postdated Check Deposit
Use this function to transfer to the cash account checks that were deposited as postdated. To deposit postdated checks, choose More Information Postdated Checks Deposit Window
Procedure
Banking
Deposits
Depositing Postdated Checks
Procedure
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1. Choose
Banking
Deposits
2. In the general area of the window, fill in the fields so that the table displays the checks you want to deposit. 3. Specify the account to which the amount of the selected postdated checks should be transferred.
Note
Note
Only checks deposited as postdated checks in the Deposit window can be deposited from the Postdated Check Deposit window. End of the note. 4. Select the checks to be deposited. 5. To record the deposit in the database, choose Add. Result A journal entry transferring the deposited checks from the postdated checks account to the cash checks account is created. The status of the checks is updated from Deposited as Deferred to Deposited as Cash. More Information Deposit
Object
Postdated Check Deposit Window
To open the Postdated Check Deposit window, choose Deposit .
Banking
Deposits
Postdated Check
Postdated Check Deposit Window
Key Successive number, starting from 1, for each postdated check deposit document. Deposit Currency To display only checks created with one currency, specify this currrency. If you choose a foreign currency, a field displaying the exchange rate appears. You can change the exchange rate if required. Bank Account Specify the account code to which the checks should be transferred. Date Due date of the checks. This is the current date by default. Change the date if required. Display Until Specify a date to display all checks that have reached their value date by this date. Find Check No. To trace a specific check, specify its number. SAP Business One marks the required check. Date, Account Code, Check, Bank,
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Branch, Acct No., Customer, Check Amount Information about the postdated checks. Total for Deposit Total amount of all checks selected for deposit. No. of Checks Number of checks selected for deposit. Remarks Remarks about this document. Reconcile Amounts After Deposit Automatically performs reconciliation of the amounts deposited. More Information Postdated Check Deposit
Function
Postdated Credit Voucher Deposit
Use this function to transfer to the cash account credit card vouchers deposited to the deferred account. To deposit postdated credit card vouchers, choose Deposit . Banking Deposits Postdated Credit Voucher
More Information Postdated Credit Voucher Deposit Window Depositing Postdated Credit Card Vouchers
Procedure
Depositing Postdated Credit Vouchers
Follow this procedure to deposit vouchers that were deposited as postdated to the cash account credit card. Procedure 1. Choose Banking Deposits Postdated Credit Voucher Deposit .
2. In the general area of the window, specify the relevant parameters to display in the table the credit card vouchers to be deposited. 3. Select the credit card vouchers you want to deposit. 4. If a commission is involved in the deposit, choose next to Total Commissions.
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5. In the Commission window, specify the commission details and choose Update. 6. To record the deposit in the database, choose Add. Result A journal entry that transfers the postdated credit card vouchers from the deferred account to the cash account is created. If the deposit involves a commission, this is reflected in the journal entry. More Information Postdated Credit Vouchers Deposit
Object
Postdated Credit Voucher Deposit Window
To open the Postdated Credit Voucher Deposit window, choose Credit Voucher Deposit .
Banking
Deposits
Postdated
Postdated Credit Voucher Deposit Window
Key No. Successive number, starting from 1, for each deposit of a postdated credit card voucher or postdated check. Deposit Currency To display credit card vouchers created with a particular currency, specify this currency. No. of Vouchers Number of vouchers selected for deposit. Display Until To display all credit card vouchers that have reached their value date by a certain date, specify this date. Date By default, the current date. You can change this date if necessary. Find Voucher No To find a credit card voucher by its number, sort the Doc. No. column and then specify the required number here. SAP Business One places this voucher at the beginning of the list. Date, Acct Code, Doc. No., Card Name, Ref., Payment Method, Customer, # Pymts, of, Total Information about the postdated credit card vouchers displayed. Journal Remarks Add any comments about the deposit. Trans. No. Number of the journal entry created by this document and a link to it. The number appears after you have added the document. Total Commissions Opens the Commission window where you can enter the amount of commission to be paid for the deposit. Reconcile Amounts after Deposit Automatically performs reconciliation of the amounts deposited.
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More Information Postdated Credit Vouchers Deposit Commission Window

Function
Outgoing Payments Main-Menu Option
Use the features listed under Outgoing Payments to: Create outgoing payments for customers, vendors and accounts for various payment means Create and void checks for a payment for miscellaneous purposes, such as a present for an employee Create, trace and process drafts of outgoing payment documents and drafts of checks for payment To use the features, choose More Information Outgoing Payments Checks for Payment Voiding Checks for Payment Payment Drafts Report Checks for Payment Drafts Check Register Report
Function
Banking
Outgoing Payments
Outgoing Payments
Use this window to create a record each time your company issues a payment to a customer, vendor or account. The outgoing payment document can be created for the following payment means: cash check credit card bank transfer bill of exchange Once the outgoing payment is added, an appropriate journal entry is created.
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When creating an outgoing payment to clear (fully or partially) a specific document or transaction, an internal reconciliation automatically takes place. To open the window, choose More Information Creating Outgoing Payments Outgoing Payments: Vendor Outgoing Payments: Account Outgoing Payments: Customer Payment Means
Procedure
Banking
Outgoing Payments
Outgoing Payments
Creating Outgoing Payments for Multiple G/L Accounts
When outgoing payments are created, it may be necessary to credit more than one G/L account, and to split the amount paid between several profit centers and projects.
Example
Example
Employee salary payment, payment or electrical expenses that should be split between profit centers of several departments. End of the example. Procedure 1. Choose Banking Outgoing Payments .
The Outgoing Payments window appears. 2. Select Account. 3. In the To Order of and Pay To fields, specify the relevant details and choose the document currency. 4. In the table area, select each G/L account to be involved in the payment, and assign the relevant amount.
Note
Note
The available accounts are those with the same currency as the document currency and the ones defined as multi-currency. End of the note. 5. To allocate the amount assigned to each account to the required profit center or project, do the following:
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1. Open the Form Settings Outgoing Payments window, select the options Visible and Active for the columns Profit Center and/or Project Code, and choose OK. The columns are added to the table area. If you defined a project code and/or profit center for the accounts appearing in the table (in Financials Chart of Accounts respective fields by default. G/L Accounts Details ), it is displayed in the
2. Specify the required profit center and/or project code for each account (you can change the default values). 6. Open the Payment Means window, specify the relevant details, and choose OK. 7. Choose Add.
Note
Note
To assign the same project to all the G/L accounts in the table, choose the required project in the Project field in the general area. When asked whether to apply the selection to all rows, choose Yes to approve. End of the note. Result Once the outgoing payment is added, the accounts selected in the table are credited, and the respective amounts are allocated to the relevant profit centers and/or project if defined. Example You pay 1000 (LC) in electrical expenses, which should be split between profit centers of three departments; each has its own electrical expenses G/L account. QA - consumes 40% Development - consumes 40% Administration - consumes 20% The table in the outgoing payment is as follows: Payment to Multiple G/L Accounts G/L Account Electricity Exp. Admin. Electricity Exp. QA Electricity Exp. Dev. Amount 200 400 400 Profit Center Admin. QA Dev
If the payment is made in cash, the journal entry created by the outgoing payment is as follows: Journal Entry G/L Account Cash on Hand Debit Credit 1000
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Electricity Exp. Admin. 200 Electricity Exp. QA 400 Electricity Exp. Dev. 400 More Information Outgoing Payments
Procedure
Creating Outgoing Payments for Customer
Use the procedure to create an outgoing payment to a customer based on an A/R Credit Memo, or on A/R Invoice and A/R Credit Memo when only a partial amount is returned. This might occur when goods purchased and already paid for by the customer were returned to the company (completely or partially).
Caution
Caution
You cannot create this type of document through the Payment Wizard. End of the caution. Procedure 1. Choose Banking Outgoing Payments Outgoing Payments .
The Outgoing Payments window appears. 2. Select Customer, and choose the customer for which the payment is issued. The table area displays the open documents and transactions (if you selected the option Display all Transactions) that are not reconciled yet: A/R Invoices, A/R Down Payment Invoices, manual journal entries in which the customer is on the debit side, and amounts deposited to the customer and not to the bank that are presented with a negative sign. A/R Credit Memos that are not based on A/R Invoices, manual journal entries in which the customer is on the credit side, incoming payments that are not based on invoices, and checks for payment that are presented with a positive sign.
Note
Note
Down Payment Requests and Opening Balances transactions are not represented in the table. End of the note. 3. Select the documents on which you want to base the outgoing payment and change the Total Payment amount if required. 4. Open the Payment Means window, specify the payment details and choose OK.
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5. Choose Add. Result Applied Amount and Open Balance/Balance Due in the document(s) are updated accordingly. If the base documents were fully paid through the outgoing payment, the documents get the status Closed. The transactions of the outgoing payment and the paid document(s)/transaction(s) are reconciled internally. If base documents were fully paid, but the payment amount did not match the specification in Administration Outgoing Payment System Initialization Document Settings ): Per Document
Differences caused by a payment amount bigger than the amount due (loss) are posted to the account defined in Purchasing Administration General Setup Financials . G/L Account Determination
Overpayment A/P Account
Differences caused by a payment amount smaller than the amount due (gain) are posted to the account defined in Purchasing Example You issued your customer an A/R Invoice for 285.27 (LC). The customer paid the exact amount, and then returned part of the items, for which you issued an A/R Credit Memo for 120.06 (LC) (the credit memo is not based). The customer now is entitled to a payment of 120.06 (LC), but you paid in cash only 120 (LC). The following is the table in the Outgoing Payment document for this customer: Documents for Payment Document Balance Due Document Type Total Payment 1234 120.06 (LC) CN (=A/R Credit Memo) 994.3 Administration General Setup Financials . G/L Account Determination
Underpayment A/P Account
The amount specified in Document
Administration
Document Settings is 1 (LC).
Per
Outgoing Payment
The journal entry created by the payment will be: Journal Entry G/L Account/BP Debit Credit Cash on Hand 120 Underpayment A/PAccount -0.06 Customer 120.06
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The journal entries of the A/R Credit Memo and Outgoing Payment are reconciled, and the A/R Credit Memo is closed. More Information Outgoing Payments
Procedure
Creating Outgoing Payments
Use the procedure to create an outgoing payment document. The procedure is similar to the creation of incoming payments. Procedure 1. Choose Banking Outgoing Payments Outgoing Payments .
The Outgoing Payments window appears. 2. Select whether to create the outgoing payment for a vendor, customer or account. Vendor is selected by default. 3. Specify the required data. If you selected Vendor, you can create the outgoing payments based on specific documents or create the outgoing payments without basing them on an invoice. 4. On the toolbar, choose
Payment Means
(Payment Means).
The Payment Means window opens. 5. Specify the means of payment details for the outgoing payment and choose OK. 6. To add the outgoing payment document, choose Add. Result An appropriate journal entry is created. If the means of payment was a check, the relevant check is created and can be viewed and printed from the Checks for Payment window ( Banking Outgoing Payments Document Printing Checks for Payment ). ) and from the
Document Printing function (

Note
Banking
Note
If the outgoing payment was created for a vendor, for whom you defined a payment consolidating business partner ( Business Partners Business Partner Master Data entry is recorded to the consolidating business partner. End of the note. Accounting General ), the journal
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If the outgoing payment was based on one or more specific invoices that were fully paid, the following is performed: The transaction(s) of the paid invoice(s) and the transaction of the outgoing payment are reconciled automatically. The Amount Due and the Paid/Credited fields in the paid invoice(s) are updated, and the status of the invoice (s) becomes Closed. If the outgoing payment was created for a foreign-currency vendor, a transaction for exchange rate differences is created.
Example
Example
The following presents the calculation method of tax deduction at source in Israeli companies, when creating outgoing payment for a foreign-currency (or multi-currency) vendor who is subject to tax deduction at source, with the following exchange rate differences: Exchange rate in day of A/P Invoice: 1 FC = 5 LC, total amount of A/P Invoice = 100 FC. Exchange rate in day of Outgoing Payment: 1 FC = 4 LC, total amount of payment = 100 FC. Tax deduction at source percentage = 10%. The transaction created as a result of creating the outgoing payment: Outgoing Payment Transaction G/L Acct/BP Code Vendor Cash Register Vendor Deduction at source of withholding tax Vendor Exchange Rate (Gain) End of the example.
Note
Debit Credit 360 LC 360 LC 40 LC 40 LC 100 LC 100 LC
Note Administration ) is selected or
The behavior described above applies whether Split BP/Account in Journal Entry (in System Initialization not. End of the note. More Information Outgoing Payments Incoming Payments
Object
Document Settings
Per Document
Outgoing Payments
Outgoing Payments: Vendor & Customer
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The following are the fields in the general area of the Outgoing Payments window. To open the window, choose Vendor or Customer.
Note
Banking
Outgoing Payments
Outgoing Payments.
Select
Note
General Area
Name Business partner's name. Press CTRL + TAB to move to the next field. Pay to Default pay to address defined for the business partner. Change it if required. If you choose the option Bank, the bank details defined for the business partner appears. Contact Person Default contact person defined for the business partner. Change it if required. Project To relate the outgoing payment to a specific project, specify the required project. Display Invoices with Matching Billing Address/Bank Displays in the table only invoices with pay to address/bank details identical to the address/bank selected in the Pay To field. Only available when the outgoing payment is created for a vendor. No. Default numbering series and current number of the outgoing payment in the default numbering series. Specify another series if required. Posting Date, Document Date Current date by default. Change it if required. Due Date By default, the current date, which will be the due date of the business partner row in the journal entry created by the document.
Note
Note
When you enter the details of the payment means in the Payment Means window, and return to the Outgoing Payment window, this field is updated with the weighted average of the due dates defined for the payment means. End of the note. If required, you can change the date before you add the document. Reference Specify another reference for this document if required.
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Transaction No. Number of the journal entry created by this document. The number appears when you have added the outgoing payment. Pro Forma Relevant for vendor only. Indicates that the outgoing payment is created as down payment. Remarks Enter any remarks about this outgoing payment. Journal Remarks Enter the details to be displayed in the Remarks field of the journal entry. By default, the text: Outgoing <business partner code> appears. Created by Payment Wizard Indicates whether the outgoing payments were created through the Payment Wizard or not. Only applicable for vendors. You cannot edit it. Payment on Account Creates an outgoing payment not based on any transaction or document appearing in the table. Amount Due (FC), Amount Due (LC) Total amount to be paid through this document, in foreign and local currency. Add in Sequence If the payment is not against specific documents/transactions, closes documents/transactions according to their display order in the table. Only available when the outgoing payment is created for a vendor.
WTax Code If the outgoing payment is not against a specific document/transaction, specify the relevant withholding tax code. Only available if Withholding Tax is selected in G/L Account Determination Purchasing Administration Tax Setup Financials
and if the following conditions are met:
Payment on Account is selected in the outgoing payment window. The business partner is defined as subject to withholding tax. At least one withholding tax code of type Payment is linked to the business partner. WTax Base Sum Amount of the payment that will be considered as the base amount for the calculation of the withholding tax amount. Tax Code If the outgoing payment is not against a specific document/transaction, specify the relevant tax code. Only available if the option Payment on Account is selected in the outgoing payment window. Tax Tax amount according to the tax code specified in the Tax Code field. WTax Amount
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Withholding tax amount for the outgoing payment.

Country-Specific Fields: Belgium, Denmark, Finland, Norway & Sweden
Payment Reference No. Specify an invoice reference number. More Information Outgoing Payments
Object
Outgoing Payments: Vendor & Customer - Table Area
The following table describes the fields that appear in the table area of the Outgoing Payments window. To open the window, choose Vendor or Customer.
Table Area
Banking
Outgoing Payments
Outgoing Payments
. Select
Document Displays the document number. Click to display the document. This column is displayed only when the option Customer/Vendor Reference Number is de-selected. Installment Displays the successive number of the installment within the total number of the installments included in a specific invoice. The invoice is displayed several times according to the number of installments still to be paid. If not all installments are paid in the same document, the invoice will not be reconciled automatically. Date Displays the posting date of the document/transaction. * An asterisk is displayed in the line of every invoice or installment whose due date has passed. Total Displays the total amount due for the document/transaction. WT Amount Displays the withholding tax amount included in the document. Balance Due Displays the amount still to be paid from the document/transaction. If a partial payment for that record has already been made, or if a credit memo was created for the partial amount, this value is lower than the value displayed in the Total field. Discount % Displays the cash discount rate to which the business partner is entitled. This value is determined by the payment term linked to the invoice, taking into account the date of payment in respect to the posting date of the invoice. You can change it if required. Document Type
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Displays the type of document or transaction. For example, IN represents A/R invoice. For the complete list of document types, see the help topic, Transaction Type Abbreviations Legend. Total Payment Displays the amount that is still outstanding on an outgoing invoice. Change this amount if the incoming payment is only for part of the invoice amount. The system proposes the balance due as the amount to be paid. Total Rounding Amount This column is displayed only when the selected rounding method is By Currency. In this case, the amount displayed in this field is the difference between the original amount of the document and its rounded amount. More Information Outgoing Payments Transaction Type Abbreviations Legend
Object
Outgoing Payments: Account
The following are the fields in the Outgoing Payments window. To open the window, choose Account.
Note
Banking
Outgoing Payments
Outgoing Payments
, then choose
Note
Outgoing Payments for Account
Project To relate the outgoing payment to a specific project, specify the required project. Doc. Currency Documents currency. The default value is the local currency. Specify another currency if required. If you specify a foreign currency, the exchange rate defined in the Exchange Rates and Indexes table for the selected currency for the document's posting date is displayed. Change this rate if required. No. Default numbering series and current number of the outgoing payment in the default numbering series. Specify another series if required. Posting Date, Document Date Current date by default. Change the dates if required. Due Date Current date by default, which will be the due date of the account row in the journal entry created by the document. After you specify the details of the payment means in the Payment Means window, and return to the Outgoing
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Payment window, this field is updated and displays the weighted average of the due dates defined for the payment means. If required, change this date before you add the document. Reference Enter an additional reference if required. Transaction No. Number of the journal entry created by this document. The number appears after you have added the outgoing payment. Doc. Remarks Enter any details regarding the amount paid for this account. Amount Specify the amount referred to the account. Total Amount Due Total amount of the payment in local currency. Appears only when the selected document currency is the local currency. Amount Due (FC), Amount Due (LC) Amount of the payment in the selected foreign currency and in local currency according to the exchange rate defined in the document. Appear if the document currency is other than the local currency. Remarks Enter any remarks regarding this outgoing payment. Journal Remarks Enter the details to be displayed in the Remarks field of the journal entry. Includes by default the text: Outgoing Account Code. If the outgoing payment is for more than one account, the code is for the last account in the document.
Country-Specific Fields: Europe, Australia-New Zealand, and South Africa
Tax Definition Specify a tax group according to which the tax will be calculated for the account in the row. Net Amount Specify the amount before tax. This amount is the basis of the tax calculation, if you specified a tax group for Tax Definition.
Example
Example
Net Amount = 100, Tax Definition = 16% Tax calculation: 100X16% = 16 End of the example. Gross Amount To display and activate this column, select Visible and Active in the Form Settings Incoming Payment window. Specify the amount including tax. SAP Business One calculates the tax amount as follows: Gross Amount minus Net Amount.
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Example
Example
Gross Amount = 116, Tax Definition = 16% Net Amount = 116/116% = 100 Tax Amount = 116-100 = 16. End of the example.
Caution
Caution
If you change the amount in the Net Amount field after you enter an amount in the Gross Amount field, the tax is recalculated according to the Net Amount method. Therefore, the tax amount and the gross amount might be different. End of the caution. Net Total Total amount of payment before tax. Total Tax Total amount of tax included in the outgoing payment. To view the tax amount calculated for each row, open the Form Settings - Outgoing Payments window and select Tax Amount on the Table Format tab. You can change the tax amount of a specific row, if required. The total tax amount is updated accordingly. More Information Outgoing Payments
Object
Payment Means: Bill of Exchange Tab
To access the Bill of Exchange tab in the Payment Means window, choose Incoming Payments . Alternatively, choose
Payment Means
Banking
Banking
Outgoing Payments
Payments . On the toolbar, choose the Bill of Exchange tab.

Payment Means: Bill of Exchange Tab Fields
Bill of Exchange Accounts Receivables Account debited when the incoming payment is added. This account is defined in Financials G/L Account Determination . Sales General Administration Accounts Receivable Setup
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Bill of Exchange Accounts Payable Account credited when the outgoing payment is added. This account is defined in Financials G/L Account Determination . Bill of Exchange No. For incoming payment documents: Unique number of the incoming payment, which can be changed if required. Two bills of exchange cannot be assigned to the same number. Bill of Exchange No. (op) For outgoing payment documents: Unique number of the outgoing payment, which can be changed if required. Two bills of exchange cannot be assigned to the same number. Bill of Exchange Due Date For incoming payment documents: Specify the date on which the bill of exchange is due. If the payment is based on one or more A/R invoices with the same due date, the default due date is the due date of the A/R invoice(s). If the payment is based on several A/R invoices with different due dates, enter a due date manually.
Note
Administration Accounts Payable
Setup
Purchase
General
Note
After the bill of exchange is recorded, you can change its due date only if the payment has the status Sent. End of the note. Bill of Exchange Due Date For outgoing payment documents: Specify the date on which the bill of exchange is due. If the payment is based on one or more A/P invoices with the same due date, the default due date is the due date of the A/P invoice(s). If the payment is based on several A/P invoices with different due dates, enter a due date manually. Reference For incoming payment documents: If the customer created the bill of exchange, specify its number here. Reference (op) For outgoing payment documents: If the vendor creates the bill of exchange, specify its number here. Payment Method
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Specify the required payment method for the bill of exchange. Status When you choose the payment method, the status changes to Generated. This means that a journal entry for the payment will be recorded and the invoice will be considered as paid (closed). Reference 2 If another reference number exists, specify it here. Remarks Enter any remarks here. BP Bank Data Business partner bank details for the selected method of payment, showing the bank account to be credited at the end of the process. You can change this bank account. Total Total amount paid in this bill of exchange.
Stamp Tax Code For incoming payments only: Specify the required stamp tax code. The default stamp tax code is defined in Initialization Document Settings Administration . System
Per Document Incoming Payment Stamp Tax Amount
For incoming payments only: Amount of stamp tax, calculated based on the amount of the bill of exchange and the calculation method of the selected stamp tax code.
Note
Note
This field is for information purposes only. The amount is not added to the total of the bill of exchange or to the total of the payment, and no posting is created. Your company must enter the stamp tax postings for bills of exchange to the journal every month. SAP Business One provides a query that retrieves the total stamp tax to be paid when a bill of exchange is created. To access this query, choose BOE Tools Queries System Queries
Query Manager
Stamp Tax Calculation for System
. Alternatively, on the menu bar, choose .
(Query Manager)
Stamp Tax Calculation for BOE End of the note.

Country-Specific Field: Chile
Folio Number For Incoming Payments: the Folio number assigned to the bill of exchange after it was printed, you can not change this data. For bill of exchange that is not yet printed this field is empty and not editable.
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For Outgoing Payments: specify the Folio number for the outgoing bill of exchange. After the Outgoing Payment is added, you can not change this field. If you haven't assigned the Folio number before adding the Outgoing Payment, you can assign it by using the Folio Number Assignment function, after you print the document. More Information Payment Means
Function
Checks for Payment
Use this function to: Print outgoing checks created through the Outgoing Payments window Create checks for payment without having the proper journal entry created Create drafts for checks for payment Print checks created through this window More Information Checks for Payment Window Printing Checks for Payment
Procedure
Adding Checks for Payment
Use the procedure to create checks for payment for G/L accounts or business partners with or without the creation of the appropriate journal entry. Procedure 1. Choose Banking Outgoing Payments Checks for Payment .
The Checks for Payment window appears. 2. Fill in the To Order of field: If the check is for a G/L account, press TAB and select the required G/L account code. If the check is for business partner, press CTRL+TAB and select the required business partner code. 3. If you do not want the check-for-payment transaction to create a journal entry, deselect Create Journal Entry. 4. In the table, specify the G/L account to be credited and the tax group required.
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Note
Note
You can credit more than one G/L account in the same check for payment as long as the amounts related to credited accounts are of the same currency (any of the following combinations is allowed: All Currencies + Foreign Currency accounts, if the amounts are in the specific foreign currency or All Currencies + Local Currency accounts if the amounts are in local currencies) End of the note. 5. Specify the due date and credited bank details.
Note
Note
When documenting a check that was issued manually, select Manual and enter the number of the check issued, otherwise, the Check No. field is disabled and will be updated automatically when the check is printed. End of the note. 6. Choose Add. Result The check for payment is added and, when Create Journal Entry is selected, the appropriate journal entry is recorded in the database. More Information Checks for Payment
Object
Checks for Payment Window
Use this window to define details of checks that you need to pay. Some fields already display default values. Use the information below to guide you in specifying field values. To open the window, choose
Checks for Payment Window
Banking
Outgoing Payments
Checks for Payment
To Order Of For check created through this window - Specify the business partner code or G/L account code for which the check is created. Press TAB to open the Choose from List window for G/L accounts, and CTRL+ TAB to open the Choose from List window for business partners. For check created through an Outgoing Payment document Code and name/description of the business partner/G/L account for which the outgoing document was created. These details cannot be changed. Pay To Default Bill To address defined for the selected business partner. If required, you can specify another address. If a G/L account was selected, enter the mailing address you want to print on the check. Internal ID Successive numbers to checks for payment, starting at 1.
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Reference For check created through this window: By default, the number of the Internal ID field. Change it if required. For check created through the Outgoing Payment document: Number of the outgoing payment document. Posting Date For check created through this window: By default, the current date. Change it if required. For check created through the Outgoing Payment document: Posting date of the outgoing payment document through which the check was created. This date cannot be changed. Trans. No, Create Journal Entry For check created through this window: If Create Journal Entry is selected, the appropriate journal entry is created when this document is added. The number of the journal entry is displayed in the Trans. No. field. For check created through the Outgoing Payment document: The Trans. No. field displays the number of the journal entry created while the Outgoing Payment document was added. The Create Journal Entry is then disabled. Remarks For check created through this window: Specify relevant details for the check. The details will be printed on the check. For check created through Outgoing Payment document: Numbers of the A/P invoices paid by this outgoing payment. This text will be printed on the check. Amount For check created through this window: Specify the required amount. For check created through an Outgoing Payment document: Amount as determined in the outgoing payment document. Row Total Total amount to be credited including tax. Total Total of the amounts appearing in the table. Total Tax Total amount of tax included in the check. Amount Due Total amount of the checks including possible taxes. Journal Remarks For check created through this window: By default, the text: Check for Payment is dispalyed. Change it if required. For check created through an Outgoing Payment document: Specify relevant remarks regarding the check. Signature Specify the name of the authorized signatory. Total Total amount of the check. Pay to Order of Text from the To Order of field, which will be printed on the check. Change it if required. Amount In Words
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Total amount in words, which is printed on the check in this format. Due Date For check created through this window: Specify the due date for the check. If Create Journal Entry is selected, this is also the value date. The current date is the default. Change it if necessary. For check created through an Outgoing Payment document: Due date of the check as determined in the Payment Means window when the outgoing payment document was created. Endors. Specify whether the check should be endorsable or not. Country, Bank, Account, Branch For a check created through this window, specify: The details of the check and bank The required country, bank, and account For a check created through an Outgoing Payment document, specify bank account details as determined in the Payment Means window when the Outgoing Payment document was created. Print on Blank Paper Prints the check on blank paper. Printing / Spacing Since the print margins can vary depending on the make of the printer, you can set the spacing here. Print out a check to test it. Change the spacing by clicking the triangles. The setting is displayed on the right of the icon.
Credited Account Specify in each row the G/L account to be credited when the transaction reflecting the check is created.
Note
Note
End of the note. You can credit more than one G/L account in each check. Tax Group Specify the relevant tax group for each row in the check.
Credited G/L Account Specify the account to be credited when the transaction reflecting the check is created. % Withholding Tax Specify the percentage of withholding tax to be deducted in the source. The amount of tax is calculated automatically according to the check amount. If you create the check for a vendor for which a default percentage is defined, the default percentage is displayed. More Information
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Checks for Payment

Object
Choose Bank Window
Use this window to choose bank accounts from grouped categories. To open the window, choose (Choose from List ) in banking-related windows, for example, Checks for Payment and Check Number Confirmation.
Choose Bank Window
Choose from List
Display Account Selected for House Bank If this option is selected (this is the default setting), you see only those accounts that meet the selection criteria you specified in the previous window.
Example
Example
Choose from List
You specify a country and a bank and then choose in the selected bank are displayed. End of the example.
(Choose from List). Only the accounts defined
To display all house bank accounts defined in SAP Business One, deselect this option. Country Country in which the accounts are located. Choose Bank Bank in which the accounts are located. Choose Account Account number in the selected bank.
Function
to display the banks located in this country.
to display the accounts located in this bank.
Void Checks for Payment
Use this function to void a single check or a number of checks in succession, as an alternative to using the Checks for Payment or Outgoing Payments windows. You need this function in the following situations: The printed check number does not match the number assigned to it by SAP Business One. A check was cancelled before it was delivered or cashed to or by a business partner. To access the function, choose Banking Outgoing Payments Void Checks for Payment .
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More Information Void Checks for Payment Selection Criteria Void Checks for Payment Window
Procedure
Voiding Checks for Payment
Use the procedure to void a single check or a number of checks in succession. Procedure 1. Choose Banking Outgoing Payments Void Checks for Payment .
The Void Checks for Payments Selection Criteria window appears. 2. Specify the required parameters and choose OK. The Void Checks for Payment window appears. 3. Select the checks to be voided.
Note
Note
When selecting a check that is one of several checks created through the same outgoing payment document, all additional checks created through this outgoing payment document are automatically selected and will be voided. End of the note. 4. Specify the date to be considered as the check's cancellation date. 5. Choose Void. 6. When asked whether you want to void the selected checks, choose Continue to void the checks. Result The Voiding Checks for Payment window appears, displaying the selected checks. The Cancelled column indicates whether the check was voided or not. The selected checks are voided, and the appropriate journal entries are created. The word Cancelled is recorded in the Journal Remarks field in the Checks for Payment window. The Details field in the journal entry created contains the following text: Reverse Entry for Check No.XXX. More Information Void Checks for Payment
Object
Void Checks for Payment - Selection Criteria
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The following are the fields in the Void Checks for Payment Selection Criteria window. To open the window, choose
Selection Criteria
Banking
Outgoing Payments
Void Checks for Payment
Posting Date From...To... Specify a posting date range to display only checks for payment created within the range. Check Number From...To... Specify a check number range to display only the checks with numbers within the range. Check Internal ID Internal number assigned automatically to the check by SAP Business One at the time of creation. Bank Code Opens the Bank Codes window, where you select whether to display checks for payment created for all banks or to display just the checks created for a selected bank or banks. More Information Void Checks for Payment Bank Codes Window
Object
Bank Codes Window
To open the Bank Codes window, choose Payment , then Bank Code.
Banking
Outgoing Payments
Voiding Checks for
Bank Codes Window
Code, Bank Name Bank codes and names as defined in the Banks Setup window. More Information Voiding Checks for Payment
Object
Void Checks for Payment Window
The following are the fields in the Void Checks for Payment window. To open the window, choose Banking Specify your selection criteria and choose OK. Outgoing Payments Void Checks for Payment .
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Void Checks for Payment Window
[Selection Column] Select the checks to void. Check No., Bank No, Due Date, BP/Account Code, BP/Account Name, Total, Check Internal ID Relevant details about the checks for payment. Doc. No. Number of the document through which the check was created. This can be a check for payment or an outgoing payment. Add. Payments If a check for payment was created through an outgoing payment document, and in the same document another means of payment were involved, the amount covered by the other means of payment is displayed here. Cancel Checks on: Specify the cancellation date of the journal entry to be created during the voiding process: Cancellation Date Cancellation date of the journal entry will be the current date. Check's Posting Date Posting date of the journal entry will be the original creation date of the selected check for payment. More Information Void Checks for Payment
Object
Void Checks for Payment: Voided Checks
The following are the fields in the Void Checks for Payment window after SAP Business One voids the selected checks. To open the window, choose Banking Outgoing Payments Void Checks for Payment Specify your selection criteria and choose OK. Select the checks to be voided and choose Void.
Void Checks for Payment: Voided Checks
Doc. No., Check No., BP/Account Name, Total Details of the checks selected for voiding. Cancelled Yes indicates that the check was voided. Display Voided Checks Only Displays only checks that were actually cancelled.
Example
Example
If the date of a check deviates from the date range of the current period, the check will not be voided and the value
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in the Cancelled column is No. End of the example. More Information Void Checks for Payment
Function
Checks for Payment Drafts
Use this function to process drafts created for checks for payment. To access the function, choose More Information Checks for Payment Drafts Window
Object
Banking
Outgoing Payments
Checks for Payment Drafts
Checks for Payment Drafts Window
To open the Checks for Payment Drafts window, choose Payment Drafts .
Banking
Outgoing Payments
Checks for
Checks for Payment Drafts Window
Date Due date of the check draft. Pay to Order of BP/Account code to which the check draft is issued. Total Total amount of the check draft, including taxes. More Information Checks for Payment Drafts
Function
Bill of Exchange: Belgium, Chile, France, Italy, Portugal, and Spain
A bill of exchange is a means of payment you can use in incoming and outgoing payment documents.
Note
Note
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Since paying or collecting bills of exchange is a process of several stages, you must monitor and record the changes made for each receivable and payable bill of exchange. End of the note. After you set the required initial definitions, you can start working with the Bill of Exchange function: Most of the activities involving bills of exchange are monitored and performed in the Bill of Exchange Management window. You can display and print your bills of exchange in the Bill of Exchange Payables and Bill of Exchange Receivables windows. You can display data and the history of each bill of exchange in the Bill of Exchange Register window. To access the functions, choose More Information Bill of Exchange Management Bill of Exchange Transactions Bill of Exchange - Receivables Bill of Exchange - Payables Bill of Exchange Register
Function
Banking
Bill of Exchange
Bill of Exchange Management
Most of the activities involving bills of exchange are monitored and performed using the Bill of Exchange Management window, which is designed as a chest of drawers, where each of the drawers represents a different bill of exchange status. You can change the bill of exchange status, define bank data, set posting and tax dates and more. To access the function, choose More Information Bill of Exchange Management: Selection Window Bill of Exchange Management Window
Object
Banking
Bill of Exchange
Bill of Exchange Management: Selection Window
The following are the fields in the selection window of the Bill of Exchange Management function.
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Note
Banking
Bill of Exchange
Note
Bill of Exchange Management: Selection Window
Doc. Type Specify whether to display bills of exchange created from incoming or outgoing payments. Status Specify a specific status to display only bills of exchange to which the selected status has been assigned. Bill of Exchange No. From...To... Specify a bills of exchange range according to their number. Due Date From...To... Specify a bills of exchange range according to their due date. Reference No. From...To... Specify a bills of exchange range according to their reference number. Payment No. From.. To... Specify a bills of exchange range according to the number of the payment documents linked to them. Payment Posting Date From...To... Specify a bills of exchange range according to the posing date of their linked payments. BP Bank Code From... To... Define the range of bills of exchange according to the bank code of their linked business partners. This field is displayed only when the status Generated is selected. Deposit No. From...To Specify a bills of exchange range according to the numbers of their linked deposit documents. Only available with the status Deposited or Paid. Deposit Bank Acct No. From...To... Specify range of bank account numbers to display only bills of exchange deposited to these accounts. Deposit Type Select to display bills of exchange according to their deposit type. Only available with the status Deposited or Paid. Reconciled Only Select to display only bills of exchange that are reconciled. Only available with the status Deposited or Paid. Add Tolerance Days Takes into account both the tolerance days defined in the House Bank Accounts Definitions window and the defined value date range. Only available with the status Deposited or Paid. Payment Methods All payment methods whose payment means are defined as bill of exchange. Select the payment methods to include in the Bill of Exchange Management window. More Information
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Object
Bill of Exchange Management Window
The following are the fields in the Bill of Exchange Management window. To open the window, choose Banking Bill of Exchange the required parameters in the selection window and choose OK.
Note
. Set
Note
Bill of Exchange Management Window
Sent, Generated, Deposited, Paid, Cancelled, Failed Represents the statuses a bill of exchange can have: If you selected Incoming Payment as document type in the selection criteria, all the drawers appear. If you selected Outgoing Payment, only the following drawers appear: Generated Paid Cancelled. Find Bill of Exchange No. Specify a number to locate a bill of exchange by it. Status Groups the bills of exchange according to the statuses assigned to them. Only available if you selected the status All in the selection criteria window. Selection Column Select the bills of exchange you want to process. Only available with one of the following statuses/drawers: Sent Generated Deposited Paid. Due Date Due date of the bill of exchange. Posting Date
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Posting date of the incoming/outgoing payment document. Bill of Exchange Total (LC) Total amount paid by the bill of exchange - in local currency. Remarks Remarks as specified in the bill of exchange. Reference No. Reference number assigned to the bill of exchange in the Payment Means window. Expand, Collapse Expands or collapses the entire display of the window. Only available if you selected the status All in the selection criteria window. Move To Only available with the statuses/drawers, Sent, Generated, Deposited, and Paid. Specify how to process the selected bills of exchange. The options available depend on the selected drawer: Drawer - Sent: Generated transfers the bill of exchange to the Generated drawer. Cancelled cancels the bill of exchange and transfers it to the Cancelled drawer. Drawer - Generated: Deposited creates deposit documents for bills of exchange created from incoming payments. Paid indicates that the amounts in the bills of exchange created from outgoing payments were transferred from your account to the vendors account. Cancelled cancels the bill of exchange and transfers it to the Cancelled drawer. Drawer - Deposited: Paid transfers the bills of exchange to the Paid drawer. Shows that the bill of exchange amount was transferred to your bank account. Generated cancels the deposit and transfers bills of exchange back to the Generated drawer.
Note
Note
You can only transfer back bills of exchange that have not been reconciled. End of the note. Drawer - Paid: Deposited transfers the bills of exchange to the Deposit drawer. Cancels the indication that the bill of exchange amounts were received at your bank account. Available only for incoming payments. Failed cancels the incoming payment and transfers the bills of exchange to the Failed drawer. Generated reverses the payment transaction and transfers the bills of exchange created by outgoing payments back to the Generated drawer. Posting Date, Document Date
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By default, the current date. Available only with the drawers Sent, Generated, Deposited or Paid. House Bank Country, House Bank, House Bank Account, House Bank Branch Only available when the Generated drawer is selected for incoming payments. Choose (Choose from Tree) to open the Choose Bank window, in which you select the bank account for the bill of exchange transaction. The details of the selected bank account are then displayed in the respective house bank fields. Collection Indicates that the bank collects the bill of exchange on its due date. Available only when the Generated drawer is selected for incoming payments. Discounted Creates the deposit before the due date of the bill of exchange. Available only when the Generated drawer is selected for incoming payments. Norm Specify the deposit norm number, which will be displayed in the OPEX file. Available only when the Generated drawer is selected for incoming payments. More Information Bill of Exchange Management
Function Choose from Tree
Bill of Exchange Transactions
This window appears each time you record transactions in the Bill of Exchange Management window. It displays the details concerning the transactions you have just recorded. To open the window, choose More Information Bill of Exchange Transactions Window
Object
Banking
Bill of Exchange
Bill of Exchange Transactions Window
The following are the fields in the Bill of Exchange Transactions window. To open the window, choose
Note
Banking
Bill of Exchange
Note
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Bill of Exchange Transactions Window
Transaction Number Number of this transaction. Begins at 1 and runs sequentially. Journal Entry No. Number of the journal entry created by the transaction. A link to the journal entry is available for the following transactions: Changing status from Generated to Deposited Reconciliation Changing status from Deposited to Paid Changing status from Paid to Deposited Status Changed From...To... Previous and current status of the bill of exchange. User Name User who recorded the transaction. Action Action performed on the bill of exchange: status change or reconciliation. Reference No. Reference for the bill of exchange. Due Date Due date of the bill of exchange. Posting Date Posting date of the payment document. Document Date Document date for tax purposes. Bill of Exchange Total Total amount of the bill of exchange. BP Bank Country, BP Bank Code, BP Bank Name, BP Bank Account, BP Bank Branch Bank details of the business partner linked to the bill of exchange. BP Bank Control Key Control key defined for the business partners bank account. Remarks Remarks for the bill of exchange. Payment Method Code, Payment Method Description Code and description of the payment method linked to the bill of exchange. More Information Bill of Exchange Transactions
Function
Bill of Exchange - Receivables
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When you create an Incoming Payment with Bill of Exchange as the payment mean, a Bill of Exchange record is created. Use the Bill of Exchange - Receivables window to view these records. To open the window, choose More Information Bill of Exchange Receivables Window
Object
Banking
Bill of Exchange
Bill of Exchange Receivables
Bill of Exchange - Receivables Window
The following are the fields in the Bill of Exchange Receivables window. To open the window, choose
Note
Banking
Bill of Exchange
Bill of Exchange Receivables
Note
Bill of Exchange Receivables Window
Received from Code and name of the customer who sent the bill of exchange. Address Pay to address specified in the Incoming Payment document. Number Number of the bill of exchange. Reference Reference for the bill of exchange and a link to the relevant incoming payment document. Status Current status of this bill of exchange. Signature User code of the person who recorded the bill of exchange. Bill of Exchange - History Opens the Bill of Exchange History window with the historical statuses of the current bill of exchange and a link to each transaction. Remarks Remarks in the A/R invoices paid by this bill of exchange (assuming the payment was based on an A/R invoice). Total, Amount in Words Total amount paid in this bill of exchange, the figure and in words.
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Bank Account Customers bank details linked to the bill of exchange. Journal Remarks Specify any comments regarding the journal entry posted by this bill of exchange.
Folio Number The Folio number assigned to the bill of exchange received. It can not be changed. More Information Bill of Exchange - Receivables
Function
Bill of Exchange - History
Use this window to view historical transactions of each bill of exchange receivables/payables. To open the window, choose Banking Bill of Exchange Bill of Exchange Receivables/Payables
. Display the required bill of exchange. Choose More Information Bill of Exchange - History Window
Object
Bill of Exchange History.
Bill of Exchange - History Window
The following are the fields in the Bill of Exchange History window. To open the window, choose Banking Bill of Exchange Bill of Exchange Receivables/Payables
. Display the required bill of exchange. Choose

Bill of Exchange History Window
Bill of Exchange History.
Bill of Exchange No. Number of the bill of exchange for which the transaction history is provided. Reference No. Reference assigned to the bill of exchange in the Payment Means window. Transaction No. Sequential number of the transaction. For a detailed view, choose Changed to Status Status of the bill of exchange after the transaction was performed. .
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Date Creation date of the transaction. More Information Bill of Exchange - History
Function
Bill of Exchange - Payables
When you create an Outgoing Payment with Bill of Exchange as the payment mean, a Bill of Exchange record is created. Use the Bill of Exchange Payables window to view these records. To open the window, choose More Information Bill of Exchange Payables Window
Object
Banking
Bill of Exchange
Bill of Exchange Payables
Bill of Exchange - Payables Window
The following are the fields in the Bill of Exchange Payables window. To open the window, choose
Bill of Exchange Payables Window
Banking
Bill of Exchange
Bill of Exchange Payables
To Order of Code and name of the vendor who received the bill of exchange. Address Address specified in the Pay to field in the Outgoing Payment. Number Number of the bill of exchange. Reference Reference for the bill of exchange and a link to the outgoing payment document. Posting Date Posting date of the bill of exchange. Due Date Due date of the bill of exchange. Status Current status of this bill of exchange. Signature User code of the person who recorded the bill of exchange.
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Bill of Exchange - History Opens the Bill of Exchange History window, with all the historical statuses of the current bill of exchange and a link to each transaction. Remarks Remarks entered in the incoming payment document.
Example
Example
Invoice number. End of the example. Total Amount paid in this bill of exchange. Amount in Words Amount paid in this bill of exchange in words. Country, Bank, Account, Branch, Control Key Details of the house bank linked to the bill of exchange. Journal Remarks Specify any comments regarding the journal entry posted by this bill of exchange.
Folio Number The Folio number assigned to the bill of exchange paid. You can change it if required. More Information Bill of Exchange - Payables
Function
Bill of Exchange Register
SAP Business One uses the bill of exchange register to store information about all bills of exchange received and issued by the company. The register reflects the current status of every bill of exchange and provides information regarding status history. To access the bill of exchange register, choose Bill of Exchange Register More Information Bill of Exchange Register - Selection Criteria Bill of Exchange Register Window
Object
Banking
Incoming Payments
Bill of Exchange
Bill of Exchange Register - Selection Criteria
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The following are the fields in the Bill of Exchange Register Selection Criteria window. To open the window, choose
Note
Banking
Bill of Exchange
Bill of Exchange Register
Note
Selection Criteria
Doc. Type Select the bill of exchange type to display. Status From...To... Specify a range of statuses for the bills of exchange. The statuses available depend on the type of document selected: With incoming payments: Sent, Generated, Deposited, Paid, Cancelled and Failed With outgoing payments: Generated, Paid, Cancelled Bill of Exchange No. From...To... Specify a bills of exchange range according to their sequential numbers. Due Date From...To... Specify a bills of exchange range according to their value dates. Reference No. From...To... Specify a bills of exchange range according to their reference numbers. Payment No. From...To... Specify a payment documents range for which you want to display the related bills of exchange. Payment Posting Date From...To... Specify a bills of exchange range according to the posting dates of the payment documents. Deposit No. From...To... Specify a bills of exchange range according to their deposit numbers. Deposit Type Specify to display bills of exchange according to their deposit type. Reconciled Only Displays only reconciled bills of exchange. Payment Method To display bills of exchange linked to specific payment methods, select the relevant payment methods. More Information Bill of Exchange Register Bill of Exchange Register Window
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Object
Bill of Exchange Register Window
The following are the fields in the Bill of Exchange Register window. To open the window, choose Banking Bill of Exchange Bill of Exchange Register the required parameters in the Bill of Exchange Register Selection Criteria window and choose OK.
Note
. Specify
Note
Bill of Exchange Register Window
Number Enter the number of a bill of exchange to view the details about this bill of exchange. Currency To display bills of exchange created for a specific currency, specify the relevant currency. Status To display only bills of exchange with a specific status, specify the relevant status. Reference No. Reference number of the bill of exchange. Date Due date of the bill of exchange. Bank, Branch, Account No. Bank details for the bill of exchange (house bank for outgoing payments, customer bank for incoming payments). Status Current status of the bill of exchange. Amount Amount of the bill of exchange. Deposit Details of the deposit, if the selected bill of exchange was deposited. Deposit No. number assigned to the deposit. Deposit Date deposit date. G/L Account/BP Code G/L account code or business partner code to which the bill of exchange was deposited. Bank Country, Bank, Branch, Account No. information about the customers bank. Payment Details of the incoming/outgoing payment document linked to the selected bill of exchange:
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Incoming/Outgoing Payment No. number of the payment document. Date posting date of the document. Customer/Vendor Code code of the customer/vendor for which the payment was created. Bill of Exchange Status Displays the status history of the selected bill of exchange (one row for each status): Bill of Exchange Trans. No. number of the bill of exchange transaction and a link to it. Bill of Exchange Status status to which the bill of exchange was changed. Date date of the transaction. More Information Bill of Exchange Register Bill of Exchange Register Selection Criteria
Function
Payment Wizard
The Payment Wizard enables you to create outgoing and incoming payments in batches for bank transfers, checks and bills of exchange. The payments are created according to your selection criteria and payment methods. The Payment Wizard runs cover A/P and A/R documents and transactions that are not fully paid, credited, or reconciled and un-reconciled/allocated payments on account. A/P: A/P Invoices, A/P Credit Memo, Manual Journal Entries with at least one row posted to a vendor. If the vendor is debited with positive amounts or credited with negative amounts, the journal entry is considered as A/P Credit Memo. If the vendor is Credited with positive amounts or debited with negative amounts, the journal entry is considered as an A/P Invoice. A/R: A/R Invoices, A/R Credit Memos, Manual Journal Entries with at least one row posted to a customer. If the customer is debited with positive amounts or credited with negative amounts, the journal entry is considered as an A/R Invoice. If the customer is debited with negative amounts or credited with positive amounts, the journal entry is considered as an A/R Credit Memo. Payments on Account: Also Incoming and Outgoing Payments not allocated or reconciled to specific invoices, credit memos, or transactions, are considered in the payment wizard run. When creating the Incoming or Outgoing Payments using the Payment Wizard, you can partially pay specific invoices or transactions, like when doing it manually. To open the Payment Wizard, choose More Information Payment Wizard: Step 1 Payment Run Selection Payment Wizard: Step 2 General Parameters Banking Payment Wizard .
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Payment Wizard: Step 3 Business Partners Selection Criteria Payment Wizard: Step 4 Document Parameters Payment Wizard: Step 5 Payment Method Selection Criteria Payment Wizard: Step 6 Recommendation Report Payment Wizard: Step 7 Save Options Payment Wizard: Step 8 Payment Run Summary Payment Wizard: Step 9 Document and Report Printing Payment Wizard: Step 10 Checks for Payment Printing
Object
Payment Wizard: Step 1 - Payment Run Selection
The following are the fields in the first step of the Payment Wizard. To open the wizard, choose Banking Payment Wizard .
Payment Wizard: Step 1 Payment Run Selection
Start New Payment Run Creates a new payment run process. Load Saved Payment Run Opens a table from which you can choose a saved payment process to run: View Executed Payment Runs Displays the payment runs that are have already been executed. Payment Run Name Name of the payment run. Date Date when the payment run was saved or executed. Total Total amount of the payment run. No. of Pmts Number of payments created by the payment run. Status Indicates whether the payment run has been executed or just saved. Go to Final Step Skips directly to the final step. More Information Payment Wizard
Object
Payment Wizard: Step 2 - General Parameters
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The following are the fields in the second step of the Payment Wizard. To open the wizard, choose Banking Payment Wizard .
Payment Wizard: Step 2 General Parameters
Payment Run Name Automatically defined, unique code, which you can change if required. Posting Date Specify the posting date of incoming/outgoing payments to be created by the payment run. Payment Type You can create both outgoing and incoming payments in the same payment run: Outgoing displays all open A/P invoices matching your previous selection. Incoming displays all open A/R invoices matching your previous selection. Payment Means Applicable for Chile, BL, Spain, Portugal, Italy, and France. Specify the payment means to be used in the payment run: For outgoing payments: check, bank transfer or bill of exchange For incoming payments: bank transfer or bill of exchange
Note
Note
If you select Bill of Exchange, you cannot select other payment means. End of the note. File Path Specify the destination path for the Bank Transfer file. Payment Series Specify the series to be used in the incoming and outgoing documents.
Note
Note
The default value is the default series defined in the Document Numbering window. End of the note.
Object
Payment Wizard: Step 3 - Business Partners - Selection Criteria
The following are the fields in the third step of the Payment Wizard. To open the wizard, choose Banking Payment Wizard .
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Note
Note
Selection Criteria
Selection Column Select the business partners to include in the payment run. Business Partner Balance Current balance for the business partner Add Opens the BP Properties window, where you can specify selection criteria to display business partners in the table.
Object
Payment Wizard: Step 4 - Document Parameters
The following are the fields in the fourth step of the Payment Wizard. To open the wizard, choose Banking Payment Wizard.
Payment Wizard: Step 4 Document Parameters
Selection Priority Specify the field by which invoices to be cleared will be sorted in this payment run. A/P Transaction Available only if you selected Outgoing Payments in Step 2. A/P transactions complying with the following parameters will be included in the payment run: Due Date (Not Including Tolerance Days) To... Specify a due date to include A/P transactions with due date earlier or equal to a specific due date. If tolerance days were defined, the due date of A/P invoices for the payment run will be calculated as follows: <the original due date> + <the tolerance days>. Posting Date From...To... Specify a posting date range to include only A/P invoices whose posting date is within this range. Amount From...To... Specify an amount range to include only A/P invoices whose total amount is within the defined range. Number From...To... Specify a document number range to include only A/P invoices whose number is within the defined range. A/R Transactions Available only if you selected Incoming Payments in Step 2. Due Date From...To... Specify a due date range to include only A/R invoices whose due date is within the defined range.
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Number From...To... Specify a document number range to include only A/R invoices whose number is within the defined range. More Information Payment Wizard
Object
Payment Wizard: Step 5 - Payment Method - Selection Criteria
The following are the fields in the fifth step of the Payment Wizard. To open the wizard, choose
Note
Banking
Payment Wizard
Note
Selection Criteria
[Selection column] Select the payment methods to include in the payment run. G/L Bank Acct G/L account linked to the bank defined for the payment method. G/L Intm Acct G/L interim account defined for the payment method. Max. Incoming Amt Available only for payment methods of the incoming type. Specify the maximum amount to be recorded in the bank account defined for the payment method for the current payment run. Max. Outgoing Amt Available only for payment methods of the outgoing type. The default amount is the bank's current credit balance (if it exists), which is the maximum amount paid from your bank for this payment method. You can overwrite this value.
Note
Note
A/P invoices whose amount exceeds the amount specified here are not displayed in the next step. If you leave this field blank, there are no restrictions regarding amount on the display of A/P invoices in the next step. End of the note. G/L Balance Current balance of the bank account linked to the payment method. G/L Interim Acct Bal. Balance of the interim account as a result of this payment run. Expected G/L Balance
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Bank account balance after the payment run process. This is a combination of the current balance as displayed in the G/L Balance field and the balance of the G/L interim account.
Object
Payment Wizard: Step 6 - Recommendation Report
The following are the fields in the sixth step of the Payment Wizard. To open the wizard, choose
Note
Banking
Payment Wizard
Note
Payment Wizard: Step 6 Recommendation Report
[Selection column] Deselect the invoices and payments that should not be included in the payment run. Pmt No. A counter field numbering the payments recommended for creation. Choose Balance Due <total amount of the invoice (or installment)> - <partial payment, if made>. G/L Account Code Offsetting account in the journal entry that will be created by the payment. This will be either the bank G/L account or the G/L interim account, depending on the payment method definition. Document Type Document origin: IN for A/R invoice PU for A/P invoice Payment Currency Currency of the payment. Installment No. Sequential number of the installment paid. Total <Invoice total amount> - <credit memos based on it>. If the invoice includes more than one installment, <the total amount of the specific installment> - <credit memos based on it>. Pmt Amount, Pmt Amt (FC) Payment amount in local and foreign currency Discount % to view the related documents.
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Cash discounts calculated in the invoice. You can overwrite this value. Next Check Remaining check amount after dividing the total value by the number of checks specified in the No. of Checks field. No. of Checks Number of checks to be created for this payment, which you can change. A change affects First Check and Next Check because the amounts have to be recalculated for the new number of checks. First Check Amount of the first check: If there is only one check, this field contains the total amount of the payment. If there is more than one check, the value of this field equals the total amount divided by the number of checks defined in the No. of Checks field. Non-Included Trans. Opens the Non-Included Trans. Report displaying all invoices not included in the recommendation report Invoice Amount Displays <total invoice amount> - <discount percentage including tax>. If this amount is changed, a partial payment is created and the Payment Amount is updated accordingly. After the Payment Wizard has been executed, the Paid/Credited field in the invoice is also updated. More Information Non-Included Trans. Report
Object
Payment Wizard: Step 7 - Save Options
The following are the fields in the seventh step of the Payment Wizard. To open the wizard, choose
Payment Wizard: Step 7 Save Options
Banking
Payment Wizard
Save Selection Criteria Only Saves the selection criteria for the invoices. This does not reserve the selected open invoices for this Payment Wizard only. You can still clear the invoices using either the incoming or outgoing payment documents or using a new Payment Wizard. When loading a saved Payment Wizard, it will not display invoices cleared by other methods. Save Recommendations
Saves the recommendations for invoices. This option reserves the selected open invoices for this Payment Wizard only, which means that open invoices saved under this option cannot be cleared using the incoming or outgoing payment documents or using a new Payment Wizard.
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Note
Note
To delete a payment run saved as recommended, load the saved payment run, proceed to Step 2 and on the menu bar, choose End of the note. Execute Runs the payment and creates the corresponding incoming and/or outgoing payment documents.
Object
Data
Cancel
Payment Wizard: Step 8 - Payment Run Summary
The following are the fields in the eighth step of the Payment Wizard. The window appears only if you executed the payment run.
Payment Wizard: Step 8 Payment Run Summary
Payments were added Number of payments created in the payment run. Checks were added Number of checks created in the payment run. Bank transfers were added Number of bank transfers created in the payment run.
Country-Specific Fields: Chile, France, Italy, Portugal and Spain
Bills of exchange were added Number of bills of exchange created in the payment run.
Object
Payment Wizard: Step 9 - Document and Report Printing
The following are the fields in the ninth step of the Payment Wizard. To open the wizard, choose Banking Payment Wizard .
Payment Wizard: Step 9 Document and Report Printing
Outgoing Payments, Incoming Payments Prints the outgoing and/or incoming payments created in the payment run. Non-Included Transactions, Country Summary, Currency Summary, BP Summary, Payment Method Summary, Bank Account Summary, Payment Summary Select the relevant options to print the respective reports. Choose to display each report.
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Object
Non-Included Trans. Report
The following are the fields in the Non-Included Trans. Report window, which you can open during the sixth step of the Payment Wizard. The window is only displayed if there are invoices that could not be included in the payment run.
Note
Note
Non-Included Trans. Report
Installment Sequential number of the installment. Posting Date Posting date of the invoice. Amount Invoice amount.
Object
Country Summary Report
The following are the fields in the Country Summary Report, which can be displayed and printed during the ninth step of the Payment Wizard.
Country Summary Report
Country Code, Country Name Code and name of the countries of the business partners for which the payments were created. Paid Amount (LC), Paid Amount (FC) Total amount paid to and/or by business partners of each country.
Object
Currency Summary Report
The following are the fields in the Currency Summary Report, which can be displayed and printed during the ninth step of the Payment Wizard.
Currency Summary Report
Currency Code, Currency Name Code and name of the currencies involved in the payment run.
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Paid Amount Total amount of each currency paid.

Object
BP Summary Report
The following are the fields in the BP Summary Report, which can be displayed and printed during the ninth step of the Payment Wizard.
Note
Note
BP Summary Report
Posting Date, Due Date Posting date and due date of the documents involved in the payment run. Type Document type: PU for an A/P invoice IN for an A/R invoice Installment ID Sequential number of the specific installment. Invoice Amount, Paid Amount Total amount of the invoice and the amount paid, in local currency. Invoice Amount (FC, Paid Amount (FC) Total amount of the invoice and the amount paid, in foreign currency.
Object
Payment Method Summary Report
The following are the fields in the Payment Method Summary Report, which can be displayed and printed during the ninth step of the Payment Wizard.
Payment Method Summary Report
Payment Method, Description Code and description of the payment methods involved in the payment run. Bank Account Name Name of the bank account linked to each payment method. Paid Amount (LC), Paid Amount (FC)
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Amount paid for each payment method, in local and foreign currency.
Object
Bank Account Summary Report
The following are the fields in the Bank Account Summary Report, which can be displayed and printed during the ninth step of the Payment Wizard.
Bank Account Summary Report
Bank Account Name, Bank Account Number Name and number of the bank accounts involved in the payment run. Paid Amount (LC), Paid Amount (FC) Amount paid by each bank account in local and foreign currency.
Object
Payment Summary Report
The following are the fields in the Payment Summary Report, which can be displayed and printed through the ninth step of the Payment Wizard. SAP Business One creates a different report for each payment mean used in the payment run.
Note
Note
Checks Summary Report
Bank Account Name. Bank Account Number Name and number of the bank accounts involved in the payment run. Checks for Payment No. Number of the Checks for Payment document created. Check No. Value 0. Check numbers are assigned only after the printing takes place. No. of Invoices Number of invoices paid by each check. Amount Amount of the check.
Bank Transfer Summary Report
Bank Account Name, Bank Account Number Name and number of the bank account involved in the payment run.
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Payment Doc. No. Number of the Incoming Payment or Outgoing Payment document created by the payment run. No. of Invoices Number of invoices paid by the bank transfer. Amount Amount of the bank transfer in local currency.
Country-Specific Fields: Bill of Exchange Summary Report (Chile, France, Italy, Portugal and Spain)
Bank Account Name, Bank Account Number Name and number of the bank account involved in the payment run. Bill of Exchange Number Number of the bill of exchange created in the payment run, and a link to it. Payment Doc. No. Displays the number of the Incoming/Outgoing Payment document created by the payment run, and provides a link to it. No. of Invoices Number of invoices paid by the bill of exchange. Amount Amount of the bill of exchange in local currency.
Object
Payment Wizard: Step 10 - Checks for Payment Printing
The following are the fields in the tenth step of the Payment Wizard. The window appears only if the payment run created checks for payment.
Payment Wizard: Step 10 Checks for Payment Printing
Bank Name, Bank Account Name and the number of the bank account for which the check was created. From...To... Range of check numbers drawn from the bank account specified in the previous column. Print Opens the Document Printing - Selection Criteria window, where you can set the required parameters for the check printing. More Information Payment Wizard Printing Checks for Payment Document Printing - Selection Criteria
Function
Bank Statements and External Reconciliations
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The functions included under this menu option enable you to: Process external bank statements Perform internal and external reconciliations for accounts and business partners, manually or automatically Print reconciliations Manage and cancel previous reconciliations To access the reconciliation-related functions, in the SAP Business One Main Menu, choose Bank Statements and Reconciliations More Information Process External Bank Statements Reconciliation Manage Previous Reconciliations Check and Restore Previous Reconciliations
Procedure
Banking
Processing External Bank Statements
The following procedure explains how to process an external bank statement. Procedure 1. Choose . 2. Enter the code of the G/L account or business partner for which you want to create the statement. 3. Move the cursor to the first empty row, and enter the details as they appear on the statement you received from the bank. 4. To save the information, choose Update. Result The system updates the balance of the G/L account or business partner for which the statement was created on the bank side. See also: Process External Bank Statement Banking Bank Statements and Reconciliations Process External Bank Statement
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Function
Import External Bank Statement: Israel
This function enables you to import an external bank statement from electronic files provided by the bank. This function saves you the time needed to manually enter this information. To access this window, choose Bank Statement See also: Import External Bank Statement Window (Israel)
Function
Banking
Process External
. Select the required account. Then choose Import from File.
Process External Bank Statement
You use this function to record your external bank statement. You can enter information manually or automatically. The Process External Bank Statement window displays the transactions recorded by your bank. These transactions should be reconciled with the transaction recorder in the books. This reconciliation is performed using the Reconciliation function. European companies can import the external bank statement automatically using the Payment Engine and perform bank reconciliation by using the Cash and Bank function. To access this window, choose Bank Statement More Information Reconciliation Bank Statement Window
Object
Banking
Process External
Import External Bank Statement Window: Israel
The fields that appear in the Import External Bank Statement window are summarized in the following table. To open the window, choose Bank Statement. Banking Bank Statements and Reconciliations Process External
Select the required G/L account. Choose Import from File.
Note
Note
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End of the note.

Import External Bank Statement Window
Bank Format Click and select the file format that matches the file from which the information is imported. Data File Enter the file name and the path for the file from which the information is imported. Browse Choose to search for the file on your computer. SAP Business One displays the path for the selected file in the Data File field. After you select a file, the table at the bottom of the window displays the information stored in the file. Current Balance Displays the current balance of the selected account as it appears in the Current Balance field in the last row of the external bank statement. Date Displays the date on which the transaction was recorded at the bank. Ref., Details, Value Displays the relevant data as recorded in the file received from the bank. Balance Displays the cumulative balance of the account. Expected Balance Calculates the account balance as if the transactions had been recorded to the database. Read Choose to copy the data displayed in the table into the Process External Bank Statement window. More Information Process External Bank Statement Import External Bank Statement
Function
Manual Reconciliation: ANZ, Canada, South Africa, UK & USA
This function enables you to verify the transactions recorded in SAP Business One against the balance received from the bank, and to create adjustments if required. To perform an external bank reconciliation, choose External Bank Reconciliation More Information External Bank Reconciliation Selection Criteria Reconciliation Bank Statement Window . Banking Bank Statements and Reconciliations
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Procedure
Processing External Bank Reconciliation
Procedure 1. Choose Banking Bank Statements and Reconciliations Manual Reconciliation .
The Bank Reconciliation Selection Criteria window appears. 2. Select the required account and enter the ending balance and the end date as they appear on the statement you received from the bank. 3. Choose OK. The Reconciliation Bank Statement window appears. 4. Select the transactions to be cleared. 5. Check the value displayed in the Difference field. Reconciliation can be performed only if the difference equals zero. If this value is not zero, the following options are provided: Create missing transactions: 1. Choose Adjustments. The Adjustments window appears. 2. Select the type of transaction you want to create. The window of the selected transaction type appears. 3. Create the required transaction and choose Add. The value in the Difference field is updated accordingly. Save your selection for future processing: 1. Choose Save. The next time you select this account in the External Bank Reconciliation Selection Criteria window, the values displayed in the Ending Balance and End Date fields are the ones entered when the selections were saved. All selections made in the Reconciliation Bank Statements window are also saved, but no reconciliation is performed. 6. Once the Difference field has been zeroed, choose Reconcile. Result The selected transactions are cleared. More Information Manual Reconciliation: ANZ, Canada, South Africa, UK & USA
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Object
External Bank Reconciliation - Selection Criteria
The fields that appear in the External Bank Reconciliation Selection Criteria window are summarized in the following table. To open the window, choose Reconciliation
Selection Criteria
Banking
External Bank
Account Code, Account Name, Currency Click to select the relevant account code. After you select an account code, its name and currency are automatically displayed in the respective fields. If the account is defined as Multi-Currency, the local currency is displayed and will also be the reconciliation currency. Bank Statement This section contains the following fields: Last Balance automatically displays the updated balance from the previous reconciliation. You cannot edit this field. Ending Balance Enter the current balance received from the bank. End Date Enter the date to which the balance you entered is updated. More Information Manual Reconciliation
Object
Reconciliation Bank Statement Window
The fields that appear in the Reconciliation Bank Statement window are described below. To open the window, choose Reconciliation OK.
General Area
Banking
Manual
. Enter the parameters in the External Bank Reconciliation Selection Criteria window. Choose
Account Code Displays the account code selected in the External Bank Reconciliation Selection Criteria window. Display
Click to select one of the following options:
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All select to display both cleared and uncleared transactions Cleared select to display only cleared transactions Uncleared select to display only uncleared transactions Find Use this field to search for a specific transaction in a sorted column. For example, to find a transaction according to its number, sort the Trans. No. column. Then type the relevant number in this field. SAP Business One highlights the first transaction that matches the value entered. Statement No. Enter the statement number. This number is unique for each account. This means you can assign the same number to statements created for different accounts but you can only assign each number to one statement in each account. You can create a statement without a number.
Note
Note
If a reconciliation is canceled, its statement number becomes available again and can be used for a new reconciliation. End of the note. Last Statement Balance Displays the balance of the previous statement. Payment, Deposit Displays the total number of selected transactions on the debit side (payment) and on the credit side (deposit) and the cumulative debit amount and credit amount. Cleared Book Balance Displays the total cleared amount, considering the selected transactions. Statement Ending Balance Displays the value entered in the Ending Balance field in the External Bank Reconciliation Selection Criteria window. Difference Displays the difference between the cleared book balance and the statement ending balance. This value depends on the selected transactions. Save Choose to save the current reconciliation so that you can continue working on it later. The next time you choose the same account in the External Bank Reconciliation Selection Criteria window, the Reconciliation Bank Statement window will display the saved selection. Adjustments Choose to open the Adjustments window, in which you can create any required bank adjustments.
Table Area
Cleared Select to indicate that the transaction has been cleared. Type Displays the transaction type:
PS
represents payments, that is, transactions in which the selected account is credited
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DP
represents deposits, that is, transactions in which the selected account is debited Date
Displays the posting date of the transactions. Trans. No. Displays the number of the transaction and provides a link to the journal entry. Ref. No. Displays the reference number as it appears in the Ref. 1 field in the Journal Entry window. Payment Displays the amount on the debit side in the transaction. Deposit Displays the amount on the credit side in the transaction. Cleared Amount After you select this option for a transaction, the amount in the Payment/Deposit column is displayed here. More Information Manual Reconciliation: ANZ, Canada, South Africa, UK & USA Adjustments Window
Object
Adjustments Window
In this window you can create a balancing transaction or document, to reflect transactions that are already appear in the bank statement but are not yet posted in SAP Business One. After the required adjustment is made the difference between the bank statement ending balance and the account balance in the books equals to zero, and the selected transactions can be cleared. To open the window, choose Banking Bank Statements and External Reconciliations Manual
Reconciliation . Enter the relevant data in the External Bank Reconciliation Selection Criteria window and choose OK. Make the required selections in the Reconciliation Bank Statement window and choose Adjustments.
Adjustments Window
Journal Entries, Incoming Payments, Outgoing Payments, Checks for Payment, Deposit Select the required option and choose OK to open the window for the selected document. More Information Reconciliation Bank Statement Window
Function
Reconciliation
The reconciliation functions enable you to perform reconciliations for G/L accounts and business partners manually, automatically or using a wizard. It is also possible to print the reconciled transactions.
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To perform a reconciliation, choose . See also: Performing Manual Reconciliation
Banking
Reconciliation
Performing Semi-Automatic Reconciliation Performing Automatic Reconciliation Reconciliation Selection Criteria Reconciliation Printing Preferences Window Reconciliation Window
Object
External Reconciliation - Selection Criteria: Manual
The following fields appear when selecting the option Manual. To open the window, choose Reconciliation
Selection Criteria
Banking
Select Source Specify whether to externally reconcile transactions of a business partner or G/L accounts. From... To... Specify the range of G/L accounts for which the external reconciliation is performed. If the selected source is Business Partner, the To field is disabled, as external reconciliation is performed for one business partner at a time. Due Date To Displays by default the current date. That means that transaction with due date earlier or equals to the displayed date will be reconciled. Specify different due date if required.
Procedure
Performing Manual Reconciliations
The following procedure explains how to perform manual reconciliations, both of the external and internal type. Procedure 1. Choose Banking Bank Statements and Reconciliations Reconciliation .
The Reconciliation Selection Criteria window appears.
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2. Choose the G/L account or business partner for which you want to perform the reconciliation. 3. Choose the General/Manual tab. 4. Select the reconciliation type (External or Internal) and define all the relevant parameters. 5. Choose Reconcile. The Reconciliation window appears. The transactions that meet the defined selection criteria are displayed in the upper half of the window. 6. Select the transactions to be reconciled from each side (debit/credit, bank/books). Click selected transactions to the lower half of the window. to move the
7. When all relevant transactions from both sides are in the lower half of the window, choose Reconcile. 8. If the amounts for the reconciled transactions from both sides are not identical, a system message notifies you of this situation and asks you if you want to create a balancing transaction. To create a balancing transaction, choose OK. If you choose Cancel, the reconciliation is not performed. 9. If you choose OK, the Journal Entry window appears with a row that represents the difference between the sides. Complete the journal entry and choose Add to record the journal entry to the database and perform the reconciliation. Result The system reconciles the selected transactions. More Information Reconciliation
Procedure
Performing Semi-Automatic Reconciliations
The following procedure explains how to perform semi-automatic reconciliations, both the internal and external types. Procedure 1. Choose Banking Bank Statements and Reconciliations Reconciliation .
The Reconciliation Selection Criteria window appears. 2. Select the G/L account or business partner for which you want to perform the reconciliation. 3. Choose the General/Manual tab and make the required selections. 4. Choose the Semi-Automatic tab and define the parameters for the reconciliation. 5. Choose Reconcile.
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The Reconciliation window appears. It displays all transactions that meet the selection criteria defined on the General/Manual tab. 6. Double-click a transaction to display the Reconciliation Recommendations window. The first row displays the selected transaction. The rows below display the transactions that can be reconciled with it, ranked according to the parameters defined on the Semi-Automatic tab. 7. Select the transaction(s) to be reconciled with the upper transaction. 8. Choose Reconcile to perform the reconciliation. The system then displays the next transaction in the first row of the window. Result The system reconciles the selected transactions. See also: Reconciliation
Procedure
Performing Automatic Reconciliation
The following procedure explains how to perform internal and external automatic reconciliations. Procedure 1. Choose Banking Bank Statements and Reconciliations Reconciliation .
The Reconciliation Selection Criteria window appears. 2. Select the G/L account or business partner for which the reconciliation should be performed. 3. Choose the General/Manual tab. Select the type of reconciliation: external or internal. If you select Internal, you can also: Define date ranges for the transactions to be reconciled Determine whether transactions reconciled by SAP Business One should be displayed 4. Choose the Automatic tab. Define the parameters for performing the reconciliation. 5. Choose Reconcile. Result SAP Business One performs the reconciliation according to the parameters you defined. The Reconciliation window appears. The transactions displayed in the upper tables are the ones created for the selected G/L account/business partner but could not be reconciled according to the conditions defined on the Automatic tab.
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All the transactions that fulfilled both the selection criteria made on the General/Manual tab and the Automatic tab are reconciled. See also: Reconciliation
Object
Reconciliation - Selection Criteria
The fields that appear in the Reconciliation Selection Criteria window are summarized in the following tables. To open the window, choose
General Area
Banking
Reconciliation
G/L Account / BP Click and select how the SAP Business One should perform the reconciliation: for a G/L account or a business partner. From... To... If you selected G/L Account in the previous field, you can choose a range of accounts but the system will reconcile only the transaction of the first one. If you selected BP in the previous field, you can select only one business partner. Control Account This field appears only when performing internal reconciliation for a business partner. Every business partner is related to a default control account. This account is automatically displayed in this field when a specific business partner is selected. Click to select a different control account.
Note
Note
Reconciliation can be performed only for transactions that are related to the same control account End of the note. Due Date To This field appears only when performing external reconciliation. By default, it displays the last day of the current fiscal year. This means that all transactions whose due date is earlier than or identical to the displayed date will be included in the reconciliation. Change this date if required.
Note
Note
Reconciliation can be performed only for transactions that are related to the same control account. If transactions with a due date earlier than the defined due date are not displayed, they are probably linked to a different control account. End of the note. Reconcile Choose to start the reconciliation.
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General/Manual Tab
External Select to perform external reconciliation. Internal Select to perform internal reconciliation. Once this option is selected, the following fields appear: Credit Side Date From...To ... Only the credit side of transactions within the date range you define will be reconciled. Debit Side Date From...To... Only the debit side of transactions within the date range you define will be reconciled. Display Transaction Reconciled by System Select to view transactions that were reconciled automatically by SAP Business One, such as incoming payments based on invoices.
Automatic Tab
Restrictions Applies references and/or a date as conditions for the reconciliation. The following fields appear: Reference Lets you define conditions based on one of the references: 1, 2 or 3. Ref. 1 is taken from the transaction header, Ref. 2 represents the customer/vendor reference number if defined, and Ref. 3 is used for the check number. Relate to .... Last Characters Enter a significant value from 1 to 8. SAP Business One uses the last characters of the selected reference as a condition for automatic reconciliation. The characters are counted from right to left, and 0 is considered in the same way as other digits. Date Applies the posting date or due date as a condition for automatic reconciliation. Reconcile by Totals Only Automatically reconciles all transactions with matching amounts. After you select this option, the Variation in Days checkbox is displayed. If you want SAP Business One to tolerate date differences between transactions with matching amounts, select Variation in Days and enter the required number of days. Reconciliation Difference Enables reconciliation of transactions with non-identical amounts. In this field, specify the difference amount that should be ignored when automatic reconciliation is performed. If the system finds such differences during the reconciliation, they are posted to the account defined in G/L Accounts Determination General Administration Definitions Financials
tab. Print Settings
Choose to open the Reconciliation Printing Preferences window. In this window, you can define if and how the reconciled and/or unreconciled transactions will be printed. You should make settings in this window before the reconciliation takes place.
Semi-Automatic Tab
Parameters SAP Business One can take into account certain parameters when preparing the recommendation for reconciliation.
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You can define these parameters as follows: Amount If you want to be able to reconcile transactions with different amounts, enter the difference amount under which the reconciliation is allowed. Enter the amount in the Max. Deviation column. Date Select the date on which to base the recommendation for reconciliation: either the due date or the posting date. In the Max. Deviation column, enter the maximum number of days SAP Business One should ignore when preparing the recommendation for reconciliation. Reference Select the reference according to which SAP Business One makes recommendations for reconciliation. Weight Click and select the weight you wish to give to each parameter. This will determine the priority of each parameter when the system makes the recommendations. More Information Reconciliation
Object
External Reconciliation Printing Preferences Window
The fields that appear in the Reconciliation Printing Preferences window are summarized in the following table. To open the window, choose Banking Bank Statements and Reconciliations Choose the Automatic tab and enter the required parameters. Choose Print Settings.
Reconciliation Printing Preferences Window
Reconciliation
Print Reconciliations Select to print reconciliations. After you select this option, the following fields appear: New Reconciliations Only select to print only the reconciliation that the system is about to perform. New and Old Reconciliations select to print reconciliations that were created in the past and the ones the system is about to perform. After you select this option, additional fields appear that enable you to define the reconciliation number range. Unreconciled Transactions Select to print unreconciled transactions. After you select this option, the fields Sorting 1 and Sorting 2 appear. Use these fields to define the sorting order of the unreconciled transactions for the purpose of printing. Click in each field to select the values according to which the sorting will be performed. Detailed Totals for External Reconciliations Select to include detailed totals related to the external bank reconciliations in the printed information. More Information Reconciliation
Object
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The fields that appear in the Reconciliation window are summarized in the following table. The window is divided into four identical tables: The upper tables display the open transactions on both sides (debit/credit for internal reconciliation or books/bank for external reconciliation) that meet the selection criteria in the Reconciliation Selection Criteria window. The lower tables display the transactions that the user selected for reconciliation. To open the window, choose Banking Bank Statements and Reconciliations Reconciliation Define the required parameters in the Reconciliation Selection Criteria. Then choose Reconcile.
Note
Note
General Area
G/L Account/BP Displays the G/L account or business partner code for which the reconciliation is performed. You can choose a different G/L account or business partner. Reconciliation Currency Indicates the currency of the reconciliation. This depends on the currency defined for the selected G/L account/business partner. If the currency assigned to the selected G/L account/business partner is Multi-Currency, the local currency will be displayed, and the reconciliation will also be performed in the local currency. Print Settings Choose to open the External Reconciliation Printing Preference window, in which you can define your preferences for reconciliation printing. Reconcile Choose to reconcile the transactions displayed in the lower tables in the window.
Table Columns
Transaction No., Posting Date, Ref. 1, Amount, Details, Project, Payment Reference Display relevant information regarding the transactions in the window, and provide a link to the transactions themselves.
Note
Note
In the lower tables, the values in the Amount columns are summed, so the total of all selected transactions in each side is displayed at the bottom of the Amount column. This indicates whether the reconciliation is balanced or not. End of the note. More Information
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Reconciliation External Reconciliation Printing Preferences Window

Procedure
Canceling Reconciliations
The following procedure explains how to cancel reconciliations performed by users. Procedure 1. Choose . 2. Enter the relevant data in the Manage Previous Reconciliations Selection Criteria window and then choose OK. The Manage Previous Reconciliations window appears. 3. Select the reconciliation you want to cancel. 4. Determine the purpose of the cancellation by choosing one of the following: To simply open the link between the reconciled transactions, choose Cancel Reconciliation. The next time you open the Reconciliation window for that G/L account or business partner, the transactions included in the canceled reconciliation will appear in the upper half of the window, and you will be able to reconcile them again. To open the link between the reconciled transactions and reconcile them immediately, choose Redo and proceed to step 5. 5. A system message appears. Choose Continue in the message. The Reconciliation window appears and enables you to reconcile the transactions again. The transactions included in the canceled reconciliation are displayed in the lower half of the window, as if they had been selected for reconciliation. Click to move these transactions to the upper half of the window. Result The system opens the selected reconciliation as the link between the involved transactions. The system does not change the status of the involved documents (if there are any) from Close to Open. The Paid/Credited field is not updated. If balancing transactions and/or automatic exchange rate transactions are involved in the canceled reconciliation, they are not reversed. See also: Manage Previous Reconciliations
Object
Banking
Manage Previous Reconciliations - Selection Criteria
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The fields that appear in the Manage Previous Reconciliations Selection Criteria window are summarized in the following table. To open the window, choose Reconciliations
Note
Banking
Manage Previous
Note
Selection Criteria
Reconciliation Type Select whether to display external or internal reconciliations. For Select whether to display reconciliations created for G/L accounts or business partners. Date From... To... Define a date range. The system will display the reconciliations performed within this date range. Reconciliation No. From... To... Define a range of reconciliation numbers for which the system should display reconciliations. More Information Manage Previous Reconciliations
Object
Manage Previous Reconciliations Window
The following table describes the fields appear in the Manage Previous Reconciliations window. The upper area displays list of reconciliations, while the lower area displays details related to the transactions included in the reconciliations. To open the window, choose Banking Bank Statements and Reconciliations Manage Previous
Reconciliations , define the required parameters in the Manage Previous Reconciliations Selection Criteria window and choose OK.
Note
Note
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Manage Previous Reconciliations Window
G/L Acc./BP Code Displays the code of the G/L account or business partner for which the reconciliation was performed. Creation Date Displays the date in which the reconciliation was performed. Display Data for G/L Account/BP Click and choose whether to display all the reconciliation in the defined range or reconciliations performed for a specific G/L account or business partner from the list. Cancel Reconciliation Choose this button to cancel the selected reconciliation. As a result, only the reconciliation as the link between the involved transactions is opened, while the status of the involved documents (if there are any) is not changed from close to open and the Paid/Credited field is not updated. If balancing transactions and/or automatic exchange rate transactions are involved in the canceled reconciliation, they are not reversed. Trans. Display the transaction number of the transactions involved in the selected reconciliation.. Value Date Display the value date of the transactions involved in the selected reconciliation. Ref. 1 Display the first reference of the transactions involved in the selected reconciliation. Amount Display the amount of the reconcilable transactions. Redo Choose this button to open the selected reconciliation. However, unlike the Cancel Reconciliation button, this button opens the Reconciliation window with the relevant transactions, so the you can reconcile the required transactions on the spot. More Information Manage Previous Reconciliations
Function
Check and Restore Former Reconciliations
This function enables you to display and open both reconciliations performed by users and the ones performed by SAP Business One. To check and restore former reconciliations, choose Check and Restore Former Reconciliations See also: Check and Restore Former Reconciliations Window
Object
Banking .
Check and Restore Former Reconciliations Window
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The fields that appear in the Check and Restore Former Reconciliations window are summarized in the following tables. To open the window, choose Former Reconciliations
Note
Banking .
Bank Statement an Reconciliations
Check and Restore
Note
General Area
G/L Account/BP Select whether to display reconciliations created for G/L accounts or for business partners. Recon. Type Select whether to display internal reconciliations or external reconciliations. G/L Acct/BP Code Enter the code of the required G/L account or business partner for which you want to display former reconciliations. Recon. From... To... Define a range of reconciliation numbers for displaying reconciliations. The default range is -999999 to 999999. The reconciliations performed by SAP Business One are assigned negative numbers. Positive numbers are assigned to reconciliations performed by the users. Display Incorrect Reconciliations Only Select to display only incorrect reconciliations. In general, incorrect reconciliations are displayed in red. Display Incorrect Entries Starting From To display incorrect entries whose difference is higher than a specific value, enter that value here. Open All Choose to open all reconciliations displayed in the table.
Note
Note
This activity cannot be reversed. End of the note. Open Incorrect Only Choose to open only incorrect reconciliations.
Table Area
Recon. Displays the reconciliation number.
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Trans. Displays the transaction number of the reconciled transactions. Row Displays the row number of each transaction in the reconciliation. Amount in Books Displays the reconciled amount for each transaction, as it appears on the Books side. Acct Credit/Debit Displays the side of each transaction in the reconciliation. C stands for credit and D for debit. Row in Bank Displays the row number of the transaction in the bank statement. This column appears only when displaying external reconciliations for G/L accounts. Amount in Bank Displays the reconciled amount in the bank statement. This column appears only when displaying external reconciliations for G/L accounts. Bank Credit/Debit Displays the side of each transaction from the bank statement in the reconciliation. C stands for credit and D for debit. This column appears only when displaying external reconciliations for G/L accounts.. Ref. 1 Displays the first reference of the reconciled transactions. Posting Date, Due Date Displays the posting date and due date of the reconciled transactions. More Information Check and Restore Former Reconciliations
Function
Check Number Confirmation
This function enables you to verify that checks were printed properly, and that the numbers assigned to the checks by SAP Business One match the numbers on the printed checks. To confirm check numbers, choose More Information Check Number Confirmation Selection Criteria Check Number Confirmation Window
Procedure
Banking
Check Number Confirmation
Confirming Printed Check Numbers
The following procedure explains how to confirm a match between the numbers on printed checks and the numbers assigned to these checks by SAP Business One.
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Prerequisites You have made the following definitions: The required parameters in Per Document Administration System Initialization Print Preferences
tab with Checks for Payment as the document type Administration Definitions
The print-related parameters for each house bank account in Banking Procedure 1. Choose Banking Check Number Confirmation . House Bank Accounts
The Check Number Confirmation Selection Criteria window appears. 2. Enter the details of the bank account from which the checks are issued. You can also define a relevant posting date range and internal number range. 3. Choose OK. The Check Number Confirmation window appears. It displays checks that meet the defined selection criteria. By default, SAP Business One assigns the status Confirmed to all checks in this window. This window displays only checks that were printed but not confirmed at the time of printing. 4. Examine the printed checks and verify that their numbers match the numbers assigned to them by SAP Business One. 5. If required, change the status of the checks in the Check Number Confirmation window: If you do not want to confirm or void a check, select Unconfirmed. If you want to void the check, select Void. 6. To assign the statuses you have selected to the checks in this window, choose Update. Result The results depend on the status assigned to the check: Confirmed checks These checks are marked as printed and confirmed. They are not displayed in this window again. If you try to reprint a confirmed check, SAP Business One notifies you that the check has been printed before. Unconfirmed checks These checks are marked as printed but not as confirmed. They reappear in the Check Number Confirmation window until you confirm or void them. If you try to reprint an unconfirmed check, SAP Business One notifies you that the check has been printed before but that the number has not been confirmed.
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Voided checks These checks are marked as printed and voided. They do not reappear in the Check Number Confirmation window. If you try to reprint a voided check, SAP Business One instructs you to ensure that the printer is loaded with the correct paper. More Information Check Number Confirmation
Object
Check Number Confirmation - Selection Criteria
Use this window to specify selection criteria for producing a list of checks whose accuracy you need to verify. To open the window, choose Banking Check Number Confirmation .
After defining the criteria, choose OK to open the Check Number Confirmation window and proceed with the verification process.
Selection Criteria
Bank Account Click to select a bank account or click for the following fields to make a selection: Country select the country in which the bank is located. Bank select the bank in which the account is managed. Account select the required account. Branch if the branch of the selected bank account is defined in House Bank Accounts Definitions window, it is displayed here. Posting Date From... To... Define a range of posting dates to display checks created within this range. Internal ID From... To... Only checks whose internal key numbers fall within the specified range are displayed. Vendor Code From... To... Specify a range of vendor codes to display only checks that fall within this range. Due Date From...To... Specify a date range to display only checks with dates within the range. More Information Check Number Confirmation
Object
Check Number Confirmation Window
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This window displays details of the checks defined in the Check Number Information Selection Criteria window. Use this window to: Compare the accuracy of the information displayed here to the corresponding physical checks Assign a print status to each check
Note
Note
Check Number Confirmation Window
Print Status Assign one of the following statuses to the displayed checks: Unconfirmed Assigned by default Assign this status to checks that are neither confirmed as having been printed properly, nor verified as damaged.
Note
Note
The check number of an unconfirmed check can no longer be used unless you reset the print status to Not Printed. End of the note. Confirmed Indicates the check was printed properly. Damaged Indicates a damaged check. Assign this status to checks that were damaged during printing. Not Printed Assign this status to checks that have not yet been printed.
Note
Note
Changing the status of a check to Not Printed enables you to reuse the number assigned in the Check No. field. A check that has never been printed and which is set to Not Printed reappears when you run check printing for checks with a print status of To Be Printed. End of the note.
Note
Note
If you change the status of a Not Printed check to Confirmed, Damaged, or Unconfirmed, then the next check number is automatically assigned to it by default.
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End of the note. Internal ID Displays the internal number assigned to the check and provides a link to it. Country, Bank, Account Displays the details of the bank account from which the check is issued. Due Date Displays the due date of the check. Total, Total (LC) Displays the amount of the check in the check currency and in the local currency. More Information Check Number Confirmation
Function
Document Printing
Use this function to print batches of documents according to your required selection criteria. To use the function, choose Banking Document Printing Printing option in the Sales A/R or the Purchasing A/P modules.
Recommendation
. Alternatively, choose the Document
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Getting Started . Navigation Getting Started - Add and Navigate Documents Find
and Print a Document
More Information Printing Checks for Payment

Procedure
Printing Checks for Payment
The following procedure explains how to print batches of checks for payment. Prerequisites You have selected the Checks for Payment option and set other required parameters on the Per Document tab in Administration System Initialization Print Preferences .
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You have set the print-related parameters for each house bank account in Banking Procedure 1. From the SAP Business One Main Menu, choose Banking House Bank Accounts .
Administration
Setup
Document Printing
The Document Printing Selection Criteria window appears. 1. In the Document Type field, select Checks for Payment. 2. Specify all other required parameters and choose OK. 2. In the Print Checks for Payment window: 1. Deselect the checks that you do not want to print. 2. Verify that the Next Check No. value is correct; change, if necessary. 3. Load the printer with the correct check pages or blank paper and choose Print. The Check Number Confirmation window appears. 4. Collect the printed checks from the printer and compare them to the checks displayed in the window. 5. If the numbers assigned by SAP Business One do not match the printed checks, you can change them. Correct the number of the first check and press TAB. The subsequent check numbers are updated accordingly.
Note
Note
Only checks with successive numbers issued by the same account are updated accordingly. For example, if you change a check number from 999 to 2000, check numbers 1000, 1001, 1002 and so on are updated to 2001, 2002 and 2003. If the check numbers are not successive, you must correct each one manually. End of the note. 6. By default, the print status of all checks in the window is Unconfirmed; change, if necessary. 7. Choose Update or OK. Result The numbers assigned to confirmed checks are marked as used. The Next Check No. field in the House Bank Accounts Setup window is updated. Check numbers used for overflow printing are marked as voided. The numbers assigned to checks with a print status of Unconfirmed cannot be reused, unless you reset the status to Not Printed.
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More Information Checks for Payment

Object
Document Printing - Selection Criteria: Checks for Payment
Use this window to specify selection criteria for printing checks. To open the window, choose
Note
Banking
Document Printing
Note
Selection Criteria: Checks for Payment
Document Type Select Checks for Payment. Print Checks Select one of the following: To Be Printed - lists the checks that are not yet printed. For Reissuing - lists the checks that are already printed but should be printed again, together with their existing check numbers. Check Details Only - lists the checks that are already printed, whose details you need to reprint, together with their existing check numbers. Bank Account Choose to open the Choose Bank window and choose the bank account for which the checks were created. The details of the selected bank account are automatically displayed in the respective fields. You can also specify the bank details one field at a time. If you leave the fields empty, all house bank accounts defined in SAP Business One will be included. Posting Date From...To... Specify a posting date range to display only checks within this range. Internal ID From...To... Specify a range of internal key numbers to display only checks for payment within this range. Vendor Code From...To... Specify a range of vendors to display only checks issued for these vendors. Due Date From...To... Specify a date range to display only checks with dates within the range.
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No. of Copies Specify how many copies to print of each check. More Information Printing Checks for Payment
Object
Print Document Window
This window displays a list of documents to be printed. The list is based on the criteria you enter in the Document Printing - Selection Criteria window. Select documents from the list using the table selection options for rows in SAP Business One. To display each document, click . To print the selected documents, choose Print.
Print Document Window
Document No., Posting Date, Due Date, BP Code, Total (LC) These fields display relevant details about the documents to be printed.
Country Specific Fields: Mexico and Chile
Folio Number Displays the first folio number available. You can change this number if necessary, but you cannot use a folio number that was used previously for the same document or for the same series number. More Information Document Printing
Object
Print Checks for Payment - To Be Printed
The following table describes the fields that appear in the Print Checks for Payment window. To open the window, choose Banking Document Printing . In the Document Printing Selection Criteria window, select Check for Payment in the Document Type field. Enter the other parameters and choose OK.
Note
Note
The window is also accessible through the Payment Wizard. End of the note.
Print Checks for Payment - To Be Printed
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Bank Displays the bank code from which the check originated. Next Check No. The number to be assigned to the next check to be printed, that is issued from the specified bank account. This number is taken from the field Next Check No. in Administration -> Setup->Banking->House Bank Accounts - Setup window. You can change the check number if required, but only to a greater number as smaller numbers are already assigned to checks that are already printed. Selection Column All items are selected by default in this column. Deselect the checks for payment you do not want to print. To deselect or select all items, double-click the column header. If you deselect an account, all the checks originated by this account are also deselected. Internal ID The internal alphanumeric key assigned automatically to the check by SAP Business One. This number is not printed on the check. Click Post. Date to display the check for payment.
The posting date of the check. Vendor Code Displays the code of the vendor for which the check is created. Total, Total (LC) Display the amount of the check in the original and local currency. More Information Printing Checks for Payment
Function
Banking Reports
Use the reports under this menu entry to analyze and generate overviews of: Checks for payment issued to vendors and other entities Drafts created for banking related documents External reconciliations related data (only if the option Install Bank Statement Processing is activated.
Function
Check Register Report
This report gives an overview of the checks for payment created in SAP Business One. According to the selection criteria you define, the report lists checks for payment, grouped by the originating accounts, and provides information such as whether a check was printed, its amount, the confirmation status, and more. More Information Check Register Report Selection Criteria
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Check Register Report Window

Object
Check Register Report - Selection Criteria
Use this window to specify selection criteria for the Check Register Report. To open the window, choose Banking Banking Reports Check Register Report .
After defining the report, you can view it in the Check Register Report Window.
Note
Note
Selection Criteria
Due Date From...To... Specify a date range to display only checks with dates within the range. Check No. From...To... Specify a check number range to display only checks with numbers within the range.
Note
Note
Only relevant for printed checks. End of the note. Vendor Code From...To... Specify a range of vendors to display only checks issued for these vendors. Payment No. From...To... Specify a range of Outgoing Payment numbers to display checks generated through these documents. Checking Acct From...To... Specify a range of house bank accounts to display in the report only checks issued by these accounts. Display Specify one of the following: Voided checks only Exclude voided checks Printed checks only Unprinted checks only All checks
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Display Results as List When selected, a list of checks is displayed. When deselected, the checks are displayed grouped by credited bank account (the account number appearing on the printed check).
Object
This window displays the Check Register Report according to the defined selection criteria.
Note
Note
Account Displays the house bank account issued the checks. Click the icon to display all the checks issued by that account. Check No. Displays the check number for printed checks. If the check is not printed yet this field displays 0 (=zero). Vendor/Account Code Displays the code of the vendor or account for which the check was created. Internal ID Displays the internal alphanumeric key of the Checks for Payment document linked to the check. Pmt No. Displays the number of the Outgoing Payment document through which the check was created, and provides a link to it. If the check was not created by an Outgoing Payment document this field displays 0 (=zero) Payment Amt. Displays the amount paid by the check. Trans. No Displays the number of the journal entry that reflects the check and provides a link to the journal entry window. Status Displays the current status of the check. The possible statuses are: Confirmed the check has been printed and confirmed. Unconfirmed the check has been printed but the number is not yet confirmed. Void the check has been voided in the Void Checks for Payment window. Reissued the check has been voided and then reissued. Not Printed the check has not been printed. Overflow the check information has overflowed the preprinted check paper in the printer, and has been printed on the next check.
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Printed Indicates whether the check was printed or not. Printed By Displays the name of the user who printed the check. Remarks Displays remarks related to the check.
Function
Use this function to display and process drafts of incoming and outgoing payment documents. To create the report, choose . More Information Payment Drafts Report Window
Procedure
Banking
Banking Reports
Deleting Drafts
Follow this procedure to delete incoming and outgoing payments that were saved as drafts. Procedure 1. Choose Report . Banking Incoming Payments or Outgoing Payments Payment Drafts
2. Specify the required parameters to display the drafts you want to delete. 3. Right-click the draft to be deleted and choose Remove.
Note
Note
You can delete only one draft at a time. End of the note. More Information Payment Drafts Report
Object
Payment Drafts Report Window
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This window displays the Payment Drafts Report. To open the window, choose
Note
Banking
Banking Reports
Note
Payment Drafts Report Window
User To display drafts created by a particular user, specify this user. Super users can view drafts created by all users, while regular users can view only those drafts that they have created. Open Only Displays only the drafts that were not added as regular payment documents. Incoming Payments Displays drafts created for incoming payments. Outgoing Payments Displays drafts created for outgoing payments. Document Type of document: incoming or outgoing payment. Posting Date Posting date of the payment document. Document Total Total payment amount. Document Remarks Remarks specified in the Remarks fields of the payment document. Closed Indicates whether or not the status of the draft is closed. After the draft is added and becomes a regular document, its status changes to closed.
Component
Inventory
Use the Inventory modules to optimize inventory management, including warehouse, price lists, special pricing agreements, and warehouse transactions. You are updated about inventory quantities at all times and can analyze and control the financial aspects at the same time. More Information Item Master Data
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Item Management Inventory Transactions Price Lists Pick and Pack Inventory Reports
Function
Item Master Data
SAP Business One enables you to manage all items that you purchase, manufacture, sell, or keep in inventory. Services can also be defined as items, although they are only relevant for sales. For each item, you enter the data relevant for a particular area in the system. SAP Business One uses this data for purchasing, sales, production, warehouse management, accounting, and service. You use the Item Master Data window to add, update, search, and maintain item data. The window includes the list of items that the company uses. To access the window, choose Inventory Item Master Data .
You can choose Goto in the menu bar to access one of the following options in SAP Business One: New Activity Alternative Items Business Partner Catalog Numbers Bill of Materials Related Activities Inventory Posting List by Item Items List Serial Numbers Transactions Report Batch Numbers Transactions Report
Form Settings
You can display additional fields in the Item Master Data window. To select additional fields, click (Form Settings) on the toolbar. More Information Item Master Data: General Area
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Item Master Data: General Tab Item Master Data: Purchasing Data Tab Item Master Data: Sales Data Tab Item Master Data: Inventory Data Tab Item Master Data: Planning Data Tab Item Master Data: Properties Tab Item Master Data: Details Tab
Procedure
Managing Item Master Data
Use the procedures below to add, view, and update Item Master Data. Procedure
Adding a New Master Record
1. Choose
Inventory
Item Master Data
The Item Master Data window opens in the Find mode. Switch to the Add mode. 2. On General Area, enter the item information, its number and description, item type, item group, and price list. 3. On the General tab, enter additional general information about the item. 4. On the Purchasing Data tab, enter the purchasing-related information, such as regular vendor details, purchasing unit, unit of measurement, and customs group. In addition, specify the measurement details. 5. On the Sales Data tab, enter the sales-related information, such as sales measurement unit, packaging unit sales, and measurement details. 6. On the Inventory Data tab, set the G/L accounts, define the costing method, specify the minimum, maximum, and required stock level, and enter the warehouse details. 7. On the Planning Data tab, enter the MRP and production-related information. 8. On the Properties tab, select the relevant properties for the item. 9. On the Details tab, enter any additional information about the item. You can also attach a picture. 10. Choose Add to add a new item.
Updating a Master Record
1. Choose
Inventory
Item Master Data
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2. In Item Number, enter the complete or partial item number and choose Find. 3. Modify the necessary fields and choose Update. 4. Choose OK to save the changes.
Caution
Caution Data
You can only delete an item if no transactions have taken place yet. In that case, choose Remove to delete the item record completely.
You can also choose Data Cancel to withdraw an item for which transactions took place. In that case, the item is saved in the database and you can restore it later. You cannot create a new item with the same item number. End of the caution. More Information Item Master Data Window
Object
Item Master Data: General Area
Use the General area to enter, search, and maintain general information relevant for all item types.
Note
Note
Item Master Data, General Area Fields
Bar Code Enter the International Article Number (EAN) or the bar code of the item.
Note
Note
SAP Business One supports the EAN 13 and Code 39 formats. However, it is possible to print any other type of bar code. End of the note. Desc. in Foreign Lang. Enter a description of the item in a foreign language. You can copy this name to documents for business partners that use other languages. Item Type
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Select one of the following: Items to define as an SAP Business One item. Labor to use in the Service module to calculate the amount of time spent completing a task. Travel to use in the Service module to calculate the amount of time the technician spends traveling. Item Group Arrange the items into groups. Assign an item to one group only. Use the Item Group later for reports and evaluations. Price List Enter the price for the item by selecting one of the price lists. Inventory Item, Sales Item, Purchased Item Select to indicate the category to which the item belongs. This is default data that is defined at the Item Group level and is automatically copied to items in that group. Inventory Item enables you to use the item in inventory management. For example, you can perform inventory transactions, such as stock transfers, only for inventory items. If you define the item as inventory only, you cannot sell or purchase it.
Note
Note
To define an item as non-inventory, deselect Inventory Item. Items such as services, electricity or labor costs are typical non-inventory items. The additional costs resulting from such non-inventory items are included in the production order. Non-inventory items must use the standard evaluation method and have an expense account (unless it is an item group). You can change an inventory item to non-inventory, or the opposite, provided that: No transactions have been posted for the item There are no documents for the item, that is, sales quotation, sales order, purchase order, A/R or A/P down payment request, or draft End of the note.
Note
Note
Serial or Batch items cannot be defined as non-inventory. End of the note. A Sales Item is sold to a customer. For example, you can create a sales order for a customer if you have defined the item as sales. Services that are neither purchased nor kept in stock belong to this category. A Purchased Item is bought from a vendor. For example, you can create a purchase order if you have defined the item as purchase. By default the item is a combination of three categories. These values change depending on the item type you have selected. Fixed Assets
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Select to define an item as a fixed asset, that is, an item that you can only buy. More Information Item Master Data Printing Additional Barcode Types Production Order Window: Summary Tab Fixed Assets
Background
Fixed Assets
A fixed asset is a purchased item. This item is neither sold, nor is it used in production as a raw material. Instead, you use it internally in the company. The item could be a computer or a piece of furniture for internal use. When you select Fixed Assets for an item, you assign a separate status to the item. You maintain items of this type independently of purchased, sales, and inventory items. A fixed asset item must be linked to an appropriate expense account for assets in Accounting. When you enter an A/P invoice or goods receipt PO for a fixed asset, the value is posted to the appropriate fixed asset account and not to a purchase account. The VAT is posted to a VAT for equipment and assets account and not to the usual VAT account for item purchases. More Information Item Master Data, General Area
Object
Item Master Data: Purchasing Data Tab
On this tab, enter the purchase-related information for the item.

Note
Note
Item Master Data, Purchasing Data Tab Fields
Preferred Vendor Enter the preferred vendor for the item, or select a vendor from the list. Each time SAP Business One creates a recommendation, it enters the value automatically. Mfr Catalog No. Enter the catalog number of the item in the default vendors catalog. This number is displayed on the purchasing
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and sales documents. Purchasing UoM, Items per Purchase Unit Enter the unit of measurement and the item quantity per purchase unit.
Example
Example
You buy a case of soft drinks. There are six bottles (items per purchase unit) in one case. The item that you buy is a bottle but you purchase it only as a case of six bottles. Therefore, the unit of measurement is a case and there are six items per purchase unit. If you buy five cases, you actually buy 30 bottles of the soft drink. In all transactions, "case" is the purchasing unit. And the number of items per purchasing unit is six. You then enter the quantity in purchasing units in the purchase order. End of the example. Packaging UoM (Purchasing), Quantity per Packaging UoM Enter the purchasing packaging unit, which is a multiple of the unit of measurement. In addition, define the quantity per packaging unit.
Example
Example
You buy containers of soft drink cases, and the container is the purchasing packaging unit. Each container consists of 10 cases, which means that "10" is the quantity per packaging unit. End of the example. Customs Group If you import the purchase item, enter the customs group. This enables you to calculate the customs fee. You can select the customs group from the list, or select Define New to create a new customs group. Length, Width, Height, Volume
Note
Note
These dimensions refer to the purchasing unit, not the base unit. End of the note. Enter the dimensions of the purchase item. If you defined the units of measurement when you configured the system, enter the measurements and press TAB; the system automatically enters the measurements of the purchase item. In addition, enter the values for the length, width, and height to calculate the volume of the item. Alternatively, you can enter the volume value without entering the length, width, or height. Weight Enter the weight of the item, followed by the weight measure. Factors 1-4 Enter the quantity, which is a multiple of several factors. For example, if you buy a fence, you have to consider its measurement standards. The Factor fields are used as variables, so you can enter the proper values to calculate the appropriate quantity. The default value is one (1). The values that you enter in the item master data appear on marketing documents.
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Country-Specific Fields: US and Canada
Tax Type Select a specific kind of tax to determine which tax is used for country-specific tax determination: No tax Normal (default) Used tax
EU, Norway, Switzerland, Panama, Australia, and New Zealand
Tax Group Enter the tax group and a rate at which an item is liable to be taxed when it is purchased.
Denmark
Domestic Expense Account Use for domestic purchases. An expense is domestic if the country in the billing address and the company country are the same. Foreign Expense Account Use for foreign purchases. An expense is foreign if the country in the billing address is different from the company country. EU Expense Account Use for EU purchases. An expense is an EU expense if the billing country is different from the company country and it is an EU country.
Norway
Domestic Expense Account Use for domestic purchases. An expense is domestic if the country in the billing address and the company country are the same. Foreign Expense Account Use for foreign purchases. An expense is foreign if the country in the billing address is different from the company country. More Information Item Master Data Item Master Data: Sales Data Tab
Object
Item Master Data: Sales Data Tab
On this tab, enter the sales-related information for the item.

Note
Note
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Sales Data Tab Fields
Sales UoM, Items per Sales Unit Enter the unit of measurement and the item quantity per sales unit.
Example
Example
You sell a case of soft drinks. There are six bottles (units per sales unit) in one case. The item that you sell is a bottle but you can sell it only as a case of six bottles. Therefore, the unit of measurement is a case and there are six items per sales unit. If you sell five cases, you actually sell 30 bottles of the soft drink. In all transactions, "case" is the sales unit. And the number of items per sales unit is six. You then enter the quantity in sales units in the sales order. End of the example. Packaging UoM (Sales), Quantity per Packaging Unit Enter the packaging unit sales, which is a multiple of the unit of measurement. In addition, define the quantity per packaging unit.
Example
Example
You sell containers of soft drink cases, and the container is the sales packaging unit. Each container consists of 10 cases, which means that "10" is the quantity per packaging unit. End of the example. Length, Width, Height, Volume Enter the dimensions of the sales item. If you defined the units of measurement when you configured the system, enter the measurements and press TAB; the system automatically copies the measurements of the sales item to the field. In addition, enter the values for the length, width, and height to calculate the volume of the item. Alternatively, enter the volume value without entering the length, width, or height.
Note
Note
These dimensions refer to the selling unit, not the base unit. End of the note. Factors 1-4 Enter the quantity, which is a multiple of several factors. For example, if you sell a fence, you have to consider its measurement standards. The Factor fields are used as variables, so you can enter the proper values to calculate the appropriate quantity. The default value is one (1). The values that you enter in the item master data appear on marketing documents
Country-Specific Fields: EU, Australia, New Zealand, Norway, Switzerland, and Panama
Tax Group Enter the tax group and a rate at which an item is liable to be taxed when it is sold.
Denmark
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Revenues Account Use for domestic sales. An expense is domestic if the country in the shipping address country and the company country are the same. Foreign Revenues Use for foreign sales. A sale is foreign if the country in the shipping address is different from the company country and is not an EU country EU Sales Use for EU sales. A sale is an EU sale, if the shipping country is different from the company country and it is an EU country.
Norway
Revenues Account Use for domestic sales. A sale is domestic if the country in the shipping address and the company country are the same. Foreign Revenues Use for foreign sales. A sale is foreign if the country in the shipping address is different from the company country. More Information Item Master Data
Object
Item Master Data: General Tab
On this tab, you define the additional general information for the item.
Note
Note
Item Master Data, General Tab Fields
Manufacturer Enter a manufacturer if the item is a brand product. You can assign an item to only one manufacturer. Additional Identifier Enter additional information about the item. Shipping Type Enter the means of transport and mode of transport to be used to perform the shipment. Manage Item By Select one of the methods by which you receive and release items: None (default) select when the item is neither the serial number nor the batch Serial Numbers select to manage serial numbers for the item
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Batches select to manage batches for the item Management Method Select one of the item management methods, which is relevant for serial numbers and batches only: On Every Transaction you are forced to assign serial or batch numbers during every inventory transaction. On Release Only you are forced to assign serial or batch numbers only on release; it is optional for other transactions. Phantom Item Defines the item as a phantom.
Note
Note
A Phantom is an item type in BOM that has an engineering or structure function only. Phantom items do not represent a physical component or a subassembly, thus they are defined as non-inventory items. End of the note. Issue Method Select one of the following issue methods: Backflash after you report the completion of the parent item, the components are automatically issued to the production order. Manual the components are manually issued to the production order, regardless of the issue of the product.
Note
Note
You cannot use the backflush method for serial and batch-managed items. End of the note. Warranty Template Enter a contract template available for the item managed by serial number, or select a new contract template from the list. To create a new contract template for the item, select New. Valid Enter the range of dates to determine a validity period for the item. On Hold Enter the range of dates to determine the period for which you freeze the item.
Country-Specific Fields: US, Canada, Costa Rica, Guatemala, and Israel
Tax Liable Select to define this item as liable to tax. After selecting this option, you can also select the Tax Type on the Purchasing Data tab.
UK, Germany, France, Finland, Denmark, Austria, Portugal, Netherlands, Australia, New Zealand, Norway, Spain, Switzerland, Costa Rica, and Guatemala
WTax Liable Select to define this item as liable to withholding tax in document lines of sales and purchasing documents.
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Mexico, Chile
IEPS Select to identify the item for IEPS payment purposes. The field is available only if you have defined the company as the IEPS payer on the Company Details, Accounting Data Tab.
Chile
Indirect Tax Select to define the item as subject to the indirect tax. More Information Item Master Data Phantom Items Purchasing Data Company Details: Accounting Data Tab
Object
Item Master Data: Inventory Data Tab
Use this tab to enter and view the warehouse information for the item.
Note
Note
Item Master Data, Inventory Data Tab Fields
Set G/L Accounts by From the following available options, choose the default G/L method for this item: Whse all G/L accounts that you have defined at the warehouses level ItemGroup all G/L accounts that you have defined at the item group level ItemLevel any G/L accounts that you have defined at the item level Inventory UoM Enter the type of unit by which you manage the inventory, for example, box, carton, or case. Valuation Method This is relevant for perpetual inventory only. Select one of the following: Moving Average the method is based on the calculation of an average cost for the item in each sales and
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purchasing transaction. Standard the standard pricing system permits the selection of a fixed price, which is then used for all transactions. FIFO an additional perpetual inventory system, in which goods purchased first are sold first, regardless of the actual goods flow. Item Cost Specify the cost of the item for the standard costing method. The value is updated and calculated for all inventory entries for Moving Average and FIFO. Manage Inventory by Warehouse Defines the calculation method for the minimum and maximum stock quantities. When this field is selected, the system displays the total of the Minimum Stock Quantity, Required Stock Quantity, and Maximum Stock fields in the warehouse table. Required (Purchase UoM), Minimum, Maximum Enter minimum, maximum, and required inventory levels in this warehouse. In the Required (Purchase UoM) field, the system displays the quantity to keep the stock at the minimum level. If you select Release Stock Below Minimum Level in the Document Settings, the system issues alerts when the quantity goes below the minimum. The system does not let you enter stock documents when the stock reaches its maximum quantity.
Item Master Data, Inventory Data Tab, Warehouse Fields
Required (Purchase UoM), Minimum, Maximum Enter minimum, maximum, and required inventory levels in this warehouse. In the Required (Purchase UoM) field, the system displays the quantity to keep the stock at the minimum level. If you select Release Stock Below Minimum Level in the Document Settings, the system issues alerts when the quantity goes below the minimum. The system does not let you enter stock documents when the stock reaches its maximum quantity. Locked Locks the warehouse for the item and prevents you from adding the item from this warehouse to any A/R or A/P document. Consignation The number of items on consignation. The value in this field is a result of the quantity in open deliveries minus the quantity in open returns. Counted, Was Counted Displays whether you have counted the items in stock and the current number of the counted items in stock. Cycle Code Displays an inventory count cycle for the item in the warehouse as defined in the Inventory Cycles Setup window. Next Date Displays the date of the next inventory count according to the cycle you have selected. You can change the date manually. Time Displays the time of the next inventory count according to the cycle you have selected. You can change the time
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manually. User Displays the code of the employee who is defined as a user in the system. Alert Select to define whether the system issues an alert when the next inventory count is due. Set Default Whse Select to define the warehouse as a default for the item.
Item Master Data, Inventory Data Tab: Country-Specific Fields for Austria, the Netherlands, Belgium, Italy, Australia, and New Zealand
Set Default Whse Select to define the warehouse as a default for the item. More Information Item Master Data Warehouses: General Tab Inventory Cycles - Setup
Object
Item Master Data: Planning Data Tab
On this tab, enter information related to MRP and production.

Note
Note
Planning Data Tab Fields
Planning System Select one of the following: MRP to plan the item procurement with the MRP system. None the item procurement is not planned by MRP and no production order or purchase order recommendations are created for the item. Procurement Method Select one of the following methods for the MRP: Make MRP generates production order recommendations for the item. All parent items should be defined as Make in order to calculate the requirements for their child items in the MRP run. In the case of a sales or assembly bill of materials (BOM), no actual production order will be
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issued for the parent item, only the requirements for its child items. Buy MRP generates purchase order recommendations for the item. The Buy method should be selected for the child items at the lowest level of the BOM, or for items which are not part of a BOM. Order Interval Select one of the values to define time intervals between different orders. Select Define New to open Define Order Intervals and to enter a name and frequency for the interval. Order Multiple Enter the numeric value to define the size of the lots for the MRP.
Example
Example
If the value is 12, the item is ordered in multiples of 12. So if you need 20 items and the value is 12, the MRP recommendation is for 24 items. End of the example. Minimum Order Qty. Enter the value to define the minimum lot size. Lead Time Enter the number of days from when the item is ordered to when the item is received or produced.
Example
Example
If the lead time is for three days, the MRP will issue the purchase or production order for the child items with a due date that is three days prior to the due date for the parent item End of the example. Example Procurement Method A box of chocolates is a parent item in an assembly BOM. It consists of a wooden box and 25 chocolates, which are the child items. The box is purchased from an external vendor and the chocolates are produced by your company. The make procurement method should be chosen for the box of chocolates item and the chocolate items. The buy procurement method should be chosen for the wooden box. Box of Chocolates BOM
In order to make one box of chocolates, the MRP will issue recommendations for the quantities required to assemble the product, that is, a production order for 25 chocolates and a purchase order for one wooden box. No actual production order will be issued for the box of chocolates as it is an assembly BOM. More Information Item Master Data
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Object
Item Master Data: Properties Tab
Use the Properties tab to assign properties to the item displayed. More Information Item Master Data
Object
Item Master Data: Details Tab
On this tab, you can add any additional free text or a picture to describe the item. More Information Item Master Data
Procedure
Choosing a Price List
Use this procedure to display and define prices for each price list in Items Management. Prerequisites The Items Management window is active and displaying an item. Procedure 1. Choose the drop-down icon to the right of the Price List field. The price lists defined in the system are displayed. 2. Select one of the lists. 3. In the field to the right, enter a price for the price list. 4. Repeat for each price list.
Procedure
Choosing a VAT Group
Procedure Choose a VAT group for your items in accordance with the required tax rate. 1. Click the icon to the right of the VAT field and choose an option from the drop-down list. The selected VAT rate is displayed in the field on the right.
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The VAT group defaulted for the item is the one defined for automatic G/L account determination when the system was configured. 2. If the required VAT group has not yet been defined, choose Define New. The displayed window contains the Define VAT Group function.
Procedure
Entering Dimensions
This task describes how to specify the length, width, height, and volume for a sales item. Prerequisites The Items Management window is active, an item is displayed in the window, and the Procurement Data tab is displayed. Procedure 1. On the right side of the Procurement Data tab, enter the length, width, and height of an item. Do not enter any spaces between numeric values and the unit of measurement, for example, 10cm. You define the length measures in the Definitions function in Inventory Management. 2. If standard units of measurement were defined when the system was configured, enter the measurements and press the Tab key. The system automatically copies the standard unit of measurement to the field. The entries you make for length, width and height are used by the system to automatically calculate the volume of the item. 3. To select the volumetric unit of measurement in which the volume is to be indicated, choose the drop-down list to the right of the Volume field. The list of the volumetric units of measurement defined in the system appears. 4. You can also enter the volume in the system without entering the length, width, or height. 5. Choose Update.
Procedure
Initial Definitions
To manage serial numbers for items, a relevant definition needs to be made in the item master record. Procedure 1. Choose record. Inventory Items Management and either add a new record or select an existing
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2. Go to the Inventory-Items Management-Warehouse Data tab. 3. Choose Manage Serial Numbers. If you select the On Release Only check box, the Serial Numbers Reception window will not open automatically for this item in AP documents and other stock entry documents. Instead, the system will create successive serial numbers and allow you to select these numbers in the sales and stock release documents. Additional information can be entered later for these serial numbers using the Serial No. Transactions report generated from within the document. This option is convenient for users that: Enter large amounts of documents, containing items with serial numbers management, and do not want to enter the serial numbers manually during the document generation. Do not need specific serial numbers. Inventory Items Management Warehouse Data Tab Field Manage Batch Numbers Activity / Description Select this button to manage batch numbers for the item.
Batch numbers are usually used for items joined under a single mantle of unique properties, such as medicines. See Batch Numbers. Select this check box to block the generation of release documents containing items with Force Serial /Batch serial numbers management, for which serial numbers were not chosen. A relevant message Numbers Selection on will be displayed in an attempt to add such documents. The message will refer to relevant Release rows for which no selection of serial numbers was made.
Note
Note
You can start managing serial numbers for items for which you have already created stock transactions. A relevant message is displayed when you choose Manage Serial Numbers for such items. End of the note.
Procedure
Item Grouping
Items are classified using the item group. You can only assign an item to one group. You use the Item Grouping field for your reports and evaluations. Procedure 1. Choose 2. Select an item. 3. Choose a suitable group for the item by selecting the drop-down icon to the right of the Item Grouping field. Inventory Items Management .
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4. To define a new group here, choose Define New. If you do not select a group, the item is assigned automatically to the first group in the list.
Object
Item Groups - Setup
Use this window to classify your inventory items into groups. For example, you can create groups that correspond to your business areas and assign the items to a business area using the group. Item groups can also describe the nature of an item. If you enter a large number of items in SAP Business One, it makes sense to define groups in more general terms. If you handle just a few items in your company, the description of the item group will be much more detailed. You can use the item groups to format your reports and evaluations and to select several items so that they can be processed together. For example, you could select all the raw materials for a physical inventory. To open the window, choose Administration Setup Inventory Item Groups .
To duplicate the Item Group, right-click on the window and choose Duplicate.
Note
Note
Item Groups Setup, General Tab
Item Group Name Specifies the name of the group. Planning Method Select one of the following: MRP to plan the item procurement with the MRP system None the item procurement is not planned by MRP and no production order or purchase order recommendations are created for the item. Procurement Method Select one of the following methods for the MRP: Make MRP generates production order recommendations for the item. Buy MRP generates purchase order recommendations for the item. Order Interval Select one of the values to define time intervals between different orders. You can also select Define New to open Define Order Intervals and to enter a name and frequency for the interval. Order Multiple Enter a numeric value to define the size of the lots for the MRP. For example, if the value is 12, the items are
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ordered in multiples of 12. Therefore, if you need 20 items and the value is 12, the MRP recommendation is for 24 items. Minimum Order Qty. Enter the value to define the minimum lot size. Lead Time Enter the number of days to calculate the duration of time from ordering a product to the time when the product is received or produced. Cycle Group Select an inventory cycle for this group. The inventory cycles define and schedule inventory counts. Alert Activates alert notifications of inventory counts for this group. Inventory Valuation By Select one of the following: Moving Average the method is based on the calculation of an average cost for the item in each sales and purchasing transaction. Standard the standard pricing system permits the selection of a fixed price, which is then used for all transactions. FIFO an additional perpetual inventory system, in which goods purchased first are sold first, regardless of the actual goods flow.
Item Groups Setup, Accounting Tab
Define group-wide accounts for this group. An item you assign to this group will automatically receive the group accounts, provided that you set the G/L Method field in Item Management to Item Group. Expense, Revenue, Decreasing, and Increasing accounts receive settings from G/L Account Determination. You can change these settings manually. More Information Inventory Cycles - Setup Perpetual Inventory
Object
Length and Width UoM - Setup
You define the length, volume and weight measures you use in your company as a basis for the entries in the item master record. You can then use these measurements to create and edit an item record. To access this window, choose . Administration Setup Inventory Length and Width UoM
Note
Note
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Length and Width - Setup
Code Enter the code for the unit of measurement. Unit Name Enter the name for the unit of measurement. Volume Code Enter the volume code. Length (mm) Enter the length in millimeters.
Object
Locations - Setup
Use this window to define geographical locations for warehouses. This allows you to group warehouses in your system based on their physical location. Then you can use these locations to generate location-based reports for warehouses. The definitions you make in this window will appear as options you can select from the Location field in the Warehouses window. To access this window, choose
Note
Administration
Setup
Inventory
Locations.
Note
Locations
Name Enter the name of the geographic location. More Information Warehouses
Object
Manufacturers - Setup
If the item is a brand product, you can enter the manufacturer in the item master record. You enter the manufacturers of the items you normally use.
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You can only assign an item to one manufacturer. You assign the item when you edit the item master record. You can also define a new manufacturer when you edit a master record. To access this window, choose
Object
Administration
Setup
Inventory
Manufacturers
Properties
The window displays properties defined for the items in the selected price list.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Ignore Properties Select to ignore the selected properties of the items. Closed Properties Range Select to include items with the selected properties only.
Example
Example
Properties color black and color white are defined as selection criteria. HP Laserjet 800 has properties color black and color white. HP Color Laserjet 4000 has properties color black, white, and red. HP Color Laserjet 4000 is not included in the closed properties range. End of the example. Link Or Select to include items with at least one of the selected properties. Link And Select to include items with all the selected properties.
Example
Example
Properties color black and color white are defined as selection criteria. HP Laserjet 800 has properties color black and color white. HP Color Laserjet 4000 has properties color black, white, and red. Both items are included in the price list selection criteria. End of the example. # Line number. Properties Name Displays the name of the item property. Clear Selection Choose to clear all the selected properties. Choose All
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Choose to select all the properties in the list.

Object
Shipping Types - Setup
Use this window to specify how an order is to be shipped. For example, air cargo or courier could carry out a delivery. The shipping types defined in this window can be specified as information in the purchasing and sales documents, and in the import data. To open this window choose
Note
Administration
Setup
Inventory
Shipping Types
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Name Name of the shipping type. Web Site Enter the Web site address for the shipping company.
Object
Weight UoM - Setup
In this window, enter the weight unit of measurements. To open the window, choose
Note
Administration
Setup
Inventory
Weight UoM
Note
Weight UoM
Code Enter the code for the weight unit of measurement. Unit Name Enter the name for the weight unit of measurement. Weight (mg) Enter the weight in milligrams.
Function
Item Management
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Use the Item Management Main Menu option to manage the following inventory functions: Serial Numbers Batch Numbers Define Alternative Items Defining Default Business Partner Catalog Numbers Global Update to Business Partner Catalog Numbers Inventory Valuation Method
Function
Define Serial Numbers
The Define or Update Serial Numbers window opens automatically when you create inventory transactions for items managed by serial numbers in one of the following documents.
Note
Note
Only the lines for items managed by serial numbers appear in the window. End of the note. Goods Receipt PO A/P Invoice Goods Return A/P Credit Memo Goods Receipt Stock Transfer Enter Stock Balance Stock Transfer Receipt from Production Cycle Counting In addition, the window is displayed for these release documents with negative quantities: Invoice Delivery Note
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Note
Note
The Define or Update Serial Numbers window is displayed automatically only when you choose the On Every Transaction management method. For details, see General Settings, Inventory Tab. End of the note. You can create serial numbers manually by specifying each serial number. To create the numbers automatically, select Automatic Creation. More Information Define Serial Numbers Window Serial Numbers Creating Serial Numbers on Every Transaction Creating Serial Numbers on Release Updating Serial Numbers
Function
Serial Number Management
Use this feature to update the details of existing serial numbers. In addition, you can complete serial numbers for the received serial number-managed items, if you have not done so while generating marketing and stock entry documents. However, it is possible, if your company allows receiving to stock items without a serial number, and the management method for the item is set to On Release only. Choose
Note
Inventory Note
Item Management
Serial Numbers
Serial Numbers Management
When you save a document as a draft, if serial or batch numbers were created or selected, those numbers are saved in the database. However, the serial or batch numbers are ignored elsewhere in SAP Business One and will not be allocated to the related document. When a regular document is created from the draft, you can verify the selection or creation of the serial or batch numbers, as in any regular document. End of the note. More Information Serial Number Management, Selection Criteria Serial Numbers
Procedure
Creating Serial Numbers on Every Transaction
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Procedure 1. From the SAP Business One Main Menu, choose General Settings Inventory Items . Administration System Initialization
The General Settings Items tab is displayed. 2. In the Management Method field, select On Every Transaction to create serial numbers on every inventory transaction. 3. Choose Inventory Item Master Data to create a new item master data record.
4. Switch to Add mode, as described in Getting Started, and specify the necessary data. 5. On the General tab, select Manage Item by Serial Numbers to handle serial numbers for the item.
Note
Note
The management method On Every Transaction is displayed by default; however, you can change the value of the field for a particular item. End of the note. 6. Create an inbound transaction, such as a goods receipt PO document, an A/P invoice, or a goods receipt stock entry document, and choose Add. The Define Serial Numbers window appears. Alternatively, to display the Define Serial Numbers window, press CTRL+TAB in the Quantity field. 7. In the Created Serial Numbers area, enter the serial numbers manually, or select Automatic Creation to create numerous serial numbers simultaneously. 8. In the displayed Automatic Serial Numbers Creation window: 1. Enter the quantity of serial numbers that you want to create for the item. 2. Choose whether you want to create a manufacturer's serial number and enter the value. You can also choose and enter the details (see Create String for Serial Numbers).
3. Enter the value for the serial number format. 4. Choose whether you want to create a lot number and enter the value. 5. Specify values for the remaining fields and choose Create. 9. Verify that the list of serial numbers has been created and choose Update. 10. To save the document, choose Add. More Information
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Serial Numbers General Settings: Inventory Tab

Procedure
Creating Serial Numbers on Release
SAP Business One provides you with an option to define and manage serial numbers on release only (if you work only with serial number-managed items). As such, you do not have to define serial numbers immediately on receipt, but only when you release them. Procedure 1. From the SAP Business One Main Menu, choose General Settings Inventory Items Tab Administration . System Initialization
The General Settings Items Tab is displayed. 2. In the Management Method field, choose On Release Only. As a result, SAP Business One forces you to allocate serial numbers on release. 3. Choose Inventory Item Master Data to create a new item master data record.
4. Switch to the Add mode as described in Getting Started, and specify the necessary values. 5. On the General tab, choose Manage Item by Serial Numbers to handle serial numbers for the item.
Note
Note
The management method On Release Only is displayed by default as defined in General Settings for all items. However, you can change the value of the field for a particular item. When you manage serial numbers on release only, you can decide that serial numbers are automatically created on receipt with interval system numbers. Then, during the release you are able to assign serial numbers to these system numbers. End of the note. 6. Create an inbound transaction, such as a Goods Receipt PO document, an A/PInvoice, or a Goods Receipt stock entry document, and choose Add to add the document. 7. Create a Delivery, A/R Invoice, A/R Invoice + Payment, Goods Returns, A/P Credit Memo, Goods Return, or Stock Transfer and choose Add. The Select Serial Numbers window is displayed.
Note
Note
You can also press CTRL+Tab in the Quantity field to display the Select Serial Numbers window. End of the note.
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Note
Note
Select Serial Numbers is displayed empty, as you have not defined any serial numbers for the item yet. End of the note. 8. Choose . The Serial Numbers Management, Selection Criteria window is displayed. 9. In the Operation field, choose Complete to enter serial numbers for the received items. 10. Select the required values for the documents on the relevant tabs and choose OK. The Automatic Serial Number Creation window is displayed. 11. Fill in the fields as described in the section Creating Serial Numbers on Every Transaction and choose Create. 12. Exit the Select Serial Numbers window and then re-enter it. 13. Make the required selection of the serial numbers on Select Serial Numbers. 14. Choose Add. More Information Serial Numbers
Procedure
Inventory
Item Management
Serial Numbers
Serial Numbers Management
Creating Serial Numbers Automatically
Use the procedure below to enter serial numbers automatically on release. Procedure 1. Choose Tab . Administration System Initialization General Settings Inventory Items
The General Settings Items Tab is displayed. 2. In the Management Method field, choose On Release Only and select Automatic Serial Numbers Creation on Receipt. As a result, SAP Business One creates successive serial numbers, and enables you to select those numbers later in the sales and stock release documents. 3. Choose Inventory Item Master Data to create a new item master data record.
4. Switch to the Add mode as described in Getting Started, and fill in the necessary fields. 5. On the General tab, choose Manage Item by Serial Numbers to handle serial numbers for the item.
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Note
Note
The On Release Only management method is displayed by default as defined in General Settings for all items. Moreover, Automatic Serial Numbers Creation on Receipt is selected too. However, you can change the values of these fields for a particular item. End of the note. 6. Create a Goods Receipt PO document, A/P Invoice, or Goods Receipt stock entry document and choose Add. 7. Create a Delivery, AR Invoice, A/R Invoice + Payment, Goods Returns, A/P Credit Memo, Goods Return, or Stock Transfer and choose Add. The Select Serial Numbers window is displayed with the list of serial numbers to select.
Note
Note
You can also press Ctrl +Tab in the Quantity field to display the Select Serial Numbers window. End of the note. 8. Make the required selections in Select Serial Numbers. 9. Choose Add. More Information Serial Numbers General Settings: Inventory Tab
Procedure
Selecting Serial Numbers in a Release Document
Use the procedure below to select serial numbers in release documents. Procedure 1. Open any release document as described in Select Serial Numbers. 2. Specify the necessary details for the document and choose Add. The Select Serial Numbers window opens, displaying a list of available serial numbers.
Note
Note
You can also press CTRL+TAB in the Quantity field to display the Select Serial Numbers window. End of the note. 3. In Available Serial Numbers, select the desired numbers for release. 4. Use the arrows to move the serial numbers to Selected Serial Numbers. You can also choose Auto Select to choose all lines automatically.
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Note
Note
The Open Quantity field displays how many serial numbers have to be selected for the item. If you select fewer numbers than are displayed in the Quantity field, you cannot add the document. End of the note. 5. Choose Update. 6. Choose OK to save the selection. More Information Serial Numbers
Procedure
Updating Serial Numbers
Procedure 1. From the Main Menu choose Numbers Management . Inventory Item Management Serial Numbers Serial
The Serial Numbers Management - Selection Criteria window appears. 2. In the Operation field, select Update. 3. Enter the item code, and select the required values for the documents on the relevant tabs and choose OK. The Serial Numbers Management window appears in Update mode. 4. Select a serial number to update, or choose Global Update to open the Serial Numbers: Global Updates window and make necessary changes. 5. Choose Update. 6. To save the changes, choose OK. More Information Serial Numbers Define Serial Numbers Window
Object
Serial Numbers Management - Selection Criteria Window
Use this window to specify selection criteria for updating existing serial numbers, or to specify serial numbers for the received details. The window contains the following three tabs:
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Purchasing A/P Sales A/R Stock Posting

Note
Note
General Area Field
Operation Choose one of the following: Update to update the existing serial numbers. Complete to create serial numbers for the received items. More Information Serial Numbers Management
Object
Serial Numbers Management - Selection Criteria, Purchasing Tab
Use this tab to specify selection criteria for purchasing.

Note
Note
Purchasing A/P Tab
Goods Receipt PO Displays only those items that are included in Goods Receipt PO documents. A/P Invoices Displays only those items that are included in A/P Invoice documents. More Information Serial Numbers Management - Selection Criteria Window Goods Receipt PO A/P Invoice
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Object
Serial Numbers Management - Selection Criteria, Sales Tab
Use this tab to specify selection criteria for sales.

Note
Note
Sales A/R Tab
Deliveries Displays only those items that are included in Delivery documents. Returns Displays only those items that are included in Returns documents. A/R Invoices Displays only those items that are included in A/R Invoice. A/R Credit Memos Displays only those items that are included in A/R Credit Memo. More Information Serial Numbers Management - Selection Criteria Window Delivery Returns A/R Invoice A/R Credit Memo
Object
Serial Numbers Management - Selection Criteria, Stock Posting Tab
Use this tab to specify criteria for posting stock.

Note
Note
Stock Posting Tab
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Goods Receipt Displays only those items that are included in Goods Receipt documents. Stock Updates Displays only those items that are included in Stock Updates documents. More Information Serial Numbers Management - Selection Criteria Window Goods Receipt Inventory Transfer
Object
Serial Numbers Management Window
Use this window to specify and update serial numbers.

Note
Note
Rows from Documents Area
Doc. No. The type and the number of the document. Total Needed The total number of serial numbers you must define for the item in the specific line. Total Created (only in Add mode) Total number of serial numbers you have defined for the item. Open Qty (only in Add mode) How many serial numbers you must still create for the item.
Created Serial Numbers Area
Open Qty (only in Add mode) How many serial numbers you must still create for the item. Serial Numbers The list of created serial numbers.
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In Add mode, the lines are empty until you manually enter or automatically create serial numbers. In Update mode, the list of existing serial numbers is displayed. Automatic Creation... (only in Add mode) Opens the Automatic Serial Numbers Creation window where you enter the necessary details for serial number creation. Global Update (only in Update mode) Opens the Automatic Serial Numbers Update window where you make necessary changes to existing serial numbers. More Information Define and Update Serial Numbers Define Serial Numbers Window
Object
Create String for Serial Numbers
Use this window to define strings for serial numbers. You define strings when you want to create a list of sequential serial numbers in one step.
Note
Note
Create String for Serial Numbers
String Enter the initial alphanumeric string value to define the serial numbers. For example, 1 or A. Type Select the type of the string that you want to create. If it is a number, the value of the string field can be a digit only. Operation Select the operation for the string that you want to create. For number types only, select whether the numeric values of the serial numbers are increasing or decreasing. Final String Displays the format of the string. Example You create 100 successive serial numbers from AXA-500 to AXA-599. Define the serial numbers in the following way:
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String Type Operation AXA String Empty 500 Numeric Increasing

Object
Define Serial Numbers Window
Use this window to automatically enter or update numerous serial numbers for the item in one step. The window is opened from the following locations: Stock Receipt Documents: Include goods receipts P/O, A/P invoices, goods receipts, receipts from production with a positive initial quantity and a positive stock posting. If the management method defined in the Item Master Data, General Tab is On Every Transaction, the window opens automatically when you choose Add. If the management method is defined as On Release Only, and Automatic Serial Numbers Creation on Receipt is not selected, place the cursor in the Quantity field and do one of the following to open the window: Press CTRL+TAB Click the right mouse button and select Batch/Serial Choose Goto on the menu bar and select Batch/Serial Release Documents: Include goods returns, A/P credit memos, or A/P invoices or deliveries that perform a stock release transaction or include a negative quantity of the item managed by serial numbers. The window opens automatically when you choose Add. Alternatively, to open the Serial Number Details window, use the three methods described in the sub-bullets above. The Rows From Documents area displays the list of the serial item lines from the relevant marketing documents.
Note
Note
Rows From Documents
Total Selected Total number of serial numbers selected. Open Quantity The number of serial numbers you still have to select. Direction The type of transaction: inbound or outbound. The Available Serial Numbers area displays the list of all serial numbers available in stock for the selected
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warehouse.
Available Serial Numbers
Direction The type of transaction: inbound or outbound. Available Quantity Total number of available serial numbers for the item. The Selected Serial Numbers area displays the list of serial numbers that have been selected for the item.
Selected Serial Numbers
Available Quantity Total number of available serial numbers for the item. Total Available Total number of selected serial numbers for the item. Auto Select Automatically selects the remaining quantity of serial numbers for the item. More Information Define Serial Numbers Serial Numbers Item Master Data Serial Number Details Window
Object
Select Serial Numbers
You open this window through any of the following windows. Delivery, A/R Invoice, A/R Invoice Payment, Returns, A/R Credit Memo, Goods Return, Goods Issue, Stock Transfer, Cycle Counting Issue for Production You can select only those lines that contain items with serial numbers. You can access the Select Serial Numbers window and make any necessary changes until you add the document and run inventory transactions. More Information Serial Numbers
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Procedure
Completing Serial Numbers
Procedure 1. From the SAP Business One Main Menu, choose Completion . Inventory Serial Numbers Serial No.
2. From the top table, highlight the relevant item row. The Open Quantity field in the bottom part of the window displays the remaining serial numbers to be selected for the highlighted row. 3. The Numbers for Selection table at the bottom left displays all the available numbers for the current item, according to the warehouse defined for the current row. Select the desired serial numbers. 4. Place the highlighted row/rows in the Selected Numbers table. 5. Place the required number of rows in the Selected Numbers window. The selection is made according to the open quantity value. The rows are selected starting with the first one displayed in the table. 6. To save the serial numbers you have selected for the document, choose Update. In addition, release transactions are updated for the selected numbers, whose status changes to Unavailable.
Note
Note
When you create a goods receipt PO / AP invoice with negative rows (representing stock release), choose CTRL+TAB to select serial numbers for release in the Quantity field. This is similar to regular release documents. When you create a delivery note / invoice with negative rows (representing stock entry), choose CTRL+TAB to select serial numbers for entry in the Quantity field. This option is relevant when you want to return serial numbers that have been released in the past. If you choose not to return this kind of number, the Serial Numbers Reception window opens after you add the document. This is similar to other stock entry documents. When you create a credit memo, you can choose to return previously-released serial numbers to the system. Position the cursor in the Quantity field and choose CTRL+TAB to open the Serial Numbers Selection window. If you do not select numbers in such documents, the Serial Numbers Reception window opens after you add the document. End of the note.
Note
Note
If the credit memo is based on an invoice, the numbers selected for the invoice are not transferred automatically to the credit memo. End of the note. When you create a stock transfer document you need to select serial numbers from the source warehouse
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by choosing CTRL+TAB in the Quantity field. The selected numbers are transferred automatically to the target warehouse defined in the row. When you create a work instruction document, if the parent item has serial numbers management, after the work is completed and the document is added, the Serial Numbers Reception window opens. If the son items have serial numbers management, they are dealt with in the Serial Numbers Completion window. In the case of a dismantling tree (the parent quantity is negative) an identical process occurs, but the Reception window opens for the son items (if they have serial numbers management). Entering a positive opening balance automatically opens the Serial Numbers Reception window. If the opening balance is negative you can use CTRL+TAB to open the Serial Numbers Selection window to select the serial numbers for release. Alternatively, you can skip these processes and update the numbers later using the Serial Numbers Completion window. When you perform inventory tracking, if in the stock posting stage the Difference column displays a positive quantity, the Serial Numbers Reception window opens automatically when you click Reconcile. If the difference is negative, you can select numbers for release using CTRL+TAB in the Quantity field, or update the numbers later using the Serial Numbers Completion window.
Note
Note
When you add stock postings or opening balances (both positive and negative), if no serial numbers have been created for relevant items due to former transactions, the Serial Numbers Reception window opens automatically. You cannot select serial numbers when you create a Reserve Invoice, since it does not result in stock transactions. End of the note.
Procedure
Defining Serial No. Reception
Procedure 1. Choose Inventory Serial Numbers Define and Update Serial No .
2. Specify selection criteria to determine which items will be displayed. 3. To open the Serial Numbers Reception window, choose OK. This window is identical to the one opened automatically during the generation of stock entry documents.
Procedure
Defining Warehouses
If your company stores items, you need to define the storage locations as warehouses. The standard warehouse stored in the system is used as a basis for all transactions.
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You can define any number of warehouses, depending on how you manage your stock. In most cases, a distinction is made between several warehouses. These can be physically separate facilities, located at different sites. A warehouse is defined independently of the items stored in it. All of the items can be stored in all of the warehouses, or one item can be stored in just one warehouse. It is important to know which items and their quantities are stored in each warehouse in order to optimize stock and provide a more transparent overview of stock. Goods receipts in a warehouse from purchase documents and goods issues from a warehouse for sales documents must be known. Physical inventories are organized for each individual warehouse. If items are moved from one warehouse to another, these movements must also be recorded in the system. Using SAP Business One, you can track all of this data in detail. Goods movements to the warehouse, within the warehouse, and from the warehouse are, therefore, specified for the storage location(s) concerned. Procedure 1. Define the following for each storage location: Identification key (warehouse code) Name of the warehouse Accounts for stock postings, cost of goods manufactured, and allocation costs. These columns are displayed only if the company manages a continuous stock system. 2. When you have specified the data for a warehouse, choose Update. The cursor then moves to a new row and you can enter another new warehouse. Warehouses that have not yet been defined can be added at a later time. 3. To set one of the warehouses as the default warehouse, choose Default at the bottom right of the window. This warehouse is then always proposed automatically by the system. If you want to use a different warehouse for a particular transaction, you have to specify the value.
Note
Note
Warehouse 01 has already been defined as the default warehouse in the standard system. If your company only has one warehouse, this means that you can enter all of your business transactions directly in the system. Warehouse stock is managed on a value basis in the balance sheet account. The appropriate entries are posted to the COGM account when a delivery is created for a purchase order. The account for the allocation costs shows the sales costs. End of the note.
Procedure
Selecting Reports for Serial Numbers
This procedure displays all transactions made for each serial number currently in the system and those that have
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been released in the past. Procedure 1. From the SAP Business One Main Menu, choose Transactions Report . Inventory Inventory Reports Serial No.
2. Specify data or perform activities as shown in the tables below. Select Reports Window Specify the following data to determine which transactions to display in the report: Field Item Number from ... To Group Properties Activity / Description Specify a range of item codes. Select item groups. Select item properties in the Properties dialog.
Use the Dates tab to set the date range for the report. Field Posting Date from ... to Release Date from ... to Expiry Date from ... to Date of Originator from ... to Warranty Date from ... to Warranty End Date from ...to Activity / Description Enter the necessary incision posting dates for the report. Enter the necessary incision release dates for the report. Enter the necessary incision expiry dates for the report. Enter the necessary incision dates of originator for the report. Enter the necessary incision warranty dates for the report. Enter the necessary incision warranty end dates for the report.
Use the Numberings tab to specify: The range of serial numbers, as defined when the serial numbers were received The display of serial numbers according to their status: Available, Unavailable, or both. Field Internal Batch No. from ... To Batch Number from ... To Man. Serial no. from ... To Internal Serial No. from ... To Status From ... To Activity / Description Specify a range of internal batches. Specify a range of batch numbers. Specify a range of manufacturer serial numbers. Specify a range of internal serial numbers. Specify a range of statuses of the serial numbers.
Use the Warehouse tab to specify selection criteria for warehouses. Field Warehouse From ... To From Location To Location Activity / Description Specify the range of warehouses. Specify the warehouse from which the items are delivered. Specify the warehouse to which the items are delivered.
Use the BP tab to specify the linked business partner range.
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Linked cards are those appearing in documents with serial numbers. Field Code From ... To Customer Group Vendor Group Properties Activity / Description Specify a range of Business Partner codes. Specify the customer groups to which the Business Partners are associated. Specify the vendor groups to include in the report. In the Properties dialog, specify Business Partner properties to use as selection criteria.
Use the Document no. From ... To field on the Documents tab to specify a range of documents from which to draw transactions. Use the Purchasing - A/P tab to specify the purchasing document types from which to display transactions. Field Goods Receipt Goods Returns AP Invoice Credit Memo Activity / Description Displays transactions created in Goods Receipt documents. Displays transactions created in Goods Returns documents. Displays transactions created in AP Invoice documents. Displays transactions created in Credit Memo documents.
Use the Sales- A/R tab to specify the sales document types from which to display transactions. Field Delivery Returns Invoice Credit Memo Activity / Description Displays transactions created in Delivery documents. Displays transactions created in Returns documents. Displays transactions created in Invoice documents. Displays transactions created in Credit Memo documents.
Use the Stock Postings tab to specify inventory-related documents from which to display transactions. Field Goods Issue Goods Receipt Stock Transfers Stock List Production Instructions Activity / Description Displays transactions created in Goods Issue documents. Displays transactions created in Goods Receipt documents. Displays transactions created in Stock Transfers documents. Displays transactions created in Stock List documents. Displays transactions created in Production Instructions documents.
Use the Doc. Settings tab to specify a range of documents to be included in this report. Field Activity / Description Display Closed Documents Select this option to display documents that have already been closed.
Function
Batch Numbers Selection
The Batch Numbers Selection window opens automatically when you create one of the following documents: Goods Receipt PO A/P Invoice
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Goods Return A/P Credit Memo Goods Receipt Enter Stock Balance Stock Posting Receipt from Production Serial Number Selection In addition, the window is displayed for release documents with negative lines: Invoice Delivery Note
Note
Note
The Define or Update Batches window is displayed automatically only when you select On Every Transaction as the management method. For details, see General Settings, Inventory Tab. End of the note. More Information Batch Number Selection Window
Function
Batch Management
Batch management enables you to update existing batches for an item. You can sweep the batches, and add or change batch details. In addition, you can enter batches for the received items if you did not do so while generating marketing and stock entry documents. However, this is only possible if your company allows the receipt of items to stock without a batch number. To use this function, choose .
Note
Inventory
Item Management
Batches
Batch Management
Note
When you save a document as a draft, if serial or batch numbers were created or selected, those numbers are saved in the database. However, they are ignored elsewhere in SAP Business One, and are not allocated to the related document.
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When a regular document is created from the draft, you can verify the selection or creation of the serial or batch numbers, as in any regular document End of the note. More Information Batch Management - Selection Criteria Batch Numbers
Procedure
Creating Batches on Every Transaction
Procedure 1. From the SAP Business One Main Menu, choose General Settings Inventory Items . Administration System Initialization
The General Settings Items tab appears. 2. In the Management Method field, select On Every Transaction to allocate batches on every purchasing and inventory transaction. 3. Choose Inventory Item Master Data to create a new item master data record.
4. Switch to Add mode, and specify the necessary values. 5. On the General tab, select Manage Item by Batches to handle batches for the item.
Note
Note
The management method On Every Transaction is displayed by default; however, you can change the value of the field for a particular item. End of the note. 6. Create a goods receipt PO document, an A/P invoice, or a goods receipt stock entry document and choose Add. The Batches Setup window appears. Alternatively, to display the Define Batches window, press CTRL+TAB in the Quantity field. 7. In the Created Batches area, enter the batches manually, or select Automatic Creation. 8. In the displayed Automatic Batch Creation window: 1. Enter the quantity of item units and batches that you want to create for the item. 2. Choose to open Create String for Batches and specify the value. You can also add Batch Attributes.
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3. Specify the remaining values and choose Create. 9. Verify that the list of batches has been created and choose Update. 10. To save the document, choose Add. More Information Batch Numbers General Settings: Inventory Tab
Procedure
Creating Batches on Release Only
Procedure 1. In the SAP Business One main menu, choose Settings Inventory Items . Administration System Initialization General
The General Settings Items Tab is displayed. 2. In the Management Method field, select On Release Only. In this case, SAP Business One forces you to allocate batches on release. 3. Choose Inventory Item Master Data to create a new item master data record.
4. Switch to the Add, and fill in the necessary fields. 5. On the General tab, select Manage Item by Batches to handle batches for the item.
Note
Note
The On Release Only management method is displayed by default as defined in the General Settings for all items. However, you can change the value of the field for a particular item. End of the note. 6. Create a Goods Receipt PO document, A/P Invoice, or Goods Receipt stock entry document and choose Add to add the document. 7. Create a Delivery, A/R Invoice, A/R Invoice + Payment, Goods Returns, A/P Credit Memo, Goods Return, or Stock Transfer and choose Add. The Select Batch Numbers window appears.
Note
Note
Alternatively, to display the Select Batch Numbers window, press CTRLTAB +in the Quantity field. End of the note.
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Note
Note
Select Batch Numbers is not selected because you have not defined any batch numbers for the item yet. End of the note. 8. Choose Inventory Item Management Batches Batch Management .
The Batch No. for Receipt Selection Criteria window appears. 9. In the Operation field, select Complete to enter batch numbers for the received items. 10. Select the required values for the documents on the relevant tabs and choose OK. The Automatic Batch Creation window appears. 11. Fill in the fields as described in Creating Batches on Every Transaction and choose Create. 12. Exit the Select Batch Numbers window and then re-enter it again. 13. Make the required selection for the batches in the Select Batch Numbers window. 14. Choose Add. More Information Batch Numbers General Settings: Inventory Tab Batch Details Window
Procedure
Selecting Batches in a Release Document
Procedure 1. Open any release document as described in Select Batch Numbers. 2. Fill in the necessary details for the document and choose Add. 3. The Select Batch Numbers window appears with a list of available batch numbers to select for the item.
Note
Note
To display the Select Batch Numbers window, you can also press Ctrl+Tab in the Quantity field. End of the note. 4. In Available Batch Numbers, select the numbers to be released. 5. Choose the arrows to move the serial numbers to Selected Batch Numbers. You can also choose Auto Select to choose all lines automatically.
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Note
Note
The Open Quantity field displays how many batch numbers must be selected for the item. If you select fewer numbers than displayed in the Quantity field, you are cannot create the release document. End of the note. 6. Choose Update. 7. Choose OK to save the selection. More Information Batch Numbers
Procedure
Updating Batch Numbers
Use the procedure below to update batch numbers for the selected item. Procedure 1. From the Main Menu choose Management . Inventory Item Management Batches Batch
The Batch No. for Receipt, Selection Criteria window is displayed. 2. In the Operation field, choose Update to update the existing batch numbers. 3. Enter the item code and select the required values for the documents on the relevant tabs and choose OK. The Batch Management window is displayed in the Update mode. 4. Choose a document in the Rows from Document table. 5. Choose a batch number and update it manually, or choose Global Update to open Automatic Batch Number Update and make necessary changes. 6. Choose Update. 7. Choose OK to save the changes. More Information Batch Numbers
Background
Batch Creation When Creating Stock Receipt Documents
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When you create stock receipt documents, a window for receiving/creating batch numbers opens automatically for all the document items defined for batch management. The relevant documents include: Goods Receipt/PO AP Invoice Return Credit Memo Goods Receipt Work Instruction Positive Opening Balance Positive Stock Posting Additional documents which open the Reception window include release documents containing rows with negative quantities. These include: Invoice Delivery Note
Object
Batch Management - Selection Criteria
Use this window to enter the selection criteria for updating existing batches or creating batches for received items. To open this window, choose Inventory Item Management Batches Batch Management.
Note
Note
General Area Fields
Operation Select one of the following: Update to update the existing batches Complete to create batches for the received items
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Default Settings Clears the selection criteria and restores the default values. Purchasing A/P Select the purchasing documents to be included in the report. The options are: Goods Receipt PO, Goods Return, A/P Invoices, and A/P Credit Memos. Sales A/R Select the sales documents to be included in the report: Deliveries, Returns, A/R Invoices, and A/R Credit Memos. Stock Postings Select the inventory documents to be included in the report. The options are: Goods Issue, Goods Receipt, Inventory Transfers, and Stock Updates. More Information Batch Management Goods Receipt PO A/P Invoice Delivery Returns A/R Invoice A/R Credit Memo Goods Receipt Inventory Transfer
Object
Batch Quantities Window
Use this window to view the batch quantities in different warehouses.

Note
Note
Batch Quantities
Existing Qty Displays the existing quantity of the batch in the warehouse. Allocated Qty Displays the number of units that you have already allocated to customers. Available Qty
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Displays the number of units that are still available for allocation. More Information Batch Details
Procedure
Managing Batch Numbers in Sales Orders
Use this procedure to update an existing customer order. Procedure 1. From the SAP Business One Main Menu, choose . 2. Select relevant batches for future release using CTRL+TAB in the Quantity field of the order document. 3. Update the order: To decrease the original quantity: 1. Open the selection window and highlight the original batch. 2. Choose Reset Selection. 3. In the Selected Quantity field, specify the required quantity. To increase the original quantity: 1. Open the selection window and highlight the original batch. 2. In the Selected Quantity field, enter the difference between the original quantity and the new quantity. If the available quantity for this batch is less than the difference, use the completion option to complete your selection. Alternatively, open a new row in the document for the same item, enter the required quantity, and perform the batch selection in the usual way. 4. When you copy an order to a delivery note or an invoice, the batches selected in the order are displayed when you enter the Batch Numbers Selection window. Confirm the quantity selection by choosing OK in the Batch Numbers Selection window; otherwise, the quantities are not saved for the target document and you will have to perform your selection in the completion window. The Selected Quantity field displays the quantity from the document only if the target document contains a quantity identical to or higher than the one selected in the order. If the quantity decreased while you copied the order to a target document, perform the reset action Inventory Batches Batch No. Completion
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described in the first bullet of step 3. If the quantity increased while you copied the order to a target document, perform the action described in the second bullet of step 3. The above procedure also applies for the A/R reserve invoice. More Information Batch Creation When Creating Stock Receipt Documents
Object
Batch Details Window
Use this window to enter or update batch details for the item. To open the window, do one of the following: Choose Inventory Batches Batch Details .
Create a stock entry document, and choose Add. Alternatively, in the Quantity field, press CTRL+TAB and choose Define Batch Numbers Automatic Creation .
Create a release document, and choose Add. Alternatively, in the Quantity field, press CTRL+TAB and choose Update Batch Numbers
Note
Global Update
Note
Batch Details
Quantity (only during Automatic creation) To create a batch, enter the number of units you want to include in the batch. For the batch update, displays the number of units in the batch. No. of Batches (only in Add mode) Specify the number of batches you want to define for the defined quantity. Status (only on Batch Details) Displays the current batch status as follows:
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Released enables you to perform transactions on a batch. Not Accessible you cannot release a batch in a sales document or an A/P credit memo, because the status defines the batch in the middle of a production process or a quality check. However, you can release a batch in a stock transfer document. Locked you can release the batch in stock documents only, for example, a stock transfer or goods issue. Batch (only during Automatic creation) Enter the batch ID, or click to open Create String for Batchesand define the batch string. Batch Attribute 1 Enter an additional value to define the batch, or click to open Create String for Batches and define the string. Batch Attribute 2 Enter an additional value to define the batch, or click to open Create String for Batches and define the string. Admission Date Enter the creation date of the document. Manufacturing Date Enter the date on which the item was manufactured. Expiration Date Enter the date on which the batch expires. Location Enter the location of the item in the warehouse. Details Enter any additional free text regarding the batch. Quantities (on Batch Details only) Select to see the batch quantities in different warehouses. More Information Batch Numbers Selection Batch Numbers Create String for Batches
Object
Create String for Batches
Use this window to enter string details for batches.
Note
Note
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End of the note.

Create String for Batches
String Enter the initial alphanumeric string value to define the batch. For example, 1 or A. Type Select the type of the string that you want to create. If it is a number, the value of the string field can be a digit only. Operation Select the operation for the string you want to create. For number types only, select whether the batch numeric values are increasing or decreasing. For example, if you have 10 successive batch numbers starting with 10 and the value of the field is Increasing, the batch numbers then are 10, 11, 12, and so on. Final String Displays the format of the string. More Information Batch Details Window
Object
Batches Management Update
Use this window to enter and update batch numbers. To open the window, choose Inventory Item Management OK . Batches Batch Management
Batch Management Selection Criteria

Rows from Documents Area
Doc. The type and the number of the document used to define or update the batch numbers. Total Needed (Add mode only) The total number of batch units you want to create for the item. Quantity (Update mode only) The number of batch units that must be created for the item. Total Created The total number of batch units you have created for the item.
Created Batches
Batch Specify the defined batch number. This value is view-only in Update mode.
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Qty Specify the quantity of the items in the batch numbers. This value is read-only in Update mode. Batch Attribute 1 Enter an additional number or attribute for the batch. Batch Attribute 2 Specify an additional number or attribute for the batch. Expiration Date Specify the expiration date for the batch. Mfr. Date Specify the manufacture date for the batch. Admission Date Specify the admission date for the batch. Location Enter a description of the batch's location. For example, you can specify the exact section or container in which the batch is stored. Details Add any additional details about the batch. Created Batches (Add mode only) The number of batches that have been created for the item. Created Quantity (Add mode only) The total number of units in the batches created for the item. Automatic (Add mode only) Opens the Automatic Batch Creation window where you specify batch creation details. Global Update (Update mode only) Opens the Automatic Batch Update window where you make the necessary changes to existing batch numbers. Status Current status of the batch: Released lets you perform transactions on a batch. Not Accessible the batch is in the middle of a production process or a quality check; you cannot release it in a sales document or A/P credit memo. However, you can release it in an inventory transfer document. Locked you can release the batch in stock documents only, for example, an inventory transfer or goods issue. Inventory UoM Inventory unit of measurement for the item. Open Qty (Add mode only)
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The number of items for which you must create batches. More Information Batch Numbers Batch Details Window
Function
Select Batch Numbers
You can open this window though any of the following windows: Delivery A/R Invoice A/R Invoice+Payment Returns A/R Credit Memo Goods Return Goods Issue Inventory Transfer Cycle Counting Issue for Production Use the Select Batch Numbers window to make any necessary changes until you add the document and run inventory transactions. More Information Batch Numbers Batch Number Selection Window
Procedure
Select Batch No. for Output
Prerequisites The Batch Numbers Selection window is open and active. You are in the process of creating a stock receipt document and this window has opened automatically. See: Batch Creation When Creating Stock Receipt Documents. Procedure
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1. To open a window identical to this window, which opens automatically when you add a stock receipt document, choose OK. The Select Batch No. for Output window is designated for situations where a partial selection of quantities from batches has been made, or no selection at all took place for the orders or reserve invoices. You can complete quantities both for release and receipt documents. 2. Highlight the appropriate row for reception on the right to start the reception process. Select Batch No. for Output Window Field Item Number From ... To Group Properties Date From ... To Purchasing / AP Tab Field Goods Receipt PO Goods Returns AP Invoice Credit Memo Purchase Order Sales / AR Tab Field Delivery Invoice Order Activity / Description Displays items included in Delivery documents. Displays items included in Invoice documents. Displays items included in Order documents. Activity / Description Displays items included in Goods Receipt PO documents. Displays items included in Goods Returns documents. Displays items included in AP Invoice documents. Displays items included in Credit Memo documents. Displays items included in Purchase Order documents. Activity / Description Specify the range of item codes. Specify the items group. Specify item properties in the Properties dialog. Specify the range of dates for items to include.
Stock Posting Tab Field Goods Issue Stock Transfers Stock List Production Instructions
Object
Activity / Description Displays items included in Goods Issue documents. Displays items included in Stock Transfers documents. Displays items included in Stock List documents. Displays items included in Production Instructions documents.
Batch Number Selection Window
Use this window to add and update batches for documents. For more information about accessing this window see Batch Numbers Selection. The Rows from Documents area displays an item or a list of items from the relevant marketing document.
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The Available Batches area displays the list of the available batches for the item. The Selected Batches area displays the batches and unit quantity that you have selected.
Note
Note
Rows from Documents
Whse Code Displays the code of the warehouse from which you sell the item. Choose the arrow on the left-hand side to display Define Warehouses. You can view and update the necessary details. Total Needed Displays the total quantity of the item not yet selected. Total Selected Displays the total quantity of the selected batches. Total Batches Displays the total amount of selected batches for the item. Direction Displays the type of the transaction: In - Into the warehouse Out - Out of the warehouse
Available Batches
Find Enter the batch number to choose that batch from the list. Use Find when you have a long list of batch numbers. Batch Displays the list of batch numbers. Use the selection options to choose the required batch numbers from the list. Choose the arrow on the left hand side to display Batch Details. Available Qty Displays the number of the available units in the batch. Available Qty = In Stock Allocated Qty Selected Qty (from Selected Batches table). Selected Qty Displays the number of units that you want to select. Allocated Qty Displays the allocated quantity of other sales orders or reserve invoices, not including the current document. In Stock The total quantity in stock.
Selected Batches
Batch
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Displays the list of the batches selected for the item. Choose the arrow on the left-hand side to display Batch Details. Selected Quantity Displays the number of units that you have selected Auto Select Choose to automatically select the remaining quantity of batch units for the item. Allocated Qty Displays the allocated quantity of other sales orders or reserve invoices, not including the current document.
Note
Note
Batches are shown in the selected grid only when the document is fully based on its originating document. Exceptions to this rule are cases of batches that are partly based on, for example, a sales order or reserve invoice. End of the note. More Information Batch Number Selection Batch Numbers
Procedure
Selecting Reports for Batches
Procedure 1. Choose Inventory Batches Batch No. Transaction Report .
2. Choose OK to open the Batch no. Transactions report. Each row in the top table displays a single batch in a warehouse. 3. Highlight any row to display all its receipt and release transactions based on the preferences set in the previous window. The transactions are displayed in the bottom table. Here, you can view details regarding the transaction such as its origin, date, document number, and so on. If you manage batches in customer orders, relevant transactions of orders and reserve invoices are displayed in the bottom table. The quantities selected for this type of transaction are displayed in the Customer Orders field. 4. To display a full history of the selected batch, choose Display all Transactions for Selected Item. This displays transactions that do not match the settings made previously in the preferences window. You can display the transactions according to relevant warehouses. Use the WH From and To fields to set the desired range. 5. To display batches with no available quantity, select the Display Batches With 0 Qty check box.
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Object
Select Reports for Batches
This window displays receipts and releases for each batch in the system. To display the Batch Report Selection window, choose Report
Note
Inventory
Batches
Batch No. Transactions
Note
Batch Report Selection Window
Item Number From ... To Select a range of items numbers to specify which items to display in the report. Group Specify the items' group. Properties button Opens the Properties window where you can filter the report by item properties. Clear Preferences Displays all transactions of batches with the status Released.
Dates Tab
Set the report date range by reference, manufacture, expiration dates, and more. Posting Date From ...To Specify the necessary posting dates for the report. Release Date From ... To Specify the necessary release dates for the report. Expiry Date From ... To Specify a range of item expiration dates. Date of Originator From ... To Specify the dates of the originator.
Numbering Tab
Set the numbering ranges according to the parameters defined in the Batch Numbers Reception window. Batch Number From ... To Specify a range of batch numbers. Man. Serial no. from ... To
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Specify a range of manufacturer serial numbers. Internal Serial No. From ... To Specify a range of internal serial numbers. Status From ... To Specify a range of batch number statuses.
Warehouse Tab
Specify the warehouse range to be selected. Warehouse From ... To Specify the warehouses to be shown in the report. From Location Specify the location of the warehouse that ships the batch items. To Location Specify the location of the warehouse that receives the batch items.
BP Tab
Specify the range of business partners involved in the batch transactions (documents). Code From ... To Specify the business partner codes. Customer Group Specify the customer group to determine which transactions are displayed in the report. Vendor Group Specify the vendor group pertaining to the selected business partners. Properties button Opens the Properties window where you can filter the report by business partner properties. Select the documents in which batch numbers were created/selected.
Purchasing / AP Tab
Goods Receipt PO Displays transactions created in goods receipt PO documents. Goods Returns Displays transactions created in goods returns documents. AP Invoice Displays transactions created in AP invoice documents. Credit Memo Displays transactions created in credit memo documents. Purchase Order Displays transactions created in purchase order documents.
Sales / AR Tab
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Delivery Displays transactions created in delivery documents. Returns Displays transactions created in returns documents. Invoice Displays transactions created in invoice documents. Credit Memo Displays transactions created in credit memo documents.
Warehouse Posting Tab
Goods Issue Displays transactions created in goods issue documents. Goods Receipt Displays transactions created in goods receipt documents. Stock Transfers Displays transactions created in inventory transfer documents. Stock List Displays transactions created in stock list' documents. Production Instructions Displays transactions created in production instruction documents.
Doc. Pref Tab
Show Closed Documents Displays transactions created in documents that had already closed. Show Cancelled Documents Displays transactions created in documents that may have been cancelled.
Batch No. Transaction Report Sub-Window
Item Code Item code you selected in the previous window. Batch Batch number of the item you selected in the previous window. WH Warehouse of the item you selected in the previous window. Quantity Number of items included in the batch you selected in the previous window. Man. Serial Manufacturer serial number of the item you selected in the previous window. Internal Seri. Internal serial number of the item you selected in the previous window. Status Status of the item's batch you selected in the previous window.
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Expiry Expiration date of the item's batch you selected in the previous window. Display all transactions for selected item Displays all historical transactions for the selected item, regardless of the selection made in the Preferences window. Display batch with 0 qty. Displays all batches of the selected item with a zero quantity, regardless of the selection made in the Preferences window. WH from ... To Specify the warehouses to be shown in the report. More Information Inventory
Procedure
Using an Allocated Batch in a New Document
The allocation can be removed only from the original allocating document. If you attempt to select batches that are allocated elsewhere an error message is displayed. The following procedure enables you to allocate batches to a new document. Procedure 1. Choose Inventory Item Management Batches Batch Details .
2. Right-click theBatch Details Window and choose Batch Number Transactions Report. 3. In the row containing the allocated item, click the icon in the Document column to open the originating document. 4. Open the Batch Number Selection Window. 5. Remove the batch from the Selected Batches table. 6. Open the new document, insert the item, and open the Batch Number Selection window to select the previously allocated batch. More Information Batch Numbers
Function
Alternative Items
Use this window to define alternatives for items that are out of stock in a certain warehouse. Alternative items are defined by item. You can build a hierarchy of alternative items by defining alternatives for the alternatives.
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When creating business documents, open the list of alternative items and replace the item that is out of stock.
Caution
Caution
The use of alternative items is strictly limited to non-sales BoM items only. Alternative items must not be used to replace components of BoM items. End of the caution. Activities Managing Alternative Items More Information Alternative Items Window Alternative Items Selection Criteria Alternative Items (Show Tree) Window
Object
Alternative Items Window
Use this window to define alternative items. To open the window, choose
Caution
Inventory
Item Management
Alternative Items
Caution
The use of alternative items is strictly limited to non-sales BoM items. Alternative items should not be used to replace components of BoM items. End of the caution.
Note
Note
Alternative Items Fields
Remarks Enter any text as a remark for the alternative item. Match Factor Enter the value to specify the matching degree in points. A higher value represents a higher match. Item 1001 has two alternative items:1002 and 1003. The matching factor defined for item 1002 is 100 and for item 1003 is 80. If there is no item 1001 in the warehouse, item 1002 can replace it, as it has the highest matching factor.
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Reverse Link Select one or more alternative items and choose Reverse Link to create a reverse relationship between the alternative items and the original item. This means that both items are defined as alternative items for each other. The original item becomes an alternative to its own alternative item.
Note
Note
Alternative items available for selection must fully match the definition of the original item regarding item type: purchase, sales, or warehouse. Alternative items can have additional definitions. For example, the original item is defined as a purchase and sales item. An alternative item defined only as a sales item cannot be selected as an alternative. However, an item defined as a purchase, sales, and warehouse item can be selected as an alternative. To delete an alternative item from the list, select the Remarks or Match Factor field and on the menu bar, choose Data End of the note. More Information Alternative Items
Object
Delete Row
Alternative Items (Show Tree) Window
This window displays the relationship between the original item and its alternative items. If there are several levels of alternatives for certain items, these are displayed as a tree structure. To access the window, in the Alternative Items Selection Criteria window, choose Show Tree. More Information Alternative Items
Object
Business Partner Catalog Numbers Window
Use this window to specify catalog numbers of items for business partners. To open this window, choose .
Note
Inventory
Item Management
Business Partners Catalog Numbers
Note
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More Information Defining BP Catalog Numbers

Object
Business Partner Catalog Numbers Window: BP Tab
Use the BP tab to specify the catalog numbers of items for a specific business partner.
Note
Note
Business Partner Catalog Numbers Window: BP Tab
Use BP Catalog Number in Documents Select to include BP Catalog Numbers in documents. Your business partners usually manage the item under a different number than the one you use in your company. You can enter both the item numbers used by your business partners and your own item numbers and use these when you enter your business transactions. More Information Define Business Partner Catalog Numbers Fields Business Partner Catalog Numbers Window, Items Tab
Object
Business Partner Catalog Numbers Window: Items Tab
Use the Items tab to specify the catalog number of an item for different business partners.
Note
Note
Business Partner Catalog Numbers Window: Items Tab
Catalog No. Enter the business partners catalog number for the item. More Information Define Business Partner Catalog Numbers Fields
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Business Partner Catalog Numbers Window, BP Tab

Function
Global Update to BP Catalog Numbers
If standard catalogs with standardized numbers exist for items, you can maintain them as customer and vendor catalog numbers for items in the system in parallel to your own numbers. In this case, one catalog number for a particular item is valid for several or even all business partners defined in the system. Instead of copying or updating the entries for all business partners individually, you can use the Global Update to Business Partner Catalog Numbersfunction. With this function, you copy or update the catalog numbers defined for one business partner for all business partners concerned. More Information Global Update to BP Catalog Numbers Window
Object
Global Update to BP Catalog Numbers Window
Use this window to update the catalog numbers defined for one business partner for all business partners concerned. To access the window, choose Numbers
Note
Inventory
Item Management
Global Update to BP Catalog
Note
Global Update to BP Catalog Numbers Fields
Replace All Items Select to copy all catalog numbers of the source business partner for the selected business partners. This occurs regardless of the catalog numbers that have already been defined for the other business partners. Catalog numbers are, therefore, added, and in certain cases, overwritten. Replace Only Existing Items Select to change the catalog numbers of all items that exist for both the source and target business partners. Do not replace Items Select to add all catalog numbers that do not exist for the target business partner in the copy process. No changes are made to the catalog numbers that exist for both the source and target business partners. More Information
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Global Update to BP Catalog Numbers

Function
Inventory Valuation Method
If your company runs a perpetual inventory system, you may need to change the inventory valuation method form time-to-time. This function enables you to change the inventory method for a range of items at the same time. More Information Perpetual Inventory Inventory Valuation Method Window
Procedure
Changing the Valuation Method
When working with the Perpetual Inventory system it is sometimes necessary to change the inventory valuation method. Prerequisites The quantity of the items whose valuation method is to be changed is zero in all warehouses. Any open Deliveries for the selected items have been drawn to Returns or to an A/R Invoice. Any open Returns are either based on Deliveries or have been drawn to an A/R Credit Memo. Any open Goods Receipts POs have been drawn to a Goods Return or to an A/P Invoice. Any open Goods Returns are either based on a Goods Receipts PO or have been drawn to an A/P Credit Memo.
Recommendation
Recommendation
We strongly recommend that you consult with your accountant before changing the valuation method for items that have open A/P or A/R Invoices.
Procedure 1. To open the Inventory Valuation Method Window, from the SAP Business One Main Menu choose Inventory Item Management Inventory Valuation Method .
2. To select the required range of items, complete the fields in the Inventory Valuation Method window and choose OK.
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The Update Valuation Method Window opens. 3. To select the required method for each item, in the New Method column, select the required method form the drop-down list. 4. To prevent the valuation method being changed for a particular item, deselect the Approval check box.
Note
Note
The Approval check boxes are selected by default. End of the note. 5. Click Update. Result The valuation method has been changed for the selected inventory items. More Information Inventory Valuation Method
Object
Inventory Valuation Method Window
Use this window to define the range of items to display in the Update Valuation Method window. To open the window, from the SAP Business One Main Menu, choose Inventory Valuation Method
Note
Inventory
Item Management
Note
Inventory Valuation Method Fields
Default Valuation Method Select the new stock valuation method for the selected range of items. More Information Inventory Valuation Method
Object
Update Valuation Method Window
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Use this window to change the inventory valuation method for selected items. To open the window, choose Inventory Item Management Inventory Valuation Method. Complete the fields in the Inventory Valuation Method window and chooseOK.
Note
Note
Update Valuation Method
Approved To update an item, select this checkbox. Current Method Current valuation method. New Method From the drop-down list, select the new valuation method. More Information Inventory Valuation Method Perpetual Inventory
Procedure
Defining Business Partner Catalog Numbers
You can configure SAP Business One to use customer and vendor catalog numbers in parallel to your item numbers. This means that you can use the item number of the vendor in the purchase order, and the item number of the customer in the sales order. Procedure 1. From the SAP Business One Main Menu choose Partner Catalog Numbers 2. Do one of the following: To create catalog numbers for a list of items for a specific business partner, choose the BP tab. To create catalog numbers for a specific item, for a list of business partners, choose the Items tab and skip to step 5. 3. Specify the code of the business partner for whom you need to define catalog numbers. The cursor automatically moves to the Item No. column in the lower part of the window. Inventory Item Management Business
. The Business Partner Catalog Numbers window appears in Add mode.
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4. Specify the item (or list of items) for which you want to define catalog numbers to be used for the business partner selected earlier. For each item, specify the catalog number in the BP Catalog No. column.
Note
Note
To use the defined catalog numbers by default in each document you create for this business partner, select the checkbox Use BP Catalog Number in Documents. As a result, when you open a new marketing document and specify this business partner, the BP Catalog No. column appears automatically, instead of the Item No.column. This behavior applies only when the document type is Item and not Service. As such, the only available items for this document are the ones for which you defined catalog numbers. If you find items missing when creating a document, return to the Business Partner Catalog Numbers window and complete the list for that business partner. End of the note. 5. Specify the item for which you want to define catalog numbers for various business partners. The cursor automatically moves to the BP Code column in the lower part of the window. 6. Select a business partner for whom you want to define a catalog number for the selected item. In the BP Catalog No. column, specify the catalog number. 7. Repeat step 6 for every relevant business partner. 8. Choose Add. Example In your own system, an item is assigned the number A1000. You purchase the item from a vendor with the number B100-67-5. You then sell the item to a customer who orders it from you under the number C4711.
Note
Note
This function is completely separate from the function for specifying vendor catalog numbers for the regular vendor in the item master record. In that function, you can enter only one number for each item. The Business Partner Catalog Numbers function is more flexible. End of the note. More Information Business Partner Catalog Numbers Window
Procedure
Items Management Menu
Procedure 1. Choose Inventory Items Management .
The system inserts a menu option with the same name in the menu bar at the top of the screen. 2. You can access the following functions via this menu option:
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Items Management Menu Bar Options Field New Contact Activity / Description You can go straight to the screen for entering contacts to enter a contact for this item. You can enter the contact for a vendor or an interested party, for example.
The contact is then automatically linked to the item master record. If you have already entered contacts from the item (or linked these to the item by making manual Display Related entries), you can display them with this menu option. An overview of the related contacts is Contacts displayed. User-Defined Using this menu option, you can display the user fields you have defined for the items. Fields
Object
Warehouse Bonded Items - Selection Criteria
Use this window to define the bonded warehouse. In the SAP Business One main menu, choose Transfer
Note
Inventory
Inventory
Goto menu
Warehouse Bonded Items, Selection Criteria
to open this window.
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Doc. Type Choose document type on which to base the transaction: Goods Receipt PO Inventory Transfer Goods Receipt Doc. Number From... To... Enter the range of the document numbers. Receipt Warehouse From... To... Enter the range of bonded warehouses from which you transfer goods. Import Log From... To... Enter the landed costs number for the reference. Block Number From... To... Enter the block (area) in the bonded warehouse where you store the goods. More Information Inventory Transfer
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Items - Selection Criteria Landed Costs

Function
In the SAP Business One main menu, choose following SAP Business One functions: Goods Receipt Goods Issue Stock Transfer
Inventory
to manage the
Beginning Quantities, Inventory Tracking and Stock Posting Cycle Count Recommendations Inventory Revaluation
Function
Goods Receipt
The Goods Receipt function enables you to increase the stock level in situations that are not a direct result of a marketing document entry. When an item is purchased, the warehouse stock is automatically increased when the transactions are entered in Purchasing. For example, if a goods receipt PO is entered, the warehouse stock is increased by the specified quantity when the goods receipt PO is added. However, the purchase of an item is not the only transaction that results in a goods receipt. For example, a goods receipt may be necessary if, after carrying out a physical inventory, you establish that part of the quantity stored has not been taken into consideration. You can enter the overlooked quantity by means of a goods receipt in the system. More Information Goods Receipt Window Managing Goods Receipt
Object
Goods Receipt Window
Use this window to create goods receipts. In the SAP Business One main menu, choose Inventory Inventory Transactions Goods Receipt to
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open this window.

Note
Note
Goods Receipt Fields
Number Displays the number of the goods receipt document. The system assigns the numbers automatically and consecutively according to the selected series. You cannot change this number. Series Select the series to be used for automatic number assignment. Price List Select a price list for the items. When the item is entered, the default price is taken from the selected price list. Revenue Account Enter the revenue account to which this goods receipt is to be posted. Posting Date Displays the current date for the posting. You can change this date if necessary. Document Date Displays the current date for the posting. You can change this date if necessary. Ref 2 Enter a reference for the journal entry, if required. Remarks Enter your own text to describe the goods receipt if necessary. Journal Remark Enter your own text to describe the goods receipt. This text is copied when the goods receipt is posted in Accounting. Quantity Enter the quantity of the item to be entered into stock in the warehouse. Unit Price The system automatically copies the price of the item from the price list, on the basis of the price list selected in the general area of this window. You can manually change the price here. Inventory Offset - Increase Account Enter the revenue account to which this goods receipt is to be posted. Total The system calculates the total amount for an item and the total document from the specified price and the quantity of goods received. The document total is displayed below the column even if not all rows of the goods receipt are visible (because the list is too long to fit into the window).
Form Settings
To set default values for the following fields, click
(Form Settings) on the SAP Business One toolbar.
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Form Settings, Document Tab Fields
Warehouse Enter the warehouse to be displayed for each row of the goods receipt. The system displays the default warehouse. You can overwrite the entry in each row in the line information. Discount % Enter the discount to be calculated for the items at goods receipt. You can overwrite the entry in each row in the line information. Project Assign goods receipts to a project defined in the system. You can overwrite the entry in each row in the line information.
Country-Specific Field: Chile
Folio Number Specify the Folio number for the document. You can edit this field at any time. More Information Goods Receipt
Function
Goods Issue
The goods issue function enables you to reduce the stock level in situations that are not direct results of a marketing document entry. After an item is sold, the warehouse stock is automatically reduced when the transactions are entered in Sales. For example, if you create a delivery note on the basis of a customer order, the warehouse stock is reduced by the specified quantity once the delivery note is added. However, the sale of an item is not the only transaction that results in a goods issue. For example, if five units of an item suffer water damage in a warehouse, they cannot be sold and are removed. In such a case, you have to post a separate goods issue using the function described here. More Information Goods Issue Window
Object
Goods Issue Window
Use this window to define details for goods issue. In the SAP Business One main menu, choose open this window. Inventory Inventory Transactions Goods Issue to
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Note
Note
Goods Issue Fields
Number Displays the number of the goods receipt document. The system assigns numbers automatically and consecutively. You cannot change this number. You define the numbers for goods receipts when you configure the system. Series Select the series to be used for automatic number assignment. Price List Select a price list for the items. When the item is entered, the default price is taken from the selected price list. Revenue Account Enter the revenue account to which this goods issue is to be posted. Posting Date The system automatically proposes the current date for the posting. You can change this date if necessary. Document Date The system automatically proposes the current date for the posting. You can change this date if necessary. Ref 2 Enter a reference for the posting if required. Remarks Enter your own text to describe the goods issue. Journal Remark Enter your own text to describe the goods issue. This text is copied to the journal entry when the goods issue is posted in Accounting. Quantity Enter the quantity of the item to be entered into stock in the warehouse. Item Cost The cost of the item as calculated according to valuation method defined for the item. Base Units Define whether the quantity of an item (Quantity column) is in base units: Yes default value; the number of item units issued from the warehouse equals the number specified in the Quantity column. No if you specified a sales unit of measure for the item (Sales Data tab of the Item Master Data window) that is different than 1, the number of item units issued from the warehouse equals the number specified in the Quantity column, multiplied by the Items per Sales Units value (Sales Data tab of the Item Master Data window). Account Code Enter the revenue account to which this goods issue is to be posted. Unit of Measure If the value specified in the Base Units column is Yes, this field is empty. If the value specified in Base Units column
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is No, then this column displays the unit of measure defined for the item in Data tab .
Form Settings
Item Master Data
Sales
To set default values for the following fields, click

(Form Settings) on the toolbar.
Warehouse Enter the warehouse to be displayed for each row of the goods issue. The system displays the default warehouse. You can overwrite the entry in each row in the line information. Discount % Enter the discount to be calculated for the items at goods issue. You can overwrite the entry in each row in the line information. Project Assign goods issues to a project defined in the system. You can overwrite the entry in each row in the line information.
Folio Number The Folio number assigned to the document while it was printed, or afterward, by using the Folio Number Assignment function. You can not change the displayed data. For document that is not yet printed, this field is empty. More Information Goods Issue
Function
Inventory Transfer
You use this function to transfer stock from one warehouse to another. An inventory transfer can also be carried out as a consignment for a customer. The items are then stored in the customers warehouse and are sold from here. You cannot change the table after it has been added. If you display an existing stock transfer later on, none of the fields in the table are active. You can, therefore, only correct a stock transfer table that has not been entered correctly by entering a compensatory goods movement later. More Information Inventory Transfer Window Inventory Transfers as Customer Consignments
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Object
Inventory Transfer Window
The following fields are displayed in the Inventory Transferwindow. To access the window, choose
Note
Inventory
Inventory Transfer.
Note
Inventory Transfer Fields
Number Displays the number of the inventory transfer document. The system assigns the numbers automatically and consecutively. You cannot change this number. Series You define the series and numbers for inventory transfers when you configure the system. Posting Date Displays by default the current date for the inventory transfer. You can change this date if necessary. Document Date Displays by default the current date for the inventory transfer. You can change this date if necessary. From Warehouse Enter the warehouse from which the items are withdrawn. The system proposes the default warehouse. To Warehouse Enter the receiving warehouse for the transferred items. You can enter different warehouses in the rows here. Quantity Enter the quantity of the item to be transferred. Price The system automatically copies the price of the item from the price list, based on the price list selected in the lower part of this window. You can change the price manually here. Tax Code Displays the tax code included in inventory transfer documents in the VAT and EU reports.
Note
Note
In Spain, the EU flag is enabled in input and output taxes. In other countries, the EU flag is enabled only in input taxes. End of the note. Total
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The system calculates the total amount for the row and for the document from the specified price and the quantity of goods received. Remarks Enter your own text to describe the inventory transfer. Journal Remark Enter your own text to describe the inventory transfer. This text is copied to the journal entry when the goods receipt is posted in Accounting. Price List SAP Business One displays Last Purchase Price price list here (or, if a customer consignment is being handled, the price list valid for the customer). When the item is entered, its price becomes the system default, on the basis of the selected price list. You can change the item prices manually. Sales Employee Select the sales employee responsible for the inventory transfer.
Form Settings
In addition, to set default values for the following fields, click

Warehouse Enter the warehouse to be displayed for each row of the inventory transfer. The system displays the default warehouse. You can overwrite the entry in each row in the line information. Discount % Enter the discount to be calculated for the items at inventory transfer. You can overwrite the entry in each row in the line information. Project Assign inventory transfer to a project defined in the system. You can overwrite the entry in each row in the line information.
Folio Number The Folio number assigned to the document while it was printed, or afterward, by using the Folio Number Assignment function. You can not change the displayed data. For document that is not yet printed, this field is empty. More Information Inventory Transfer Warehouse Bonded Items - Selection Criteria
Object
Items - Selection Criteria
Use this window to select open items from a bonded warehouse. SAP Business One automatically updates the quantity each time.
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To open this window, from the SAP Business One Main Menu, choose Inventory Transfer information and choose OK.
Note
Inventory
Inventory Transactions . Specify the required
Goto
Warehouse Bonded Items, Selection Criteria
Note
Items Selection Criteria Fields
Doc. No. Displays the number of the document on which you base the transfer. Code Displays the item code. Description Displays the item description. Warehouse Displays the bonded warehouse code. Quantity Displays the original quantity of the items. Open Quantity Displays the quantity of the items still left in the warehouse. Price Displays the item price. Log. No. Displays the landed costs number for the reference. Block Displays the number of the section in the bonded warehouse where you store the goods. More Information Inventory Transfer Warehouse Bonded Items - Selection Criteria Landed Costs
Background
Inventory Transfers as Customer Consignments
If you deliver items to your customer in the form of a consignment, you can use this function to enter the inventory transfer from your warehouse to the consignment stores in the system. When items are withdrawn from the consignment stores at the customers site, you create an outgoing invoice for the
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appropriate quantity and specify that the items be delivered from the consignment stores. You have to create a storage location for the consignment to enable the consignment inventory to be managed separately from the rest of your item inventory. If you maintain consignment inventory for several customers, we advise creating a consignment store for each customer so that the inventory for each customer can be monitored more easily. You can then display the consignment inventory using the warehouse reports. More Information Inventory Transfer
Object
Items List - Selection Criteria
Use the item list report to create lists of items defined in the system together with their prices. To select the items to be included in the report, use the Items List Selection Criteria window. To access the Items List Selection Criteria, choose
Note
Inventory
Inventory Reports
Items List
Note
Items List, Selection Criteria Fields
Item Properties button Opens the Properties window. Specify the item properties to be used as selection criteria. Hide Items with Zero Quantities Excludes items with a zero quantity from the list. More Information Items List
Procedure
Performing a Stock Posting
To carry out the postings for correcting the warehouse stocks on the basis of the inventory results, use the Stock Posting function. Procedure
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1. Choose
Inventory
Inventory/Stock Posting
2. Go to the Stock Postingtab. On this tab, you select the items for which you want to carry out the stock postings after the inventory has been performed. 3. Using the item number and/or the number of the regular vendor of an item, specify which master records you want to edit. You can also narrow down your selection according to item group or properties. 4. Enter the warehouse in which the inventory was carried out. Repeat the stock postings for all the warehouses in which the inventory was carried out. Stock Posting Tab Field Item Selection Code From ... To Vendor From ... To Warehouse Items Group Allow Posting without Price Activity / Description On this tab, you select the items for which you want to carry out the stock posting after the inventory has been performed. Use the item number to specify which master records you want to edit. Use the number of the item's vendor to specify which master records you want to edit. Enter the warehouses in which the inventory was carried out. Repeat the stock posting for all of the warehouses in which the inventory was carried out. Use the item group to specify which master records you want to edit. If you want to allow postings with the value 0 to be made, set the indicator by selecting this checkbox. In this case, note that the last purchase price is not updated for a stock posting with the value 0. Also note that the postings are not included in the warehouse stock valuation. You can take the prices for the stock posting from two sources: From a price list The costs calculated last for an item Price Source for WH Stock Posting drop-down list (Last calculated costs, By Price List) In the first case, you also choose the price list required for the stock postings in the Price List field using the drop-down icon. In the second case, no additional selection field is offered by the system. Note that the Last CalculatedCosts option is only relevant if a Warehouse ValuationReport has previously been generated. If you have not made any entries, all of the items defined in the system are displayed. The system selects the items concerned in accordance with your entries. Opens the Properties dialog
Item Properties
Inventory Tracking and Stock Posting (Update After Inventory) Menu
When you call up the Inventory Trackingor Stock Posting (Update AfterInventory) function, the system automatically inserts a menu option with the same name in the menu bar at the top of your screen. The menu is the same for both functions. You can select the Document Editingfunction via this menu option to edit the associated document template.
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More Information Printing Inventory Lists

Function
Initial Quantities, Inventory Tracking and Stock Posting
You can use this function to perform the following: Entering Initial Quantities Tracking Inventory Posting Stock on the basis of the stock-taking results In the SAP Business One main menu, choose Inventory Tracking and Stock Posting More Information Initial Quantity Tab Inventory Tracking Tab Stock Posting Tab
Object
Inventory
Initial Quantities,
. to use this function.
Initial Quantity Window
Use this window to define opening balances for inventory. To open the window: 1. Choose Posting Inventory . Inventory Transactions Initial Quantities, Inventory Tracking and Stock
2. Select the Initial Quantity tab. 3. After entering the required data, choose OK.
Note
Note
Opening Inventory Balances
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Opening Inventory Acct. Enter the account for posting the initial quantities. Date Displays the current date by default. Change if necessary. Reference Enter reference information that will be copied to the journal entry when the initial quantities are posted. Details Enter details regarding the initial quantities that will be copied to the journal entry. Warehouse Name Displays the name of the warehouse for which the entry of initial quantities is to be carried out. You cannot change the name displayed. You must specify the warehouse on the Initial Quantities tab and repeat the specification for each warehouse. Item No., Item Description, In Whse Displays the numbers and descriptions of the items that were selected on the basis of your criteria for initial quantities. The physical stock of the item in the selected warehouse is also displayed. The item stocks are displayed only if appropriate goods movements have already been posted. Initial Quantity Enter the initial quantities for each item. Price Enter the price per unit of the item. Account Code Enter the G/L account number. Dist. Rule Specify the distribution rule or profit center to be linked to the transaction created as a result of entering initial quantities for items. More Information Entering Initial Quantities Initial Quantities, Inventory Tracking, Stock Posting
Procedure
Entering Initial Quantities
This procedure shows how to enter initial quantities for stock items. Procedure 1. In SAP Business One, choose Inventory Tracking & Stock Posting 2. Choose the Initial Quantity Tab. You select the items for which you want to enter initial quantities on this tab. Inventory . Inventory Transactions Initial Quantities,
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3. Select the range of item codes and/or the range of vendors of an item to specify which records you want to edit. You can also narrow down your selection according to item group or properties. 4. Enter the warehouse where the items are located for which you want to enter the initial quantities. As warehouses are selected one at a time, the procedure must be repeated for each of the warehouses in which items are stored. To allow initial quantities with the value 0 to be posted for price, select Allow Initial Quantities Without Price.
Note
Note
If you choose to allow the value 0, the Last purchase price is not updated for a stock posting with the value 0. Errors may also occur when the warehouse stock valuation is displayed. If you have not made any entries, all items defined in the system are displayed. End of the note. 5. Select the price source for the warehouse. 6. Choose OK. The system selects the items that match your entries and displays them in a table in the Initial Quantity Window. 7. Enter the initial quantities of the items and the data to be used for posting the initial quantities. More Information Initial Quantities, Inventory Tracking, Stock Posting
Procedure
Entering Stock Opening Balances
Before using the application, you should specify the stock opening balances. If you fail to enter the balances before initial use, you can do so later, and they are adjusted accordingly. Although you can select the Allow Opening Balance Without Price checkbox, entering inventory without a price can cause inaccuracies in the Inventory Evaluation report. Procedure 1. From the SAP Business One Main Menu, choose Inventory Inventory / Stock Posting .
2. Once you have entered all the opening balances, choose Add. The application: Performs account posting for each row of the table, according to your specifications Automatically posts the associated goods movements for stock valuations
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You can display the results of the initial entry of stock balances in the Warehouse Stock Valuation report. 3. Repeat the process for the other warehouses defined in your system.
Procedure
Tracking Inventory
The inventory tracking function is used to: Prepare for stocktaking, with printouts of inventory lists Enter the stocktaking results in the system, once the inventory has been performed in a warehouse
Note
Note
When the inventory results are entered, no corrective goods movements for adjusting the stock information are posted. End of the note.
Example
Example
For Item 0110, as displayed in the Initial Quantities, Inventory Tracking and Stock Posting window, the Stock in Warehouse is 200. But after the factory floor worker conducts the inventory count in the warehouse, the physical quantity is only 150. The warehouse manager enters the updated quantity in the Counted in Whse column on the Inventory Tracking tab and chooses Update to save the updated quantity and the value of the inventory in the system. The manager can also see the difference of -50 on the Stock Posting tab. Once the inventory count has been completed in the other warehouses, the manager can see the total quantity of Item 0110 in all the warehouses, in both the Inventory in Warehouse report and in the item master data. End of the example. Procedure
Defining Selection Criteria for Stocktaking
1. From the SAP Business One Main Menu, choose Quantities, Inventory Tracking & Stock Posting 2. Select the Inventory Tracking tab. .
Inventory
Initial
3. Specify the item numbers and/or the numbers of the regular vendors of the items. You can also filter your selection by item group or properties. 4. Specify the warehouse in which stocktaking was carried out.
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As warehouses are selected one at a time, you need to repeat the procedure for each warehouse in which items are stored. 5. Choose OK. If you have not made any entries, all of the items defined in the system are displayed. The selected items appear in the Inventory Tracking window.
Entering Stocktaking Results
1. From the SAP Business One Main Menu, choose Quantities, Inventory Tracking & Stock Posting .
Inventory
Initial
2. On the Inventory Tracking tab, enter the appropriate selection criteria and choose OK. The Inventory Tracking window appears. 3. Enter the inventory results and choose Update. More Information Initial Quantities, Inventory Tracking, Stock Posting
Procedure
Posting Stock
Procedure To make posting to correct warehouse stocks on the basis of inventory results, use the Stock Posting function. 1. From the SAP Business One Main Menu, choose Quantities Inventory Tracking & Stock Posting Inventory . Inventory Transactions Initial
2. Choose the Stock Posting tab and select the items for which you want to make the stock posting after stock taking has been completed. 3. Using the item number and/or the number of the regular vendor of an item, specify which master records you want to edit. You can also filter your selection by item group or properties. 4. Specify the warehouse in which inventory was taken. 5. Repeat the stock posting for all the warehouses in which inventory was taken. The application: Selects the items according to your entries and displays them in a table in the Stock Posting window Displays the differences in stock between the system quantity and the counted quantity in the stock taking
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If required, you can print the differences list. 6. To post the required stock movements for correction, choose Reconcile. More Information Initial Quantities, Inventory Tracking, Stock Posting
Example
Quantity Calculation
You have in stock a 1.20 m high fence. It is sold in meters; however, the price for the sold quantity is based on square meters. To calculate the quantity (the surface area) on which the price is based, the system must multiply the sold length by the height of the fence. In this case, the length of the fence is determined with factor 1 and the height (1.20 m) with factor 2. The system automatically sets all the factors to 1. You can enter any number of factors, or none at all. The entries you make here are copied to the business transaction documents in Purchasing and Sales. You can overwrite the factors in the row information.
Note
Note
If you use the factors for a large number of your items, you can use the settings for the transactions in Purchasing or Sales to display the fields directly when you enter the document. In this case, you do not need to call up the row information to change them. End of the note.
Moving Average Field
This field is displayed only if you work with a continuous stock system. SAP Business One valuates all items with the moving average price. This is calculated from the average price of the goods received in the warehouse and the quantity of items in stock. The average price of the item is determined automatically by the system and displayed in this field.
None, Manage Serial Numbers, and Manage Batch Numbers Options
You can set an appropriate flag that indicates whether you maintain serial numbers for your item, or manage it in batches. The system recognizes the indicators and processes the items accordingly.
Procedure
Initial Entry of Stock Balances
This task describes how to enter opening balances for stock items. Procedure 1. From the SAP Business One Main Menu, choose Inventory Inventory/Stock Posting .
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2. On the Enter Stock Balances tab, select the items for which you want to enter opening balances. 3. Using the item number and/or the number of the regular vendor of an item, specify which master records you want to edit. You can also filter your selection by item group or properties. 4. Specify the warehouse where the required item stocks are located. 5. Repeat this procedure for each warehouse in which the required items are stored. The system selects the items concerned in accordance with your entries and displays them in a table in the next window. If you do not make any entries, all of the items defined in the system are displayed. 6. If you want to allow opening balances with the value 0 to be posted for price, click the Allow Opening Balance Without Price indicator.
Note
Note
The Last Purchase Price is not updated for a stock posting with the value 0. Errors may also occur when the warehouse stock valuation is displayed. End of the note. 7. In the table that appears, enter the opening balances of the items and the data to be used for posting the opening balances in accounting.
Object
Inventory Tracking Tab
Use this tab to define selection criteria for Inventory Tracking. Iin the SAP Business One main menu, choose Inventory Tracking and Stock Posting Inventory Inventory Transactions Initial Quantities,
. Choose theInventory Tracking tab.
Enter the required data and choose OK to open the Inventory Tracking Window.
Note
Note
Inventory Tracking Tab
Code From ... To Select a range of items to specify which records you want to edit. Vendor From ... To Select a range of item vendors to specify which records you want to edit.
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Warehouse Enter the warehouse for whose item stock you want to enter information.
Note
Note
You can only select one warehouse. End of the note. Item Group Select an item group to specify which records you want to edit. Item Properties Choose to open the Properties window. Select the item properties that are required for the records you want to edit. More Information Properties
Object
Inventory Tracking Window
Use this window to track inventory. To open the window, from the SAP Business One Main Menu, choose Initial Quantities, Inventory Tracking and Stock Posting . Inventory Inventory Transactions
To specify selection criteria for the inventory to track, on the Inventory Tracking tab, enter the required data and chooseOK.
Note
Note
Inventory Tracking
Find Use this field to search for information in the list. Warehouse Name Displays the name of the warehouse for which the entry of initial quantities is to be carried out. You cannot change the name displayed. You must specify the warehouse on the Initial Quantities tab and repeat the specification for each warehouse. Item No, Item Description Displays the numbers and descriptions of the items that you selected for the inventory. Stock in Whse Displays recorded quantities of the current warehouse stock.
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Counted Select to indicate that the item was counted. Deselect to indicate that the item was not counted. Counted Qty Enter the number of units of the item that were counted in the warehouse. Hide Quantity Stored Select to hide the Stock in Whse column. This option can be useful if you plan to print the report and hand it to the counters this way the counters have no prior information regarding the available quantity of the different items. Reset Choose to reset all the entries in the Counted in Whse column to 0 and to clear all the entries in the Counted column. The result is that all the items are counted and their quantity is zero. Default Choose to copy the values from the Stock in Whse column to the Counted in Whse column. The Counted column becomes selected. More Information Tracking Inventory Inventory Tracking Tab Initial Quantities, Inventory Tracking, Stock Posting
Object
Stock Posting Tab
Use this tab to choose the selection criteria for posting stock.. To access the tab, choose and Stock Posting Inventory Inventory Transactions Initial Quantities, Inventory Tracking
Stock Posting.
Enter the required data and choose OK to open the Stock Posting Window.
Note
Note
To have a record of the inventory situation before the quantities are updated, it is recommended that you print the Stock Posting window before reconciling or updating quantities. End of the note.
Note
Note
Stock Posting Tab
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Code From ... To Select a range of items to specify which records you want to edit. Vendor From ... To Select a range of item vendors. to specify which records you want to edit. Warehouse Enter the warehouse for whose item stock you want to enter information.
Note
Note
Only one warehouses can be selected. End of the note. Item Group Select an item group to specify which records you want to edit. Item Properties Choose to open the Properties window. Select the item properties that are required for the records you want to edit. Allow Posting without Price Choose to allow postings with the value 0. The last purchase price is not updated for a stock posting with the value 0. Also, postings are not included in the warehouse stock valuation. Price Source for Whse Stock Posting You can take the prices for the stock posting from three sources: By price list - choose the required price list from the Price List field that appears Last Evaluated Price - is only relevant if a warehouse valuation report been generated previously Item Cost More Information Properties
Function
Cycle Count Recommendations
This function enables you to determine the frequency of automatic inventory alerts. The alert is launched every time the date for the inventory cycle arrives. Prerequisites You have defined inventory cycles. For more information, see Inventory Cycles - Setup. You have selected the Cycle Count Recommendations field in the Form Settings window.
Form Settings
To access the Form Settings window, click Activities
(Form Settings) on the tool bar.
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Select the selection criteria in the Cycle Count Recommendations - Selection Criteria window. View the recommendations in the Cycle Count - Recommendations window.
Object
Cycle Count Recommendations - Selection Criteria
Enter the selection criteria for the inventory cycle recommendations.

Note
Note
Cycle Count Recommendations Selection Criteria Fields
Cycle Code Select the range of the cycle codes. This displays items linked to the selected range in the report. By Location tab Enter data to define the selection criteria according to the warehouse location. By Whse tab Enter data to define the item selection criteria by the warehouse. You can include or exclude certain warehouses from the report. More Information Cycle Count Recommendations Window
Object
Cycle Count Recommendations Window
Use this window to display cycle count recommendations. SAP Business One enables you to launch automatic alerts for inventory tracking whenever an inventory cycle date arrives for specific items. To open the window, in SAP Business One, choose Inventory Inventory Transactions Cycle Count
Recommendations . In the Cycle Count Recommendations - Selection Criteria window, make the necessary entries and choose OK.
Note
Note
Cycle Count Recommendation Fields
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Item No., Item Description Displays the item code and name. Warehouse Displays the code of the warehouse defined for the inventory cycle. Cycle Group Displays the name of the inventory cycle linked to the item. Frequency Displays the inventory tracking frequency. Date Displays the date of the next inventory tracking alert as determined by the frequency. Time Displays the time set for the alert to be sent. Counted Selected after the inventory tracking for the item has been completed. For example, the item warehouse quantity has been counted. Set to Counted Choose to update the Next Date field. More Information Cycle Count Recommendations Cycle Count Recommendations - Selection Criteria
Object
Inventory Cycle Report
According to the cycles you assigned to items of your company, the system issues alerts and automatically displays the Inventory Cycle Report. The report summarizes all the items that are currently scheduled for inventory count. The report is informative and allows you to check items for which a count was made. The system will then update the next counting date for these items.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Counted Specifies inventory counts that you want to set to counted using Set to Counted. Set to Counted Sets the selected inventory counts (using the Counted field) to counted. Once you set them to counted, you can see the date of the next count in the Date field. More Information Inventory Cycle Report Select Cycle Report
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Inventory Cyles - Setup

Object
Inventory Cycle Report Select Cycle Report
Use this window to filter the results of the inventory cycle report. The selection window allows you to locate warehouses in your system by location or by warehouse codes.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Cycle Code From/To Specify the cycles for which you want to generate the report. By Location Allows you to filter warehouses by their location association. For each location, you can select which warehouses you want to include in the report. By Whse, Including From/To Allows you to enter a range of warehouse codes to be included in the report. By Whse, Excluding From/To Allows you to specify a range of warehouses to be excluded from the report. More Information Inventory Cycle Report Inventory Cycles - Setup
Object
Inventory Cycles - Setup
Use this window to define cycles of inventory counts. These cycles can help you track inventory counts by issuing an alert each time a count is due. After defining cycles, you can assign them to items in the Warehouse Data tab of the Items Management window. To access this window, choose .
Note
Administration
Setup
Inventory
Inventory Cycles Setup
Note
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Inventory Cycles Setup
Name Enter the name of this cycle. Frequency Choose the cycle interval. Available options are: Daily Weekly if you select a weekly cycle, from the adjacent field, select the day of the week Every 4 Weeks Monthly if you choose a monthly cycle, from the adjacent field, select the day of the month . Quarterly Semi-annually Annually One Time Next Alert Date Enter the date of the upcoming cycle. Time Enter the time to issue the alert. More Information Inventory
Function
Inventory Revaluation
If your company runs a perpetual inventory system, you might need to perform inventory revaluation. Use any of the supported valuation methods: Moving Average, Standard, FIFO. You can revaluate inventory values by: Changing the price for a specific item The inventory price is changed and inventory value is recalculated according to the new price. Changing the value of a specific quantity of inventory The quantity of inventory remains unchanged, resulting in a change in the price. When inventory is subject to FIFO control and there are items in the FIFO layer, an inventory debit or credit results in a posting to the inventory account. If the FIFO layer is empty, the posting goes to the price difference account.
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More Information Inventory Valuation Window

Object
Inventory Revaluation Window
Use this window to define which items you want to revaluate and how. To access the window, choose Inventory Inventory Transactions Inventory Revaluation.
Inventory Revaluation Fields General Area
Series Select the required numbering series for the document. Revaluation Type Select the required revaluation type from the list: Price Change select to change the cost of the item and calculate the value of the whole inventory according to the new price. Inventory Debit/Credit select to revaluate by changing the inventory value, which will cause the item cost to change accordingly. Ref. 2 Enter a reference for the journal entry, if required Journal Remarks Displays by default Inventory Revaluation. This text is copied to the journal entry.
Inventory Revaluation Fields Table Area
Current Cost Displays the current cost of the FIFO inventory item from one particular layer. This field appears only if the selected revaluation type is Price Change. New Cost Enter the new cost you wish to assign to the item. Appears only when the selected revaluation type is Price Change. For FIFO inventory items the field is blank. Debit/Credit Enter the amount you wish to credit or debit from the current stock value of the item. Enter credit as a negative value. Appears only if the selected revaluation type is Inventory Credit/Debit. In Stock The total quantity in stock. Issued Layers Select to display all layers (including empty layers) for the item in the FIFO Layers table.
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The column is disabled for Moving Average and Standard inventory items. G/L Increase Acct, G/L Decrease Acct Define the G\L accounts to be used as the balancing account in the transaction created by the revaluation. The G/L Increase Account is used when the inventory value is increased due to the revaluation. The G/L Decrease Account is used when the inventory value is decreased. The accounts appear as default in these fields and are taken from the item master data, item group or warehouse level. Val. Method Displays the valuation method. If the method is FIFO, additional information is displayed in the FIFO Layers table. Distr. Rule Enter the distribution rule/profit center to which the revenue resulting from the revaluation is allocated.
Inventory Revaluation Fields FIFO Layers
Current Cost Displays the current cost of the FIFO inventory item from one particular layer. This field appears only if the selected revaluation type is Price Change. New Price Price of the layer. This field appears only if the selected valuation type is Price Change. Open Qty Available quantity for the layer. Quantity Quantity of inventory item's layer subject to debit/credit. Debit/Credit Enter the amount you wish to credit or debit from the current stock value of the item's layer. Enter credit as a negative value. This field appears only if the selected valuation type is Debit/Credit. More Information Inventory Revaluation
Function
Price Lists
In SAP Business One, prices for items are defined in price lists. A price list is assigned to a business partner. When you add a business transaction for a business partner, the price of the item is determined by the assigned price list. When you initialize SAP Business One, you define data for the business partners and payment terms as well as the price lists for customers and vendors. This data will be revised and modified over the course of time, with the result that the price information used in sales and purchasing is always up to date. Different price lists for items give you the flexibility to offer your customers customized prices. More Information
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Price Lists Creation Price Lists Window Price Lists Selection Criteria Window
Procedure
Managing Price Lists
Use the procedures below to add, update, view, and delete price lists in SAP Business One. Procedure
Adding New Price Lists
1. Choose
Inventory
Price Lists
Price Lists
The Price Lists window appears. 2. On the menu bar, choose Data Add Row .
A new active row is added to the end of the list of price lists. 3. Enter the appropriate data for the base price list and factor if the price list is a dependent list. 4. If the list is a base price list, enter the reference of the price list to itself and the factor 1 in the Factor column. 5. Maintain the prices in the price list and where appropriate enter the base prices (if the list is a base price list).
Manually Entering a Price in a Price List
You can make manual price changes when editing a price list. This is also possible if the prices in a price list that refers to a base price list, have been calculated automatically.
Example
Example
You may want to sell a number of items at a different price because you are running a sales promotion. In this case, you can change the prices in one or all of the price lists. End of the example. 1. Choose Inventory Price Lists Price Lists .
The Price List window appears. 2. Double-click the number to the left of the relevant Price List Name. The price list window for the selected Price List Name appears.
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3. Enter prices, as necessary, in the Price column. 4. Choose Update. Changing a price in a base price list also changes it in all the dependent price lists. If you change a price in a price list that refers to a base price list, the system automatically selects the field in the Manual column. Use the Manual field as follows: If selected, the manually adjusted price remains unchanged, even if the associated base price list or the factor changes. If the manually adjusted price is to be recalculated when the associated base price list or factor changes, the field must be deselected. The Manual column is not displayed in a base price list because the indicator is not required in this case.
Updating Entire Price Lists
1. Choose
Inventory
Price Lists
Price Lists
2. Select Update Entire Price List. 3. In the line containing the price list you want to update, enter the new factor in the Factor column. 4. Choose Update.
Updating by Selection
You can update the prices of selected items in the price list. For example, if your vendor increases prices for specific items, you can update those items only. 1. Choose Inventory Price Lists Price Lists .
2. Select Update by Selection. 3. In the line containing the price list you want to update, enter the new factor in the Factor column. 4. Choose Update. The Price List - Selection Criteria window appears. 5. Enter criteria according to vendor, item number, and either item group or item properties. To specify the item properties as a selection criteria, see Properties. 6. To complete the task, choose OK in the selection window.
Example
Example
Peaches and Cream fruit store divides its price lists according to seasonal fruit. The Berries price list requires
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updating in the winter, when fruit is out of season and the prices must reflect the higher import costs. Annie, the owner updates the Factor from '1' to '1.5.' She selects all the customers but only the imported berry items and the item groups in which they are found in the Price List Selection Criteria window. After clicking OK, the berries' prices are updated only for the selected items and groups. End of the example.
Deleting Price Lists
1. Choose
Inventory
Price Lists
Price Lists
The Price List window appears. 2. To delete a price list, select the row you want to delete. 3. On the menu bar, choose Data Delete Row.
4. To save the change, choose Update. 5. In the confirmation window that appears, choose Yes.
Note
Note
Base price lists with dependent price lists cannot be deleted until you cancel the reference between the lists. Price lists that are entered in the master record of a business partner cannot be deleted. When you delete a price list, the subsequent price lists in the list move up one position and the numbering changes accordingly. End of the note. More Information Price Lists Creation Price Lists
Object
Price Lists Window
The window displays price lists defined in the system .Use the window to get basic information on prices defined for different items. To open the window choose Inventory Price Lists Price Lists .
Note
Note
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Price Lists Fields
Update Entire Price List Select the radio button and double-click a price list to open the price list window. Choose Selection Criteria to open the Price List Selection Criteria window. Update by Selection Select this radio button and double-click a price list to take you to the Price List Selection Criteria window. Price List Name You can enter any name for a price list. The last purchase price list is the only price list whose name you cannot change. Base Price List Choose the base price list on the basis of which the prices in this price list are to be calculated. Factor Enter the factor by which the base price list is multiplied to calculate the prices in the selected price list. You can refer all the price lists to a base price list or implement appropriate intermediate levels. You can specify that price list 2 is to be calculated with a factor of 1.5 with respect to price list 1, and price list 3 with a factor of 1.65 with respect to price list 1. Alternatively, you can specify that price list 3 is to be calculated with a factor of 1.1 with respect to price list 2 (factor 1.5 x factor 1.1 = factor 1.65). The result in price list 3 is the same. Rounding Method Define the type of rounding used for calculating the prices on the basis of the base price list and the factor. The following options are available from the drop-down list: No rounding Round to Full Decimal Amount Round to Full Amount Round to Full Tens Amount Group A price list is assigned to a group. Using the group, you can control the access rights when maintaining a price list.
Note
Note
Only authorized users can maintain a price list. End of the note. More Information Price Lists
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Price Lists Selection Criteria Window

Object
Price Lists - Selection Criteria Window
Use this window to update prices in a price list. To open the Price Lists - Selection Criteria window: 1. Choose Inventory Price Lists Price Lists .
2. Choose one of the following: Update By Selection Update Entire Price List 3. Double-click the # field. The selected price list window opens. 4. Choose Selection Criteria.
Note
Note
Price Lists Selection Criteria Fields
Group Select a group to which the items in the range belong. Item Properties Opens the Properties sub-window. Select the required item properties. More Information Price Lists Properties
Procedure
Linking Price Lists
SAP Business One allows you to link price lists to one another by defining multiplication factors. You can enter the item prices in only one price list, link it to other price lists using a certain factor and leave SAP Business One to calculate the prices automatically in each one of the linked price lists.
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Caution
Caution
Back-up the database before making any global changes to the price lists. End of the caution. Procedure 1. From the Main Menu choose The Price Lists window opens. 2. In the Base Price List column, select the required base price list. 3. In the Factor column, enter the factor according to which you want to multiply the prices of the base price list (Base Price * Factor = Price). 4. In the Rounding Method column, select the required rounding method from the dropdown list. This rounding method is used for calculating the price according to the factor. 5. Choose Update to save your changes. 6. To view the new item prices, double-click the price list row number. Result The prices in the price list are calculated automatically according to the base price list, the multiplication factor, and the rounding method. More Information Price Lists Rounding Methods for Calculating Price
Background
Inventory
Price Lists
Rounding Methods for Calculating Price
When prices are calculated according to a base price list, the prices are rounded as described in the following table. Rounding Methods Base Price Factor Rounding Method 10.60 1.3 No rounding Price Comments 13.78 Round to the nearest tenth.
10.60
1.3
Round to full decimal amount 13.80 .05 or above is rounded to the next tenth. Below .05 is rounded to the previous tenth. Round to the nearest whole number.
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0.5 or above is rounded to the next whole number. 10.60 1.3 Round to full amount 14 Below 0.5 is rounded to the previous whole number. Round to the nearest 10. 10.60 1.3 Round to full tens amount 10 5 or above is rounded to the next 10. Below 5 is rounded to the previous ten. More Information Price Lists Linking Price Lists
Function
Period and Volume Discounts
Use this function if you want special prices to depend on the items and associated price lists, and not directly on the business partners. If a customer purchases an item, and neither a special price nor a discount group has been defined for the customer or this item, the special prices for the price list apply. This is the price list specified in the business partner master record.
Example
Example
The Watering Can in Garden Price List 8 has a price of $30. However, the price of oil has risen and the manager decides to raise the whole price list by a factor of 1.5 to reflect the higher costs of transporting the inventory to her remote store. The updated price for the Watering Can is now $45. In reviewing the updated price list, the manager decides that the new prices are quite high for some items. Since she wants to increase sales over the summer, she offers a discount, just for the Watering Can, during July and August, by entering 20 in the Discount column, signifying a reduction of 20%. The price after discount is $36. Although the Price field in the Period and Volume Discounts window does not show the new price after discount, the item is displayed in blue, which indicates that a discounted price is applied in certain conditions. End of the example. More Information Managing Hierarchies and Expansions Hierarchies and Expansions Window
Procedure
Managing Period and Volume Discounts
The procedures below describe how to manage special prices in price lists.
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Procedure
Defining Date-Dependent Special Prices for a Price List
1. From the SAP Business One Main Menu, choose Discounts .
Inventory
Price Lists
Period and Volume
2. To select the price list for which you want to define special prices, click the list in the displayed Period and Volume Discounts window. After you enter an item number, SAP Business One automatically displays the appropriate item description. The usual search functions are available to help you find an item in SAP Business One. 3. To specify the item, choose Add Items. The Special Prices Items Selection Criteria Window appears. You can use this window to copy a series of selected items in one step. 4. To edit the date-dependent special prices, double-click the row number of the required item. The Period Discounts Window appears. 5. To confirm your entries, choose Update. 6. To save the special prices, in the Period and Volume Discounts window, choose Add. If you expand the lines for a special price, the special price is displayed in blue in the Period and Volume Discounts window.
Defining Price List Item Details
1. From the SAP Business One Main Menu, choose Discounts .
Inventory
Price Lists
Period and Volume
2. In the displayed Period and Volume Discounts window, double-click a row to open the Period Discounts window. 3. Choose Copy by Selection Criteria. This enables you to copy the details of a special price item for all the other special price items in the Period and Volume Discounts window. 4. Select the following options to define the copy type: All Items Displayed in the Period and Volume Discount Window SAP Business One copies the selected item details for all items in the specific price list. Items Displayed without Period or Volume Discount SAP Business One copies the selected item details only for items that do not yet have any item details. 5. To confirm the copy definition, choose OK.
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Note
Note
If you have also defined quantity-based special prices for this line, this data is also copied. End of the note. 6. To save the copied item details, in the Period and Volume Discounts window, choose Add.
Defining Quantity-Based Special Prices for a Price List
1. From the SAP Business One Main Menu, choose Volume Discounts.
Inventory
Special Prices
Period and
2. Double-click the # field of the required row to open the Period Discounts window. 3. In the Period Discounts window, select a row by double-clicking the # field again. The Define Hierarchies for Price List Window appears. 4. Edit the data and choose Update. 5. To confirm your entries, choose Update in the Define Hierarchies for Price List window and in the Prices List Item Details window. 6. To save the modified special prices, choose Update in the Period and Volume Discounts window. More Information Period and Volume Discounts
Object
Period and Volume Discounts Window
Use this window to define special prices. To open this window, from the SAP Business One main menu, choose Period and Volume Discounts
Note
Inventory
Price Lists
Note
Period and Volume Discount Fields
Price List Enter the price list for the special prices, dependent on the date and quantity.
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You can specify a different price list in order to define special prices for a price list previously defined in the system. The special price is then calculated on the basis of the price list specified here. Price When you enter an item number, the system automatically displays the appropriate item price from the price list selected in the general area of the window. Add Items Choose to open the Price Lists Selection Criteria Window. Select a range of items to add to the list. To edit the date-dependent special prices, double-click the row number of the required item. The Price List Item Details by Period Window appears. More Information Managing Hierarchies and Expansions Hierarchies and Expansions
Object
Price List Item Details by Period Window
Use this window to edit date-dependent special prices. To access the window, double-click the row number of the required item in the Hierarchies and Expansions Window.
Note
Note
Price-List Item Details by Period
Valid From, Valid To Enter the validity period for the special price. If you specify several validity periods, the system checks whether they overlap. If any periods overlap, the system displays an error message. Price List Enter the base price list for the date-dependent special price. To select a price list, click . Select an entry from the list. You can specify a different price list in order to define special prices for a price list defined in the initial window. The special price is then calculated on the basis of the price list specified here. Alternatively, select Without Price List. The special price is then not calculated on the basis of a price list. Instead, you enter the special price manually. Discount Enter the discount for the date-dependent special price. If you enter a discount, the price of the item from the price list is adjusted accordingly. Price The system calculates the special price on the basis of the specified price list and the discount entered here. You can change the price manually. If you change the price, the system automatically corrects the discount to indicate the difference between the price specified here and the price in the selected price list. Auto
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If selected, the special price is also changed automatically when the price list is updated. If the price in the price list increases by 10%, the special price is also recalculated on the basis of the increased price in the price list and the discount for the special price. If not selected, the special price is not changed automatically in the scenario described above. More Information Managing Hierarchies and Expansions Hierarchies and Expansions
Object
Define Hierarchies for Price List Window
Use this window to define special prices based on quantity. To access the window, double-click a row in the Price List Item Details by Period Window.
Note
Note
Define Hierarchies for Price List
Quantity Enter the quantity required for the discount. Discount Enter the discount percentage for the special price. When you enter a discount, the price of the item from the price list is adjusted accordingly. Price Displays the special price calculated on the basis of the specified price list and the discount entered. You can change the price manually. If you change the price, the system automatically corrects the discount to indicate the difference between the price specified here and the price in the selected price list. More Information Hierarchies and Expansions Hierarchies and Expansions Window
Object
Special Prices, Items Selection Criteria Window
Use this window to add a range of items to include in the Hierarchies and Expansions Window. To access this window, choose Add Items in the Hierarchies and Expansions window.
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More Information Properties

Procedure
Displaying and Editing Price Lists
Procedure 1. Choose Inventory Definitions Price List .
2. To display or edit a price list, double-click the price list number. The system opens a further window with a list of the items in the price list. 3. If you define a new base price list, it will contain all the items that are already defined in the system, but will not contain any prices for them. You can enter the prices manually. If prices have already been defined in a price list, either manually or by referring it to a base price list, the item prices will be displayed in the list.
Object
Entire Price Lists
Use the window to modify all prices for the selected price list. # Line number in the price list. Item Code Displays the code of the item. Item Description Displays the Description of the item. Base Price In this column, when choosing the update the entire price list option, you will find exactly the same price as in the Price column. When choosing the update by selection option, you will find the price before multiply in the factor. Price The price of the item in the specified price list. Clear Using this pushbutton, you can delete all or individual prices in the price list. Select the rows in the price list you want to delete. If you do not select any of the rows, all the prices in the price list are deleted when you click this pushbutton. Filter Using this filter, you can select items in order to restrict or expand the list. When you click the pushbutton, the system opens a selection window in which you can determine items by vendor, number, group and property. All the items that match the criteria are displayed in the selection window after you choose OK.
Object
Refresh by Price List
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Use the window to update all the special prices without the indicator Automatic. Update the special prices according to the change in the selected price list. More Information Update Special Prices Globally
Function
Special Prices
SAP Business One enables you to define special prices for your customers and vendors in addition to the standard price lists. You can define these special prices for specific business partners or by discount groups according to item groups, properties, or manufacturers. When you process a sales or purchasing document, SAP Business One checks the following elements to determine the item prices in the document: Are there special prices defined for the business partner? Are there discount groups linked to the business partner? Are there hierarchies and expansions defined for the price list that is linked to the business partner? Which price list is linked to the partner? More Information Overview of Special Prices for Business Partners Managing Special Prices for Business Partners Updating Special Prices Globally Update Special Prices Globally Window Discount Groups
Procedure
Managing Special Prices for Business Partners
Use the procedures below to manage special prices for business partners. Procedure
Defining Date-Dependent Special Prices for a Business Partner
You can define date-dependent special prices for particular periods. If an item is sold within one of these periods, the date-dependent special price applies, ignoring the price in the price list.
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1. Choose .
Inventory
Price Lists
Special Prices
Special Prices for Business Partners
The Special Prices for Business Partnerswindow appears. 2. In the Special Prices for Business Partnerswindow, make your general settings to define the special price of an item for a business partner. 3. Double-click a row to open the Special Prices Items Selection Criteria Window. Enter the required dates, price list, discount and price and choose Update. If no date-dependent special price has been defined for an item, the system assumes that the customer-specific special price has been valid since the date on which it was added. The system enters the special price with the appropriate valid-from date in the first row. 4. To save the modified special prices, choose Update in the Special Prices for Business Partnerswindow.
Defining Quantity-Based Special Prices for a Business Partner
1. Choose .
Inventory
Price Lists
Special Prices
The Special Prices for Business Partners window appears. 2. Double-click a row to open the Price List Item Details by Period Window. 3. Double-click a row to open the Special Prices Hierarchieswindow. After you enter or change the price, the system automatically calculates the discount from the difference between quantity-based and the date-dependent special price. 4. To confirm your entries, choose Update in the Special Prices Hierarchieswindow and the Price List Item Details by Periodwindow. 5. To save the modified special prices, choose Update in the Special Prices for Business Partnerswindow.
Note
Note
You do not have to define a date dependency in addition to the one defaulted by the system in order to define quantity-based special prices. You can also define quantity-based special prices directly, based on the special price for the business partner. End of the note. More Information Special Prices
Procedure
Defining Date-Dependent Special Prices
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You can define date-dependent special prices for particular periods. If an item is sold within one of these periods, the date-dependent special price applies. The system then ignores the price in the price list. Procedure 1. Choose Inventory Special Prices Define Special Prices .
The Define Special Prices window appears. 2. In the Define Special Prices window, make your general settings for defining the special price of an item for a business partner. 3. Go to the function for maintaining a date-dependent special price by double-clicking the row number of the required item. The Special Prices Item Details sub-window opens. If no date-dependent special price has yet been defined for an item, the system assumes that the customerspecific special price has been valid since the date on which it was added. The system enters the special price with the appropriate valid from date in the first row. 4. Save the modified special prices by choosing Update in the Define Special Prices window. If you expand the lines for a special price as described above, the line containing the special price is displayed in blue in the Define Special Prices window.
Object
Special Prices for Business Partners Window
Use this window to define special prices for business partners.

Note
Note
Special Prices for Business Partners Window
Price List Choose the price list to be used as a basis for calculating the special prices. To choose a price list, click the dropdown icon on the right of the field. Choose an entry from the drop-down list by clicking it. You can also choose the entry Without Price List here. In this case, the special prices are not calculated on the basis of a price list. Instead, you enter the prices manually. The price list selected here is defaulted in all the rows of the table for defining the special prices. You can choose a different entry for each row. Discount Percentage Enter the discount you want to apply to all or most of the special prices.
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The system defaults this in all the rows of the table for defining special prices for each item. You can then change the percentage as required. Price List The system automatically enters the price list selected at the top of the window. You can choose a different price list for the item in a particular row of the table. To choose a price list, click the drop-down icon on the right of the field. Choose an entry from the drop-down list by clicking it. You can also choose the entry Without Price List here. The special price is then not calculated on the basis of a price list. Instead, you enter the special price manually. Discount The discount entered at the top of the window is defaulted by the system and applied to the price of the item in accordance with the selected price list. You can, if necessary, change this entry. If you change the discount, the price of the item is adjusted accordingly. Price after Discount The application calculates the special price of the item based on the selected price list, taking into account the discount specified here. If you change the price manually, the system automatically corrects the discount to indicate the difference between the price specified here and the price in the selected price list. You must keep the currency of the original price, according to the selected price list. To enter a price using any currency, select Without Price List.
Example
Example
If the original price in the selected price list is $20, the special price must be defined in dollars, as well. End of the example. Auto If selected, the special price is also changed when the price in the price list is updated. Example: If the price in the price list increases by 10%, the special price is also recalculated on the basis of the increased price list price and the discount for the special price. The system sets the indicator automatically when you define a special price. You can delete the indicator by selecting it. The special price is then not changed in the scenario described above. More Information Special Prices for Business Partners
Object
Special Prices - Volume Discounts Window
Use this window to define quantity-based special prices. To access the window, double-click a row in the Price List Item Details by Period Window.
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Note
Note
Special Prices - Volume Discounts Fields
Quantity Specify the minimum quantity for the special price to apply.
Example
Example
A discount of 5% is granted if the customer purchases at least 50 pieces of the item. If the customer purchases 100 pieces or more, a discount of 6% is granted. End of the example. Discount Enter the discount to apply when a minimum quantity is sold. The special price is calculated automatically on the basis of the specified discount and the date-dependent special price. Special Price SAP Business One calculates the special price on the basis of the specified price list and the discount entered here. You can change the price manually. If you change the price, SAP Business One automatically corrects the discount to indicate the difference between the price specified here and the price in the selected price list. More Information Special Prices for Business Partners Window
Background
Overview of Special Prices for Business Partners
Item prices are usually defined in various price lists. The price list that is relevant for determining the prices for a particular business partner is specified in the master record of that business partner. A general discount can also be specified for the business partner in the master record. This discount is applied to the total of the item prices in the document. It is, however, often necessary to define special prices for individual cases. For example, you may require special prices for an item or an item from an item group for a particular customer or vendor. You may also want to specify special prices or scaled discounts for a particular customer that will be selected automatically by the system on the basis of the quantity ordered. The logic behind the special prices and the procedure adopted by the system for calculating a price for an item are described in this section.
Special Price Use
Special prices can be used for the following scenarios:
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You want to specify a special price for a customer when a particular item or an item from a particular item group is purchased. In this case, you specify a price that depends on the business partner. You want to define special prices for an item that are to apply for particular periods of time. In this case, you specify a date-dependent price. Depending on the quantity ordered, you want to assign a special price. If the quantity ordered is very large, you sell or buy an item at a lower price than with a small quantity. In this case, you specify a quantity-based price. From time to time, you will also want to update all or particular special prices. You can do this, for example, by changing the discount for selected special prices. You can also select specific special prices and change only these prices. You can refer price list updates to the derived special prices. You may also want to delete particular special prices after a defined period of time. Once you have defined special prices for individual cases (that is, for a particular business partner), you can copy them to other business partners or groups of business partners according to various sets of rules. If you want to refer discounts to particular item groups, items with particular properties, or manufacturers irregardless of the business partner, you can define discount groups. If you do not want special prices to depend on a business partner, you can also define special prices for a price list. These always apply if no special prices have been defined for a business partner. These special prices can also be defined on the basis of a particular date and/or quantity.
Automatic Price Calculation
When you enter a business transaction, such as an outgoing invoice or a purchase order, the system calculates the price for an item automatically. The system proceeds as follows here: 1. The system first checks whether a special price has been defined for the item for this particular business partner. This special price could also be based on a particular date or quantity. 2. If no special price has been defined, the system checks whether a discount group has been defined for the business partner that can be applied to the item. 3. If no special price has been defined, the system checks whether a special price has been defined for the item (for the price list entered in the master record of the business partner), which once again can be based on a particular date or quantity. 4. If no special price has been defined, the system copies the price for the item from the price list entered in the master record of the business partner. If a discount has been granted because of a special price, the discount is indicated in the detailed information of a line in the purchasing or sales document in the Discount % field. More Information Special Prices Special Prices for Business Partners Fields Managing Special Prices
Object
List of Business Partners Window
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Use this window to select the business partners for whom discount groups are to be copied. You can filter the selection by customer or vendor group, as well as business partner properties.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Code From ... To Enter the range of the Business Partner codes to include in the selection criteria. Customer Group Choose the group the customer belongs to. Vendor Group Choose the group the vendor belongs to. Properties Choose to display the Properties window. Choose All Choose to include all the business partners in the selection criteria.
Note
Note
For more information on input options in a window, see Getting Started. End of the note.
Object
Copy Special Prices to Selection Criteria Window
Use this function to copy for other business partners, the special prices defined for one business partner. To access the window, choose Selection Criteria
Note
Inventory
Price Lists
Special Prices
Copy Special Prices to
Note
Copy Special Prices to Selection Criteria Fields
Replace All Items
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The system copies all the special prices of the item for the selected business partners, regardless of the special prices that may have been defined for the other business partners. Special prices are, therefore, added and, if necessary, overwritten. Replace Only Existing Items The system changes the special prices of all items that exist for both the source business partner and the target business partner in this copy process. Do Not Replace Items The system adds all special prices of the items that do not exist for the target business partner in the copy process. No changes are made to the special prices of the items that exist for both the source and target business partners. More Information Special Prices Properties
Procedure
Copy by Filter
Using this command, you can copy the special prices defined for this business partner to other partners. You specify the business partners for which the special prices defined here are to be copied. Procedure 1. Specify the business partners by entering a number range. You can also narrow down the business partners selected according to customer or vendor group, as well as business partner properties. 2. Once you have made your selection, choose OK. The system then selects all the business partners that match the entered criteria. 3. You can also copy the special prices for all business partners by choosing ChooseAll. 4. Choose Update in the Define SpecialPrices window. You can select the following options to restrict the prices copied: Options for Restricting Copied Prices Option Replace All Prices Replace Prices of Overlapping Items Only Do not replace Item prices Description The system copies all the special prices of the customer for the selected business partners, irrespective of the special prices that may have been defined for the other business partners. Special prices are, therefore, added and, if necessary, overwritten. The system changes the special prices of all the items that exist for both the source business partner and the target business partner of this copy process. The system adds all the special prices of the items that do not exist for the target business partner of the copy process. No changes are made to the special prices of the items that exist for both the source business partner and the target business partner.
1. Complete the copy process by choosing OK in the Define Special Prices window.
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Procedure
Updating Special Prices Globally
Caution
Caution
Backup your database before updating special prices globally. End of the caution. You can update special prices for selected items and business partners in one of the following ways: Increase or decrease the discount percentage Change item prices by a certain percentage Refresh special prices according to their associated price list Delete a range of special prices Procedure Change the Discount Percentage 1. Choose Inventory Price Lists Special Prices Update Special Prices Globally
Change Discount % tab 2. Enter a percentage figure in the Change Discount % of Items in Selection Criteria by field. This determines the percentage that must be added to or subtracted from the current discount percentage as determined in the items row in the Special Prices for Business Partners window. Enter a positive amount, to increase the percentage discount, or a negative amount to decrease the percentage. 3. Select the following, as required: Automatic select to update all items marked as automatic in the Special Prices for Business Partners window (the Auto field is selected). Not Automatic select to update all items marked as not automatic in the Special Prices for Business Partners window (the Auto field is deselected). No Price List select to update all items that are configured as Without Price List in the Special Prices for Business Partners window (Without Price List is selected in the Price List field). 4. If you selected Not Automatic or No Price List, do one of the following: Select Affects Price to make the change in the discount percentage affect the discount percentage per row and the original Price After Discount. Deselect Affects Price to make the change in the discount percentage affect the discount percentage per row and the Price Before Discount, leaving the Price After Discount unchanged. This enables you to maintain a fixed price after discount.
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5. Choose OK. Refresh by Price List This option updates items that are associated with a price list but are not selected as automatic in the Special Prices for Business Partners window (the Auto field is deselected). The price in the price list will be multiplied by the discount percentage set in the Special Prices for Business Partners window, affecting the new special price. 1. Choose Inventory Price Lists Special Prices Update Special Prices Globally
Refresh by Price List tab. 2. Select the range special prices to update according to Business Partners and Items. 3. Choose OK. Delete 1. Choose Delete tab. 2. Select the range special prices to delete according to Business Partners and Items. 3. Choose OK. More Information Special Prices
Function
Inventory
Price Lists
Special Prices
Update Special Prices Globally
Update Special Prices Globally Window
Use this function to update all the special prices in SAP Business One. Three different ways to update the selection criteria of special prices are: Increase or decrease the discount percentage Change the item prices by a percentage Refresh special prices from their linked price list Select the relevant tab to choose the operation required, define the change and the selection criteria, and click OK. Example The landlord of the Peaches and Cream fruit store has raised the rent for the store by 20%. Annie, the manager, must now raise the prices of her produce by 7 %, which she has calculated will cover her increased costs. She backs up her company database before she begins the update. On the Change Discount % tab of the Update Special Prices Globally window, she types 7 in the Change Price of
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Items in Selection Criteria by field and chooses OK. She does not select any specific business partner or items since she wants to raise prices across the board. To view the changes, she opens the Special Prices for Business Partners window; any business partner she selects displays the updated prices. However, in the Price List window the original prices are evident. More Information Update Special Prices Globally, Change Discount Tab Update Special Prices Globally, Change Price Tab Update Special Prices Globally, Refresh by Price List Tab Update Special Prices Globally, Delete Tab
Object
Update Special Prices Globally, Change Discount Tab
You can set a discount percentage that is added or reduced to the current discount percentage defined for the item rows in the Special Prices for Business Partners Window.
Note
Note
Update Special Prices Globally, Change Discount % Tab
Change Discount % of Items in Selection Criteria by... Enter discount percentage. Enter a negative amount to reduce the discount percentage. Automatic Choose to update all the items selected as automatic (the Auto field is selected). Not Automatic Choose to update all the items not selectd as automatic (the Auto field is deselected). No Price List Choose to update all items linked to the Without Price List option. Affects Price Influences the way that the Not Automatic and the No Price List options are updated: Affects Price selected - changing the discount percentage affects the discount percentage per row and the original Price After Discount. Affects Price deselected -changing the discount percentage affects the discount percentage per row and the Price Before Discount, leaving the Price After Discount unchanged. This option enables you to maintain a fixed Price After Discount. More Information
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Update Special Prices Globally Window

Object
Update Special Prices Globally, Change Price Tab
You can set the percentage change of the price after discount. This percentage will be added to, or subtracted from, the special price defined in the item rows in the Special Prices for Business Partners Window.
Note
Note
Update Special Prices Globally, Change Price Tab
Change Price of Items in Selection Criteria by... Enter the percentage change in the price. Enter a negative amount to to reduce the price. Automatic Choose to update all the items selected as automatic (the Auto field is selected). Not Automatic Choose to update all the items not selectd as automatic (the Auto field is deselected). No Price List Choose to update all items linked to the Without Price List option. Affects Price Influences the way that the Not Automatic and the No Price List options are updated: Affects Price selected - changing the discount percentage affects the discount percentage per row and the original Price After Discount. Affects Price deselected - changing the discount percentage affects the discount percentage per row and the Price Before Discount, leaving the Price After Discountunchanged. This option enables you to maintain a fixed Price After Discount. More Information Update Special Prices Globally Window
Object
Update Special Prices Globally, Refresh by Price List Tab
This updates items linked to a certain price list that that are not selected as automatic in the Special Prices for Business Partners Window. The price in the price list will be multiplied by the discount percentage set in the Special Prices for Business Partners window and the result will change the new special price. The settings in this tab determine the range of the update.
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More Information Update Special Prices Globally Window

Object
Update Special Prices Globally, Delete Tab
Use this tab to delete special prices for the selected range. More Information Update Special Prices Globally Window
Function
Discount Groups
You can define more general discounts, that is, discount groups, for a business partner. You can define one of the following discount groups: Item Group discount A combination of item properties discount Item Manufacturer discount This discount is applied to the price list specified for the business partner in the master record. A discount group for a business partner can only be determined by one of these parameters. Fro example, if you have defined a discount group for item groups, you cannot define a further group for manufacturers. To define discount groups, choose Inventory Price Lists Special Prices Discount Groups .
The discount groups are defined on the following tabs: Item Groups Properties Manufacturer More Information Discount Groups Window Managing Discount Groups
Procedure
Copy Discount Groups
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The discount groups you have defined for a business partner (BP) can be copied for other business partners. Procedure 1. Choose Inventory Special Prices Define Discount Groups .
2. Select a business partner. 3. Choose Copy to SelectionCriteria. The Choose BP sub-window opens. 4. Specify the business partners by entering a number range.
Procedure
Managing Discount Groups
Use the procedures below to define the discount groups in SAP Business One. Procedure
Defining Discount Groups
1. Choose
Inventory
Price Lists
Special Prices
Discount Groups.
The Discount Groupswindow appears. 2. Enter the business partner code. The name of the business partner appears. The standard search functions are available to help you find the business partner in the system. The discount groups are defined in accordance with the item groups, the item properties or the manufacturers. The item groups defined in the system are displayed in the form of a list. 3. In the Discount %field, enter the required discount for each item group.
Example
Example
This example illustrates the effect of the discount group: If a customer purchases an item for which no special price has been defined for this customer, but which belongs to an item group with a discount, the discount is granted and entered in the order. End of the example. 4. To define new item groups in this window, choose New Group. 5. To reset the entries made, reset the discount to zero and choose Reset. 6. After you have made all your entries, choose Addto save the discount groups.
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Defining Discounts for Item Properties and Manufacturers
1. Choose
Inventory
Price Lists
Special Prices
Discount Groups.
2. Select a business partner. 3. In the Discount %column on the Propertiesor Manufacturerstab, enter the required discount for each item property. If an item has several properties for which a discount has been specified, the system calculates the valid discount according to the rules that apply. 4. To reset the entries made and the discount to zero, choose Reset. 5. To save the discount groups, choose Addand Update.
Copying Discount Groups
1. Choose
Inventory
Special Prices
Define Discount Groups
2. Select a business partner. 3. Choose Copy to Selection Criteria. The Choose BP window appears. 4. Specify the business partners by entering a number range. More Information Discount Groups Discount Groups Window
Object
Discount Groups Window
Use this window to define discount groups. More Information Discount Groups Discount Groups, Item Groups Tab Discount Groups, Properties Tab Discount Group, Manufacturer Tab
Object
Discount Groups: Item Groups Tab
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Define discounts for existing groups or create new groups by choosing New Group.
Note
Note
Item Groups Tab
Discount % Displays the discount percentage for each item in the selected item group. Reset Choose to reset all discount entries to zero. Copy to Selection Criteria Enables you to copy discounts from one business partner to others by selection criteria. More Information Discount Groups Discount Groups Window
Object
Discount Groups: Properties Tab
You can define discounts for each of the item properties. If an item has more than one property, use theDisc. Relations (discount relations) list to select a ratio between different discounts.
Note
Note
Discount Groups, Properties Tab
Properties Indicates the name of a specific property, such as color. Discount % Displays the discount percentage for each property. Disc. Relations: Use when there are discounts for more than one property. Select one of the following options from the list: Lowest Discount: The property with the lowest discount will determine the overall discount calculated for the item.
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Highest Discount: The property with the highest discount will determine the overall discount calculated for the item. Average Disc.: The system calculates the average of all the discounts for the properties. The average is used as the discount. Discount Totals: The system adds together all discounts of the properties that apply to the item. The total (up to 100%) is used as the discount. Reset Resets all entries to zero. Copy to Selection Criteria Enables you to copy discounts from one business partner to others by selection criteria. More Information Discount Groups Discount Groups Window
Object
Discount Groups: Manufacturer Tab
You can define discounts for each manufacturer linked to the items.
Note
Note
Manufacturer Tab
New Manufacturer Choose to define a new manufacturer in this field. Reset Choose to reset all entries to zero. Copy to Selection Criteria Enables you to copy discounts from one business partner to others by selection criteria. More Information Discount Groups Discount Groups Window
Object
Change Discount Percent
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Use this window to change the percent value of specific discounts on special prices.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Change Discount % of Items in Selection Criteria by... Percent Enter the percentage amount by which you want to change the discount.
Example
Example
If you enter 10 in this field, all the discounts of the selected special prices are decreased by one percent. End of the example. Automatic Select to update all the Automatic special prices. Not Automatic Select to update all the Not Automaticspecial prices. No Price List Select to update all the special prices that do not refer to a price list. The discount value for such special prices that do not refer to a discount is zero. This value is changed accordingly by the entry, and the price is changed by the percentage value. Affects Price The Not Automaticand No Pricelist options can be updated in one of the following ways: Select Affects Priceto change the discount percentage which affects the discount percentage per row and the price after discount (calculated by multiplying the price after discount by the new discount percentage). Clear Affects Priceto change the discount percentage which affects the discount percentage per row and the price before discount. In addition, it leaves the price after discount as it was. This option enables you to set a fixed price after discount. More Information Update Special Prices Globally
Procedure
Defining Quantity-Based Special Prices
Procedure 1. Choose Inventory Special Prices Define Special Prices .
The Define SpecialPrices window appears. 2. In the Define SpecialPrices window, make your general settings for defining the special price of an item for a business partner. Go to the function for maintaining a quantity-based special price by double-clicking the row number of the
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required item. The Special Prices ItemDetails sub-window opens. 3. In the Special Prices Item Detailsscreen, choose a line by once again double-clicking the line number. The Special Prices Hierarchiessub-window opens. Once you have entered or changed the price, the system automatically calculates the discount from the difference between quantity-based and the date-dependent special price. 4. Confirm your entries with Update in the Special Prices Hierarchieswindow and the Special Prices ItemDetails window. 5. Then save the modified special prices by choosing Update in the Define SpecialPrices window. If you are specifying quantity-based special prices, the special price is displayed in blue in the Special Prices ItemDetails window.
Note
Note
You do not have to define a date dependency in addition to the one defaulted by the system in order to define quantity-based special prices. You can also define quantity-based special prices directly based on the special price for the business partner. End of the note.
Procedure
Defining Special Prices for Business Partners
Procedure 1. Choose . The Define SpecialPrices window appears. 2. Enter the relevant information. 3. Confirm your entries with Addor Update. 4. Save the modified special prices by choosing Update in the Define SpecialPrices window. If you expand the lines for a special price as described above, the line containing the special price is displayed in blue in the Define SpecialPrices window.
Note
Inventory
Price Lists
Special Prices
Note
If you want a special price to apply to other business partners, copy the price. End of the note. 5. Once you have defined all of the special prices for the business partner, confirm your entries by choosing
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Update. More Information Special Prices for Business Partners

Object
Delete Special Prices
Use the window to delete the selected special prices. More Information Update Special Prices Globally
Object
Special Prices - Item Details
Note
Note
Special Prices Item Details Window
Valid From, Valid To (fields) Enter the validity period for the special price. If you specify several validity periods, the system checks whether they overlap. If any periods overlap, the system displays an error message. Price List (drop-down) Enter the price list for the date-dependent special price. To choose a price list, click the drop-down icon on the right of the field. Choose an entry from the drop-down list by selecting it. You can also choose the entry Without Price List here. The special price is then not calculated on the basis of a price list. Instead, you enter the special price manually. Discount Enter the discount for the date-dependent special price. If you enter a discount, the price of the item from the price list is adjusted accordingly. Price The system calculates the price on the basis of the specified price list and the discount entered here. You can change the price manually. If you change the price, the system automatically corrects the discount to indicate the difference between the price specified here and the price in the selected price list. Auto (check box) If the indicator in this field is set, the special price is also changed when the price list is updated. If the price in the price list increases, the special price is also recalculated on the basis of the increased price list price and the discount for the special price. If you delete the indicator by selecting it, the special prices in the scenario described above are not changed.
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Function
Use the Pick and Pack Manager to handle your picking activities. The process starts with the creation of a pick list, moves to the reporting of picked quantities, and terminates with the packaging and delivery. Pick and pack statuses are: Open - Displays the open Sales Order or Reserve Invoicerows. Released - Displays the released quantities ready to be picked that exist in the pick list Picked - Displays the picked quantities. Additionally, the Pick and Pack Manager with the Released or Picked status is displayed in two views, Summary and Detailed. The summary view displays a different picking list for each row, whereas the detailed view displays a line per pick list row.
Note
Note
When an item is an Assembly BOM, the row is displayed in blue. End of the note. You can display the rows in the Pick and Pack Manager as item rows, or you can group the rows according to the creating document (Sales Order or Reserve Invoice). The Pick and Pack Manager enables you to release some or all items to a pick list, perform a partial pick for the items, or pick all items. You can also create a delivery note at any stage of the picking process. Choose Inventory Manager, Selection Criteria. Pick and Pack Pick and Pack Manager to display the Pick and Pack
To display additional fields in the Pick and Pack Manager window, click fields. Prerequisites You have created a sales order with approved status. More Information Pick and Pack Procedure Pick and Pack Manager, Status Open Pick and Pack Manager, Status Released Pick and Pack Manager, Status Picked Pick List
on the toolbar and select additional
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Object
Pick and Pack Manager - Selection Criteria
Use this window to enter the selection criteria to determine the data displayed in the Pick and Pack Manager. You can then release, print, pick, and deliver items according to your specific selection criteria. To open this window, from the Main Menu choose Manager . Inventory Pick and Pack Pick and Pack
To view the following fields, select the Open or Released status with Detailed view.
Note
Note
General Area Fields (Open Status or Released Status with Detailed View or Picked Status with Detailed View)
Status Select the status in which the Pick and Pack Manager window opens. This selection determines which fields are displayed in the pick list. Group By Only for Open status. Select one of the following None (default) The rows in the Pick and Pack Manager are not grouped. Document The rows in the Pick and Pack Manager are grouped by the creating documents. If Group by Document is selected, the Warehouses table does not appear in the window. View Only for Released and Picked status. Select one of the following views: Detailed displays the pick list lines Summary displays one line per pick list
Note
Note
The Pick and Pack Manager is displayed in the same view that you select here. However, you can change that view. End of the note. Sales Order From...To..., Reserve Invoices From.. To.., Orders and Res. Inv. From...To...
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Choose one of the following document types from the list: Sales Orders Reserve Invoices Orders and Reserve Invoices (Orders and Res. Inv.) Then enter the range to be included in the Pick and Pack Manager.
Note
Note
The fields appear according to the document type chosen. If Reserve Invoices is selected, then the fields that do not exist in this document do not appear. If Orders and Reserve Invoices is chosen and no dates are included in the From...To... fields, all the documents are displayed. End of the note. Posting Date From ... To... Enter the range of Sales Order or Reserve Invoice posting dates to be included in the Pick and Pack Manager. Required Date From ... To... Enter the range of Sales Order or Reserve Invoice request dates to be included in the Pick and Pack Manager. Delivery Date From ... To... Enter the range of delivery dates to be included in the Pick and Pack Manager. Cancellation Date From... To... Enter the range of cancellation dates to be included in the Pick and Pack Manager. Customer From... To ... Enter the range of customer codes to be included in the Pick and Pack Manager. Priority From... To... Select the range of customer priorities to be included in the Pick and Pack Manager. Fulfillment % From... To... Enter the range of fulfillment percentages of Sales Order or Reserve Invoice rows to make available for picking. Sort Select to sort the Pick and Pack Manager by: Delivery Date Customer Document Number Warehouse (ifGroup by None is selected) Priority To view the following fields choose the Summary view for the Released or Picked status.
General Area Fields (Released or Picked Status, Summary View)
Pick Date From ... To...
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Enter the range of pick dates for the pick list. Owner Enter the range of codes for employees who created the pick list. Picker Enter the range of employee names for employees who are responsible for the picking. Pick List No. Enter the range of pick list numbers to be displayed. Sort by Select to sort the Pick and Pack Manager display by: Picker Pick Date Pick List In the Warehouses area you can track warehouses according to the location. The Warehouses area is not displayed if Group by Document is selected. Select the checkbox to include the row in the Pick and Pack Manager. More Information Pick and Pack Manager Pick and Pack Manager, Status Open Pick and Pack Manager, Status Released Pick and Pack Manager, Status Picked
Object
Pick and Pack Manager - Open
In the Pick and Pack Manager Open view you can see all open Sales Orders and Reserve Invoices, and select those that you wish to release to a pick list or send straight for delivery. You can see the quantity of items that are unreleased, unpicked and undelivered, and change the quantity to be released. Use this window to release items to pick lists or release to delivery. The window displays all the Sales Order or Reserve Invoice rows that are still open and are ready to be released. To access this window, choose OK after entering the required data in the Pick and Pack Manager - Selection Criteria window. When you open the Pick and Pack Manager, the rows are sorted according to the sort selected in the Pick and Pack Manager Selection Criteria window. To re-sort the rows according to one of the fields, double click on a column header.
Note
Note
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If you open the Released or Picked views, and then return to the Open view, the order reverts to the sort selected in the Pick and Pack Manager Selection Criteria window. End of the note. To select a row, select the checkbox in the second column of each row. To select all rows, double-click the column header.
Note
Note
If you selected Group by Document in the Pick and Pack Manager Selection Criteria window, each row is an aggregation of the originating Sales Order or Reserve Invoice. To see all items in the document, click in the third column to expand the row. End of the note.
Note
Note
Some of the fields described below are not displayed by default, but must be selected in the Form Settings window. To open the Form Settings window, from the toolbar select . End of the note.
Note
Note
Pick and Pack Manger Status Open
Find Document Number Enter a document number to find the document in the list. If there is more than one row with the same document number (as can occur when you have not grouped the rows according to document number), the first row in the list is selected. Transact. Type Displays the type of accounting document. Doc. No. Displays the number of the Sales Order or Reserve Invoice. Doc.Row Displays the row number in the Sales Order or Reserve Invoice . Delv/Due Date Displays the expected date for the goods to be delivered. Open Displays the remaining number of items for the Sales Order or Reserve Invoice row. The value of the field is calculated as Open quantity (from the Sales order or Reserve Invoice) minus released quantity minus picked quantity. To Release Displays the number of items to be released to the pick list for the Sales Order or Reserve Invoicerow. You can
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change this value. Avail. to Release Displays the number of items available for release to a pick list in the warehouse. The value of the field is calculated as In Stock minus the sum of all To Release amounts in the rows above. Fulfillment % Displays the fulfillment percentage, indicating the ability to fulfill delivery, calculated as Avail. to Release divided by Open. When the row is grouped, the fulfillment percentage for the group is calculated as the group sum of To Release divided by the group sum of Open. BOM Type BOM-related information (Assembly or Sales BOM component).
Note
Note
The BOM Type field is not displayed by default. Select it in the Form Settings window. End of the note. Release to Pick List Choose to open the Pick List Details and enter the details for the Pick List header. Deliver Choose to open a Delivery and create the document for the item. Expand Choose to expand all grouped rows. The pushbutton is displayed if you selected Group by Document in the Pick and Pack Manager Selection Criteria window. Collapse Choose to aggregate all expanded rows. The pushbutton is displayed if you selected Group by Document in the Pick and Pack Manager Selection Criteria window. Shipping Type Displays how the order is to be shipped, as specified in the sales document. For example, air cargo or courier. Ship-To Address Displays the Address Nameto which the order is to be delivered, as defined in the Business Partner Master Data.
Note
Note
If multiple rows are selected for delivery, a different delivery will be created for each customer and each Address Name. If two rows both have the same Address Name but different address details, it is the Address Name that determines the shipping destination. End of the note. Price Displays the price of each unit item. Total
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Displays the total price for the whole quantity of the item. Free Text Displays the Free Text as entered in the Sales Order or A/R Reserve Invoice. More Information Pick and Pack Manager Pick and Pack Manager, Selection Criteria
Object
Pick and Pack Manager - Released
This window displays all pick lists with the status Released. You can display the data in two views: detailed and summary. To open this window, choose OK after entering the required data in the Pick and Pack Manager - Selection Criteria window. To select a row, select the checkbox in the second column of the row. To select all rows, double-click the column header.
Note
Note
Pick and Pack Manager Released, Detailed View
Pick No. The number of the pick list. Transact. Type The type of accounting document. Doc. No. The number of the sales order. Doc. Row The number of the sales order row. Del. Date The planned delivery date. Customer Code, Customer Name The code and name of the business partner. Released The number of released items that have not been picked yet. You can update this value. Avail. to Pick The number of items available in the warehouse . The value of the field is In Stock Picked (total picked for the item).
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BOM Type BOM-related information (Assembly or Sales BOM component).

Note
Note
The BOM Type field is not displayed by default. Select it in the Form Settings window. End of the note. Required Date The expected date for the goods to be delivered. Cancellation Date The date after which the goods cannot be delivered.
Pick and Pack Manager Released, Summary View
Pick Number The number of the pick list. Pick Date Enter the date for the picking. The date from the pick list is displayed by default. Picker Enter the code of the employee who is responsible for the picking. The code of the employee currently logged on is displayed by default. User The code of the employee who created the pick list. Remarks Enter any free text regarding the pick list. Deliver Displays the Delivery window with the selected items and quantities, and lets you pack the items and process the delivery note. More Information Pick and Pack Manager Pick List Delivery
Object
Pick and Pack Manager - Picked
This window displays the items that are already picked but have not been delivered yet. You can display the data in two views detailed and summary. To access this window, choose OK after entering the required data in the Pick and Pack Manager - Selection Criteria window. To select a row, select the checkbox in the second column of the row. To select all rows, double-click the column
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header.
Note
Note
Pick and Pack Manager Picked, Detailed View
Transact. Type Displays the type of accounting document. Doc. No. Displays the number of the sales order. Doc. Row Displays the number of the sales order row. Del. Date Displays the planned delivery date. Released Displays the number of items that are released but have not been picked yet. You can update the value. BOM Type BOM-related information (Assembly or Sales BOM component).
Note
Note
The BOM Type field is not displayed by default. Select it in the Form Settings window. End of the note. Required Date Displays the expected date for the goods to be delivered. Cancel Date Displays the date after which the goods cannot be delivered. Picked Displays the number of picked items that are already picked but have not been delivered yet. % Percentage of the total quantity of items in the sales order line available for picking.
Pick and Pack Manager Picked, Summary View
Pick Date Enter the date for the picking. The date is taken from the pick list. Picker Enter the code of the employee who is responsible for the picking. The code of the employee currently logged on is displayed by default. User Displays the code of the user who created the pick list.
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Remarks Enter any free text regarding the pick list. Deliver Displays the Delivery window with the selected items and quantities and enables you to pack the items and to process the delivery note. More Information Pick and Pack Manager Pick List
Function
Pick List
Use this window to support the picking process of items from the warehouse. You sort the pick list, print it, and report picked quantities. To open this window, in SAP Business One, choose Prerequisites You can print the pick list after you have met the following requirements: 1. You have an open sales order. 2. You have created a pick list and released the items for picking from the Pick and Pack Manager. More Information Pick List Window Pick and Pack Procedures
Object
Inventory
Pick and Pack
Pick List
Pick List Window
Use the Pick List to pick items from the warehouse and to pack them for shipping. To access the window, choose
Note
Inventory
Pick and Pack
Pick List.
Note
Pick List Fields
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Pick Number Displays the sequential pick list number assigned by the system. Pick Date Enter the date for the picking. The date selected in the Pick List is displayed by default. User Displays the code of the user selected in the Pick List. You can change this value. Picker Enter the name of the employee who is responsible for the picking. The name of employee selected in the Pick Listis displayed by default. Status Displays the current status of the pick list: Released the pick list is released for picking. You can update the list. Partially Picked certain items have been picked from the pick list. However, an open quantity still exists. You can update the list. Picked all the items have been picked. You can update the list. Partially Delivered certain items have been delivered. You cannot update the lines for the delivered items. Closed the pick list is closed. No additional items are planned to be picked or delivered. Remarks Enter any free text regarding the pick list. Shipping Type Choose the shipping type for the delivery, for example, by air. Transact. Type Displays the type of accounting document. Doc. No. Displays the number of the sales order. Customer Code Displays the code of the business partner. Delv/Due Date Displays the planned delivery date. Ordered Displays the quantity for the ordered items. Released Displays the number of items that are released but have not been picked or delivered yet. Picked Enter the number of items that have been picked but not delivered yet. Available to Pick Displays the number of items that are still available for picking. Open to Pick Displays the value of the field, which is equal to: <the number of the ordered items per order line> (<delivered items per order line> + <released items in other
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pick lists>) Deliver Displays the Delivery window and enables you to pack the items and to process the delivery note. Pick All Choose to automatically pick all open items for the line. If only a partial quantity is available for the item, SAP Business One selects the minimum quantity between Open to Pick and Available to Pick. Clear All Choose to clear the Picked field. More Information Pick List Pick and Pack Manager Delivery Pack
Background
Pick and Pack - Special Row Types in Delivery Documents
Features Special row types are drawn from the Sales Order to the Delivery, when creating the Delivery from the Pick and Pack Manager or a Pick List. This behavior is similar to the way that the Document Generation Wizard (DGW) handles special row types. However, unlike DGW, after the delivery is created you can edit the contents, including the special row, before saving. The special row types are Text and Subtotal (The Alternative Item special row type is available only in Sales Quotations). The special row types are drawn as follow Text - All text rows from the Sales Order are drawn to each Delivery, even in the case of partial delivery when not all rows are drawn. The rows in the delivery maintain the same relative order as in the Sales Order, even if not all rows were drawn to Delivery. Subtotal - When drawing a whole sales order to a Delivery, all sub-totals are drawn to the Delivery, maintaining the same order as in the Sales Order. In the case of partial delivery, sub-totals are drawn only if one or more rows, which are associated with a sub-total, are also drawn. More Information Pick and Pack Manager Pick List
Background
Assembly Components' Pick List
Features When you print a Pick List with Assembly BOMs, the Assembly Components' Pick List page is also printed.
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In the Pick List, each row representing an Assembly BOM item is printed in the Assembly Components' Pick List, with the details of each child item printed in a separate row. If the component of an assembly is itself an assembly parent item, SAP Business One retrieves the Items that make up the sub components, and consolidates the rows in the Assembly Components' Pick List according to Item and Warehouse. More Information Pick and Pack Manager Pick List
Function
Define Packages
The packaging function is available on the Goto menu for documents that create an outbound inventory transaction: Sales A/R documents: Delivery, Invoice, Invoice + Payment Purchasing A/P documents: Goods Returns, A/P Credit Memo Inventory transfers Prerequisites You have defined package types in the system definitions More Information Packages Setup Window
Background
Printing
After you have added a document containing serial numbers you can attach a relevant print to the documents regular print. Select the appropriate option and choose OK.
Procedure
Printing Inventory Lists
Procedure 1. Choose Inventory Inventory/Stock Posting .
2. To print the inventory list for the selected items and for the selected warehouse, choose File and Print or click on the appropriate icon on the toolbar. You can create a print preview via this menu before you print out the list.
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3. If you want to change the layout of your inventory lists, call up the document editor by choosing Inventory Tracking and DocumentEditing. When you print your inventory lists, the warehouse stock stored in the system should not be printed out as well. This ensures that the inventory count result is correct. 4. To prevent the warehouse stock stored in the system from being displayed or printed, choose Hide Quantity Storedin the bottom right of the window.
Function
Inventory Reports
The inventory reports enable you to display information about items and their inventories, as well as the valuation of the inventories. You can: Generate a list of all the items defined in the system (active and inactive), as well as information about the items such as last prices and serial/batch information Create a list of inventory postings Analyze the inventory situation for items or display the inventories of items in each warehouse Start a valuation for warehouse inventory To access these reports, choose Activities Items List - Selection Criteria Last Prices Report Inactive Items - Selection Criteria Item Query Creating the Inventory Posting List Inventory Status - Selection Criteria Inventory in Warehouse Report - Selection Criteria Inventory Audit Report - Selection Criteria Inventory Valuation Report - Selection Criteria Serial Numbers Transactions Report - Selection Criteria Batch Number Transactions Report - Selection Criteria
Object
Inventory
Inventory Reports
Items List
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This report generates a list of items, as defined in the Items List, Selection Criteria window.
Note
Note
Item List Fields
In Stock Total quantity of item in stock. Bar Code International item number (EAN) or bar code, if specified in the item master data. Inventory UoM The item's inventory UoM, if specified in the Item Master Data. Last Revaluation Price If stock revaluation has been carried out, the last revaluation price is displayed. Last Purchase Price The last purchase price for the item, as defined in the Last Purchase Price list. Price List 01,. Price List 02 etc. Item prices in the price lists as defined in the system, with one column for each price list. Scroll horizontally in the window to display the columns for additional price lists.
Note
Note
You can print the prices from one price list only. To choose the price list to print, click its column header and then click the print icon in the toolbar. If you do not select a price list, the system prints by default the prices from the Cost/Price column. End of the note.
Object
Inactive Items - Selection Criteria
Use this report to find out which items have not been used for a defined transaction since a specified date. To access the Inactive Items Selection Criteria window, choose Inactive Items More Information Inactive Items Report . Inventory Inventory Reports
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Object
Inactive Items Report
The list shows all items that do not appear in any of the selected sales documents since a specified date.
Note
Note
Inactive Items Report Fields
Invoices The system selects all options by default. Deselect an option to deactivate a sales document type. If you select only Quotations, for example, the report lists all items that have been used in quotations, but not in orders, delivery notes, or invoices. Choose Scan each time you change your selection of documents. Delivery Orders The system selects all options by default. Deselect an option to deactivate a sales document type. If you select only Quotations, for example, the report lists all items that have been used in quotations, but not in orders, delivery notes, or invoices. Choose Scan each time you change your selection of documents. Orders The system selects all options by default. Deselect an option to deactivate a sales document type. If you select only Quotations, for example, the report lists all items that have been used in quotations, but not in orders, delivery notes, or invoices. Choose Scan each time you change your selection of documents. Quotations The system selects all options by default. Deselect an option to deactivate a sales document type. If you select only Quotations, for example, the report lists all items that have been used in quotations, but not in orders, delivery notes, or invoices. Choose Scan each time you change your selection of documents. Qty in Stock The available inventory of the inactive items appears here. Regular Vendor Code The number of the main vendors of the inactive items appears here, provided they have been defined in the item master records. More Information
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Inactive Items, Selection Criteria

Object
Item Query
The Item Query report provides an overview of the most important item data. This can extremely useful in telesales, for example, allowing you to provide customers with information on the availability and price of an item quickly and accurately. Using individual queries, you can also create your own item queries to display additional or other fields for an item. To open this window, choose
Note
Inventory
Inventory Reports
Item Query
Note
Item Query Fields
Quantity in Stock The actual quantity physically in stock. Available Quantity The system calculates the available quantity as follows: <quantity in stock> <quantity reserved in orders for customers> + <quantity that has been ordered from vendors but not yet supplied> Price List, Price The price is displayed in accordance with the defined price lists for the item. You can select a different price list. The associated price for the item is then displayed. If the price in the selected price list is in a foreign currency, an additional field is displayed under the Price field, indicating the price in the local currency. Default Vendor, Manufacturer No. The default vendor defined for the item in the item master record. If the master record contains an originator catalog number for this vendor, this number is also displayed.
Procedure
Generating the Inventory Posting List
The inventory posting list provides an overview of all postings in the system, based on various selection criteria and sort options. You can generate a report for specified warehouses based on one of the following selection criteria: Item Business partner
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Other: Enables you to specify a selection criterion such as warehouse or sales employee. Procedure 1. Choose Inventory Inventory Reports Inventory Posting List .
The Inventory Posting List Selection Criteria window appears. 2. To base the report on items, business partners or other criteria, choose one of the following tabs and make the required selections: Item BP Other For more information, see Inventory Posting List Selection Criteria: Items, BP, Other 3. Make the required selections in the Trans. Selection Criteria area. For more information, see Inventory Posting List Selection Criteria: Transaction. 4. To select by location or warehouse, select one of the following tabs and specify the required criteria: By Location By Whse 5. To generate the Inventory Posting List Report, choose OK. Result The Inventory Posting List Report is generated. It contains the data defined by the selection criteria. Example In this example, an inventory posting list is created, based on two sales employees. The example assumes that the system has been set up with the required data. You open the Inventory Posting List Selection Criteria window. The three tabs Item, BP and Other are displayed. You choose the Other tab. You click the By field and select Sales Employees from the list. Then you choose Selection and select two employees from the list. To restrict the report to specific warehouses, you choose the Whse tab and enter the required range of warehouses. You choose OK and the report is generated in a new window. The report shows the documents that were selected by the selected sales employees. To view more information, you click in any of the rows.
Object
Inventory Posting List - Selection Criteria: Items, BP, Other
The inventory posting list can be displayed in various grouping options:
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Item Business partner Other criteria, such as warehouse The grouping option is determined by your selection of tabs (Item, BP or Other). To open this window, choose Inventory Inventory Reports Inventory Posting List by Item .
Select the Item tab to include items from transactions with vendors and customers or other inventory transactions. Select the BP tab to include all upward and downward inventory adjustments for the specified items for each business partner. Select the Other tab to include one of a range of selection criteria, for example: Sales employee Project code Serial number Receipt quantity Issue quantity
Note
Note
Items Tab
Hide Items with Zero Quantities Excludes items with a zero quantity.
Other Tab
By Criterion according to which the inventory posting report is displayed. Selection Opens a list of additional values for the selection criterion specified in the By field. Choose the required values from the list. More Information Inventory Posting List Selection Criteria: Transaction Generating the Inventory Posting List
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Properties Inventory Posting List- Selection Criteria (Other tab)

Object
Inventory Posting List - Selection Criteria (Other Tab)
This window enables you to make selections when you have chosen the Other tab in Inventory Posting List - Selection Criteria. The contents of the window are defined according to the option you select on the Other tab. To open the window, choose the Selection button on the Other tab.
Note
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Display Displays the data from this criterion. Criterion Value This column presents values for selection, according to the criterion chosen in the By field in the Inventory Posting List Selection Criteria, Other tab. Before selecting the Display field, you can see the description of the line in this column. These values can be of warehouse, sales employees, etc. More Information Inventory Posting List Selection Criteria: Items, BP, Other
Object
Inventory Posting List - Selection Criteria: Transaction
The Inventory Posting List Selection Criteria window includes the following areas: Trans. (Transaction) Selection Criteria By Location tab By Whse (Warehouse) tab For more information, see Inventory Posting List Selection Criteria: Items, BP, Other. To open this window, choose Inventory Inventory Reports Inventory Posting List by Item .
Note
Note
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End of the note.

Transaction (Trans.) Selection Criteria Fields
Sort Select Sort to open the sort table. You can specify up to three parameters by which you want to sort the report results. If Sort is not selected, the system sorts the documents for each item or business partner by the posting date in ascending order. Use the field on the right to determine whether you want to display all the postings with totals, only the postings, or only the totals in the report results. Click and select the relevant entry from the list.
You can sort the report results by any field in the table, for example, by warehouse number or serial number. In addition to the main criterion, you can specify two additional sort criteria. For example, if you select the warehouse number as the main sort criterion and the display by serial number as the second criterion, the system sorts all postings by warehouse and serial number. Click and select the sort criterion or criteria from the list.
Select whether you want the list to be sorted in ascending or descending order. Select Yes in the Total column if you want the system to display subtotals for a sort criterion. If you enable the display of subtotals, the report list displays different subtotals for each change of the sort criterion.
Note
Note
If you choose the warehouse number as a sort criterion, for example, the system displays subtotals for each warehouse with inventory postings for an item. Therefore, you should consider which totals information is the most important and limit the number of subtotals to avoid cluttering up the display. End of the note. Print BP/Item on Separate Page Prints each item or business partner on a separate page. If this option is not selected, the list is printed continuously when you print the report results. This means that a single page may contain documents for several items or business partners, depending on your selection. This minimizes the amount of paper used. Print Directly Prints the report results without displaying them on the screen first. Choose All Generates the list of all inventory postings in the system. You can also specify information regarding the printing of the report results. Hide Trans. Without Qty Change Excludes inventory transactions without changes in quantity.
By Whse (Warehouse) Tab
Select the By Whse tab to make the selection by warehouse.
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You can define a range of included or excluded warehouses. For example, if you include warehouses 01 to 10 and exclude warehouses 06 to 08, only warehouses 01 through 05 and warehouses 09 and 10 are considered in the report.
By Location Tab
Select the By Location tab to make the selection by location. Select or deselect the locations to be included in or excluded from the report. More Information Generating the Inventory Posting List
Object
Inventory Posting List Report
You can view the list of inventory-related postings for each item or business partner or other criteria, depending on your selection. To open the report, choose OK in the Inventory Posting List Selection Criteria window.
Note
Note
Inventory Posting List By Items or Business Partners
Posting Date Date on which the document that changed the inventory was created. Document The type and number of the document (the type is displayed as an abbreviation, such as IN for iInvoice). G/L Acc. / BP Code Code of the business partner for whom the document was entered, or the G/L account in which the inventory transaction was posted (relevant for list by item only). G/L Acc. / BP Name Name of the business partner for whom the document was entered, or the G/L account in which the inventory transaction was posted (relevant for list by item only). Qty Quantity of the item in the document. For inventory transactions only. Price Price of the item in the transaction. Balance The cumulative balance for each inventory posting of the item (relevant for list by item only). Details Remarks are displayed as they appear in the documents.
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Inventory Posting List By Other Criteria
Posting Date Posting date of the inventory transaction. Document Document type of the inventory transaction. WH Warehouse number of the stock transaction. BP Code Code of the business partner who participated in the inventory transaction. Item No. Code of the item in this inventory transaction. Qty Quantity of the item in the specific warehouse. Price Price of the item in the transaction. Details The remarks are displayed as they appear in the documents. More Information Inventory Posting List Selection Criteria: Items, BP, Other Inventory Posting List Selection Criteria: Transaction
Object
Inventory Status - Selection Criteria
Use this report to analyze the current inventory status and to check the planned inventory transactions for a specific item. Planned inventory transactions include: Stock that is to be shipped to customers or used for production Stock that has been ordered from vendors or production and is to be received into the warehouse To open the Inventory Status window, choose Inventory Inventory Reports Inventory Status
, specify the selection criteria, and choose OK .

Note
Note
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Inventory Status Selection Criteria Fields
Hide Items with Zero Quantities Exclude items with zero quantities from the In Stock, Committed, and Ordered columns.
Procedure
Displaying Inventory Status
The Inventory Status Fields window displays a list of items with the current inventory status. Procedure 1. To open this window, choose SAP Business One Main Menu. Inventory Inventory Reports Inventory Status from the
2. In the Inventory Status Selection Criteria window, choose OK. 3. To find an item, enter the item number in the Item No. field. The cursor moves to that item in the list. Inventory Status Fields Field Item No. Item Description In Stock Committed Ordered This is the quantity physically in the warehouse. The stock that is reserved for customers (Sales Orders) and for production (Production Orders). The quantity that has been ordered from vendors (Purchase Orders) and the quantity that is planned to be completed from production (Production Order). The quantity of an item that will be available when the Committed stock is issued from the warehouse and the Ordered stock is received into the warehouse. The quantity is calculated as follows: Available = In Stock + Ordered Committed If the available stock for an item is negative, the value is displayed in red. 4. To further investigate planned inventory transactions, when Committed or Ordered quantities exist for an item, double-click the row number of an item. A list of all planned inventory transactions for the item is displayed, including all documents that influence the Committed or Ordered quantities for the item. Inventory Status Planned Inventory Transactions Field Activity / Description The document type and number. The type is displayed as an abbreviation, such as OR Activity / Description The number of the item, as defined in the Item Master Data window. The description of the item, as defined in the Item Master Data window. The current stock level of the item.
Available
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Document Customer/Vendor Order Date, Delivery Date Committed
Ordered
for order or PO for purchase order. The name of the business partner in the document. The order date and delivery date from the document. If the document is a Production Order, the due date is displayed as the delivery date. The quantity specified in a Sales Order. If Production Orders are involved, the quantity of the item to use for production is displayed. The quantity specified in a purchase order. If Production Orders are involved, the quantity of the item to be produced is used. The column totals appear at the bottom of the table.
Object
Inventory in Warehouse Report - Selection Criteria
Whenever an item is purchased, sold, produced, or used in production, you specify the issuing or receiving warehouse in the corresponding document. The system proposes the default warehouse automatically. You can change this if necessary. You can also define inventory transfers between warehouses in the system. To ensure accurate inventory management by warehouse, it is essential to record the correct warehouse in every single document. If no warehouse is specified, SAP Business One proposes the defined default warehouse. This report lists the current inventories by warehouse based on the information in these documents. You can then implement measures such as inventory transfers, for example, to supplement the inventory of a warehouse. The information you specify here is displayed automatically the next time you call the report. To open the window, choose
Note
Inventory
Inventory Reports
Inventory in Warehouse Report
Note
Inventory in Warehouse Report Selection Criteria Fields
Hide Items with Zero Quantities Select to exclude items with quantity zero from the list. Warehouses Selection: By Location, By WH (Include From ... To, Excluding From ... To) Determine which storage locations will be included in the report. Make the selection by location, or by warehouse. If you select warehouse, define the range of included or excluded warehouses. You must select at least one warehouse for the report. Display: Normal, Detailed Report Select one of the following Normal: The report is displayed in normal layout Detailed Report: The report is displayed in extended layout.
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If Detailed Report is selected, the Price Source field appears. Click and choose the required price or price list from the list. More Information Inventory in Warehouse Report (Normal) Inventory in Warehouse Report (Detailed) Properties
Object
Inventory in Warehouse Report (Normal)
You can use this report to analyze the inventories of one or more selected items in one or more warehouses. Enter an item number or the first characters of an item number in the Find field to position the cursor on that item in the list. The system then places the first matching entry at the top of the list in the window. If the inventory for an item is negative, the value is displayed in red. To open the window, select Normal in the Inventory in Warehouse Report - Selection Criteria window.
Note
Note
Inventory in Warehouse Report Tabs
In Stock tab Displays a list of the selected items along with the corresponding total inventory in all warehouses. The inventories are displayed by warehouse for the selected warehouses in the columns to the right. Committed tab Displays a list of the selected items along with the corresponding total inventory for the item, as indicated in the sales orders and production instructions. If production instructions are involved, the quantity of the item to use for production is displayed. You can enter a warehouse for the delivery or issue for production in each of the documents. The total of the respective quantities for the warehouses appears in the columns to the right. Ordered tab Displays a list of the selected items along with the corresponding total inventory for the item, as indicated in the purchase orders and production instructions. If production instructions are involved, the quantity of the item to be produced is shown. You can enter a warehouse for the delivery or confirmation from for production in each of the documents. The total of the respective quantities for the warehouses appears in the columns to the right. More Information
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Inventory in Warehouse Detailed Report

Object
Inventory in Warehouse Report (Detailed)
Use this report to analyze the detailed inventories of one or more selected items in one or more warehouses. To open the window, select detailed in the Inventory in Warehouse Report - Selection Criteria window.
Note
Note
Inventory in Warehouse Report (Detailed)
In Stock Displays the quantity of the item physically located in the warehouse. Committed The item stock that is reserved for customers and for internal use is displayed here. The stock that is reserved for internal use is the quantity of the item that will be used in a finished product based on the BOMs for existing production instructions and work orders.. Ordered This field shows the quantity of the item that has been ordered from the vendor. This figure consists of the quantity ordered from external vendors plus the quantity that is currently being produced and that will enter the warehouse by a certain date. Available The available quantity of an item is displayed. The quantity is calculated as: In Stock + Ordered Committed If the available stock for an item is negative, the value is displayed in red. To display details for the inventory situation of an item regarding open orders and work instructions, select (double click) the row for that item in the report. The system opens the Inventory status sub-window with future planned inventory movements for the item. Item Price Displays item price, according to the price source selected in the Inventory in Warehouse Report Selection Criteria window. Total The system valuates the warehouse inventory using the price of the item from the price list you specified above. These values are subtotaled for each warehouse and a grand total calculated for all warehouses. Choose Form Settings... to add more fields to the report More Information
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Inventory in Warehouse Report - Selection Criteria

Object
Inventory Audit Report - Selection Criteria
This report provides an audit trail for the posted stock transactions in the chart of accounts. You use this report to make comparisons between the accounting view (stock balance accounts) and the logistics view (stock value displayed by the audit report). The report explains the value changes in stock accounts.
Note
Note
When you print the report, you can also print the selection criteria on a separate page. End of the note. This report does not recalculate the cost but displays the information from the database. The report is available only for companies using the perpetual inventory system. To access the window, choose
Note
Inventory
Inventory Reports
Inventory Audit Report.
Note
To create what-if scenarios, use the Inventory Valuation Report - Selection Criteria. End of the note.
Note
Note
Inventory Audit Report Selection Criteria Fields
Properties Choose and then select the required properties from the Properties window. Display Select one of the following: Summarize by Items - view and audit the results by items Summarize by Accounts - view the information summarized by accounts Group by Warehouse Select to group the items by warehouses.
Note
Note
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This option is only activated if you selected Summarize by I temsin theDisplay field and Posting Datein theSort by field. End of the note. More Information Inventory Audit Report
Object
Inventory Audit Report
This report displays the total inventory value for the items according to the selection criteria configured in the Inventory Audit Report - Selection Criteria window. The fields that appear in the report depend on whether Summarize by Items or Summarize by Accounts was selected.
Note
Note
TheInventory Audit Report updates the last calculated price list. End of the note. The report is expandable and contains up to three levels. Each level displays summary information for the level below.
Note
Note
Inventory Audit Report Fields
Date From .... To.... Displays start and end dates for the report calculations, as defined in the selection criteria. Currency Displays the companys local currency. Items Displays the range of items included in the report, as defined in the Inventory Audit Report Selection Criteria window. If nothing was defined in the selection criteria for the item, the field displays All. If more than one type of criteria were selected, the field displays Multi. This field is displayed only if Summarize by Itemswas selected in the Inventory Audit Report Selection Criteria window. Warehouses Displays the warehouses included in the report as defined in the selection criteria. If all warehouses were selected, the field displays All. This field is displayed only if Summarize by Itemswas selected in the Inventory Audit Report Selection Criteria window. Accounts Displays the range of accounts to be included in the report, as defined in the selection criteria. This field is
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displayed only if Summarize by Accountswas selected in the Inventory Audit Report Selection Criteria window. Document Displays the abbreviated name of the document. Quantity Displays the change in inventory resulting from the transaction. If the field is empty, this indicates that there was a change only in the cost in the specific transaction. Cost Displays the cost of the item in the transaction. The summarized cost is calculated as Cumulative Value/Cumulative Cost. The item cost cannot be used for the report because it would need to be up to the current date.
Note
Note
If the item costing method is FIFO, the field remains empty. End of the note. Trans. Value Displays the value that was posted to the stock account. Cumulative Qty Displays the total quantity in stock after the transaction. At the summary levels, it summarizes the quantities from the lower levels, up to the report end date. Cumulative Value Displays the total value of inventory after the transaction. G/L Account Displays the account number. Balance from G/L Displays the G/L account balance in the chart of accounts for the report's end date. Use this information to compare information between the report and the G/L. This is relevant only when you run the report up to the current date. Appears only when Summarize by Accounts was selected in the Inventory Audit Report Selection Criteria window.
Object
Inventory Valuation Report - Selection Criteria
If you work with perpetual inventory, you can use this report to valuate the entire warehouse inventory of all items on a reporting date. You would normally valuate the warehouse inventory on the balance sheet reporting date.
Note
Note
This report is intended as a managerial report to check what-if scenarios. For instance, you can see what happens if you value an item based on a different costing method. This report is not intended to be used as a report for auditing. For auditing purposes use the Inventory Audit Report. End of the note. You can select one of the following calculation methods for inventory valuation: Moving Average
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FIFO LIFO By Price List Last Evaluated Price You can also define various criteria to restrict the selection for inventory valuation. You can choose a different valuation method for warehouse inventory valuation, if necessary, and you can also transfer the results to accounting. If you use the moving average price method, you calculate the same values as in the accounting module. Once you have selected a valuation method, we recommend that you continue to use the same method.
Note
Note
When you print the report, you can also print the selection criteria on a separate page. End of the note.
Note
Note
Inventory Validation Report Selection Criteria Fields
Vendor From To You can restrict the selection by the main vendor of an item. The main vendor is specified in the item master record. You can valuate all the items from one or more main vendors. Warehouses Selection By Location, By Whse (Including From To, Excluding From To) Determine which storage locations will be considered in the report. Make the selection by location, or by warehouse, in which case you define range of included or excluded warehouses. Do not Show Inventory Transfers
Indicate whether or not you want stock transfers for items to be displayed in the valuation. Depending on which warehouse you select, both stock placements and withdrawals are displayed in the list.
Example
Example
If you select only one warehouse, only the incoming and outgoing stock transfers for this warehouse are displayed. The offsetting movements with the other warehouses involved in the transfer are not shown. End of the example.
Note
Note
Inventory transfers usually have no effect on the total warehouse inventory of an item, and therefore have no influence on the valuation of the warehouse inventory.
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End of the note. Posting Date To Enter the final date for the calculation. Project From...To... You can valuate the warehouse inventories for one or more projects. Enter the project(s) if relevant. Calc. Method
Choose one of the following calculation methods. Moving Average SAP Business One valuates your inventories with the moving average price on an ongoing basis. This means a valuation takes place based on the corresponding quantities and prices for each goods receipt and issue, and the moving average price is updated accordingly. The valuation price is calculated as the quantity multiplied by the average price. Assuming prices will increase over time, the items in stock will be overvalued. This gain is not as high as under the FIFO method, but greater than under the LIFO method. FIFO Under this valuation method, the system assumes that the items that entered the warehouse first will also exit first. This means goods issues are valuated with the prices that are valid for the first goods receipts. For example, if you purchase an item at three different prices on three different occasions, the system assumes that the first items you sell are from the first delivery. This means the prices from the first purchase order are used for the sale and calculation of the corresponding gross profit, until the quantity from the first purchase document is gone. At this point, the system uses the price for the items from the second purchase order. Assuming prices will increase over time, the items in stock will be valuated using the higher prices from the later purchase documents. LIFO Under this valuation method, the system assumes that the items that were received last will exit the warehouse first. If you purchase an item at three different prices on three different occasions, the items that were purchased last will be sold first. Assuming prices will increase over time for the three purchase documents, the quantity in stock will be valuated with the lower prices from the first purchase document. Therefore, the value of the inventory will be lower than under the FIFO method. By Price List You can use one of the price lists defined in the system to valuate the warehouse inventories. When you choose this method, the system displays an additional field that contains a list of the price lists defined in the system. Click the drop down icon on the right of the field and choose the entry you require from the list provided. The system then uses the prices defined for the items in the price list. Last Evaluated Price You can also perform the valuation based on the last evaluated prices. In this case, the system uses the last calculated costs for each item. If you run a valuation under the FIFO method, for example, and then run a valuation for the last calculated costs, the system will valuate the items using the last value that was determined for an item under the FIFO method.
Note
Note
The calculation method selected cannot be the same as that defined for the item, as this report is intended for examining what-if scenarios.
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End of the note. Price Source If you selected the By Price List option, choose the price list for the report calculation. Display Method Choose one of the following display formats for the report: Row Per Item - Displays one row per item Detailed Receipts/Releases - Displays all goods issues and receipts FC Exchange Rate If you valuate transactions in a foreign currency, select one of the following: Exchange Rate on Report Date Transaction Rate the exchange rates specified in the respective documents Allow Negative Inventory Select to allow negative inventory during valuation. Items may occasionally have negative inventories, even though you should avoid such situations. From the accounting perspective, no procedure is available for valuating negative inventories. If you allow negative inventories, the following situations are possible: If an item has negative inventory in the reporting period that is, on the reporting date and you select this, then the item is valuated based on the selected valuation method. If the system finds such an item while running the report, the row for that item is displayed in green in the report results. An appropriate message will also appear in the window with the report results. If an item has negative inventory on the reporting date, the valuation result will depend on the selected valuation method. If valuation by moving average price is selected, a negative value is calculated for the item. If the FIFO valuation method is selected, no valuation is possible. The row for the item is displayed in red in the report results. If no valuation can be performed, you will not get a result, and the row for the item will contain the remark N/A (not applicable) to indicate that no valuation was performed. An appropriate message will also appear in the window with the report results To avoid negative inventories on the reporting date, post a goods receipt for an A/P Invoice on or just before the reporting date. Additional FC for Total Select to display the valuation in a foreign currency. By default the field is deselected and the results are displayed in local currency. If you select Additional FC for Total, an additional field is displayed in which you select the required currency. You can then switch between the local currency and the selected foreign currency in the report results window. The information you specify here is displayed the next time you open the report. More Information Inventory Valuation Report - Row per Item
Object
Inventory Valuation Report - Detailed
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If you selected the Detailed receipt/releases option for the report results, the Inventory Valuation sub-window opens. At first you see the results of the report for the first item selected for valuation. If you want to view the result of the next item, click on the arrow icon in the toolbar. You can use the icons for next, previous, first, and last record to navigate through the list of valuated items. The upper section of the window indicates the: Valuation method chosen for the report Currency in which the report was prepared Specified reporting date for valuation The display also contains the number and a description of the selected item. If you set the flag for an additional foreign currency in the selection window, you can switch to the display in this foreign currency here.
Note
Note
Inventory Validation Report Selection Criteria Fields
Posting Date, Reference Contain the date and the type/number of the posting that was used to move the item. Warehouse, Quantity Contain the issuing/receiving warehouse of the goods movement, along with the quantity of the item recorded in the document. Price, Price x Quantity The left-hand column contains the valuation price for a unit of the item based on the selected valuation method. In the right-hand column, the system adjusts the price with the quantity taken from the goods issue/receipt document. The result is the value of the respective goods movement. Quantity Balance Contains the balance of an item inventory after the goods movement. Balance Contains the balance of the item inventory value after the goods movement. The balances for the quantities and values appear near the bottom of the list. If you only need to compare the warehouse inventory value with the balance sheet value, you do not have to run the detailed format of the report. The totals display with one row per item will suffice for this purpose. The preparation of the Warehouse Stock Valuation with the detailed option for displaying all the documents for an item can take a long time. Therefore, you should only start this report at the end of the workday. More Information Inventory Valuation Report - Selection Criteria
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Object
Inventory Valuation Report - Row per Item
If you selected the Row per Item option in the Inventory Valuation Report Selection Criteria window, the Inventory Valuation sub-window opens. The upper section of the window indicates the valuation method chosen for the report, the currency in which the report was prepared, and the specified reporting date for valuation. If you select an additional foreign currency in the selection window, you can switch to the display in this foreign currency here. Choose the entry you need from the dropdown box.
Note
Note
Inventory Valuation Report Row per Item Fields
Last Evaluated Price Displays the valuation price for a unit of the item based on the selected valuation method. Quantity Displays the available quantity of the item in the warehouse. More Information Inventory Valuation Report - Selection Criteria
Object
Serial Numbers Transactions Report - Selection Criteria
In this window, you enter the selection criteria to display all serial number transactions. To access the window, choose Inventory Inventory Reports Serial Numbers Transactions Report.
More Information Serial Numbers Transaction Report

Procedure
Serial No. Transactions Report
Procedure 1. Choose Inventory Serial Numbers Serial No. Transactions Report .
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Each one of the rows in the top table displays a single serial number. 2. Highlight a row in the top table to display the transactions history (both releases and receipts) for the current serial number. Transaction details such as Source, Date and Document No. are displayed in the bottom table. 3. Select Display All Transactions for Selected Itemto display a full history, regardless of the selection made in the preferences window. Serial No. Transactions Report Sub-Window Field Item Code System No. Man. Serial. No. Internal serial no. Batch Expiry Date Man. Date Purchase Ord. Warranty Start Warranty End WH BP No. BP Name Direction Display all transactions for selected item
Object
Activity / Description This field displays the item code you selected in the previous window. This field displays the system number of the item you selected in the previous window. This field displays the manufacturer serial number of the item you selected in the previous window. This field displays the internal serial number of the item you selected in the previous window. This field displays the batch number of the item you selected in the previous window. This field displays the expiration date of the item you selected in the previous window. This field displays the manufacture date of the item you selected in the previous window. This field displays the Purchase Order date of the item. This field displays the warranty start date of the item you selected in the previous window. This field displays the warranty end date of the item you selected in the previous window. This field displays the Warehouse of the item you selected in the previous window. This field displays the Business Partners number that is involved in the transaction. This field displays the Business Partners name that is involved in the transaction. This field displays the direction of item in the transaction, whether it is a goods receipt or a goods issue. Select this checkbox to display all history transactions for selected item, regardless of the selection made in the preferences window.
Serial Numbers Transactions Report
The report enables you to display different serial number transactions for the selected item number. Select a row in the Serial Numbers table in upper part of the window; the relevant transaction details appear in the Transactions for Serial Numbers table at the lower part of the window. The contents of the report vary, depending on how you open the report: Choose Inventory Inventory Reports Serial Numbers Transactions Report . Then choose OK Enter the required fields in the Serial Numbers Transactions Report - Selection Criteria window and choose OK.
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The upper Series table displays all series. The field Show all Transactions does not appear (all transactions are shown at all times.) In the Serial Number Details Window, right click on the window, or choose the Goto menu, and choose Serial Number Transactions Report. The report opens with only the selected serial number in the upper Serial Numbers table. All serial number transactions of the selected item are listed in the lower Transactions for Serial Number table. The Show all Transactions field does not appear (all transactions for the selected item are shown at all times). To open from marketing documents, inventory transactions or production inventory transactions, right click on the window, or choose the Goto menu, and choose Serial Number Transactions Report. (This option is enabled only after the document has been added, and only for documents that have created the inventory transaction for the item). The upper Serial Numbers table displays all serial numbers that were involved with the document. Only those transactions that are related to the current document are initially included in the lower Transactions for Serial Numbers table. The Show all Transactions field appears deselected. In the Item Master Data window, right click on the window, or choose the Goto menu, and choose Serial Numbers Transactions Report. The upper Serial Numbers table displays all serial numbers associated with the item. The Show all Transactions field does not appear (all transactions for the selected serial number are shown at all times).
Note
Note
Serial Numbers Table
Quantity Displays the in stock quantity of the series in the warehouse. Allocated Displays the number of items that have already been allocated.
Transactions for Serial Number Table
Document Displays the shortened title of the document and the document number. G/L Acc./BP Name, G/L Acc./BP Code Displays the name and code of the general ledger account or business partner. Qty. Displays the quantity of serial number transactions. Allocated Displays the number of serial number units that have been allocated. Direction Describes the transaction In, Out or Allocated.
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Show all Transactions Select to include all transactions, including those from non selected serial numbers. Display Serial Numbers With Zero Qty. Select to include serial numbers that have a zero quantity in the report. More Information Serial Numbers Transactions Report - Selection Criteria
Procedure
Serial No. Update
Procedure 1. Choose Inventory Serial Numbers Serial No. Transactions Report .
2. Choose the link arrow found to the left of the System No. field to open the Serial Numbers Updatesub-window. Use this window to update data associated with the selected serial number. 3. Choose Get No. From Documentto display all the serial numbers of the current item linked to the same document. Serial No. Update Sub-Window Field Item Code Name Total Items Origin, No., Item Code Numberings Tab Field System No. Man. Serial No. Activity / Description A successive numerator starting from1 issued for each item with serial numbers management. This numerator progresses according to the creation of new units of the same sort (for the same item). This numerator cannot be changed manually. Allows you to set manufacturer numbers for the items with an option of automatic numbering. Activity / Description Displays the item code for which you update its serial numbers. Displays the item name for which you update its serial numbers. Displays for how many items you have to define serials numbers. These self-explanatory fields are located in the table in the top-right of the screen.
To define a string for this number, click which opens the Create string for serial no. sub-window. Int. Serial Set internal serial numbers for the items. You can use the automatic numbering option as described No. above. Batch Allows you to define a batch number for the items. Item Code Displays the item code which you update/create its serial numbers. A successive numerator starting from1 issued for each item with serial numbers management. This System numerator progresses according to the creation of new units of the same sort (for the same item). This No. numerator cannot be changed manually. You allow setting manufacturer numbers for the items with an option of automatic numbering. Man. Serial No. To define a string for this number, click which opens the Create string for serial no. sub-window.
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Dates Tab Field Adm. Date Activity / Description The documents creation date is entered as default in this field. You can enter a different admission date.
Man. Date, Expiry Date, Warranty Start, Enter dates as required. Warranty End Location Tab Field Location, Details WH Activity / Description Enter data in these fields, for example, to describe the location of the item in the warehouse. You can use the Details field to specify the exact section or container the item is stored. Displays the warehouse name, to which the items are assigned, according to the warehouse selected in the documents row. This field cannot be changed.
Operations Tab Field Sweeping Update Activity / Description Updates sweeping values.
Enter a value in one of the fields in the header, select the appropriate column/s in the table by clicking the title, and choose Sweeping Update. Selected Column When you update a number of selected columns, select this checkbox to change the details of the Only required fields only.
Object
Serial Number Details Window
Use this window to add serial numbers for the item.

Note
Note
Serial Number Details Fields
Item Number, Item Description Displays the number and description of the item. Warehouse Displays the warehouse for the serial number-managed item. Status Displays the status of the serial number. Quantity
For serial number creation - define how many serial numbers you want to add for the item.
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For serial number update - displays the total number of serial numbers for the item. Mfr. Serial No. Enter the value for the manufacturer serial number, or click to open Create String for Serial Numbers and define the manufacturer serial number strings. Serial Number Enter the value for the serial number, or click to open Create String for Serial Numbers. and define the serial number strings. Lot Number Enter the value for the lot number, in case a serial number is a part of the lot, or click to open Create String for Lot Number and define the lot number strings. Admission Date Enter the creation date of the serial number. Manufacturing Date Enter the date on which the item was manufactured. Expiration Date Enter the expiry date of the serial number. Mfr. Warranty Start/End Enter the range of warranty dates for the serial numbers, if a manufacturer warranty exists. Location Enter the location of the item in the warehouse. Details Enter any free text regarding serial numbers. More Information Define Serial Numbers Serial Numbers Create String for Serial Numbers
Object
Batch Number Transactions Report - Selection Criteria
Use this window to specify selection criteria for displaying batch number transactions. More Information Batch Number Transactions Report Properties
Object
Batch Number Transactions Report
This report displays different batch number transactions for the selected item number.
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The contents of the report vary, depending on how you open the report: Choose Inventory Inventory Reports Batch Number Transactions Report OK . Specify the required values in the Batch Number Transactions Report - Selection Criteria window and choose OK. The upper Batches table displays all batches. The field Show all Transactions does not appear (all transactions are shown at all times). In the window, either right-click in the window, or choose the Goto menu, and choose Batch Number Transactions Report. The report opens with only the selected batch in the upper Batches table. All batch transactions of the selected batches are listed in the lower Transactions for Batch table. The Show all Transactions field does not appear (all transactions for the selected batch are shown at all times). To open from marketing documents, inventory transactions, or production inventory transactions, either rightclick in the window, or choose the Goto menu, and choose Batch Number Transactions Report. This option is enabled only after the document has been added, and only for documents that created the inventory transaction for the batch. The upper Batches table displays all batches that were involved with the document. Only those transactions that are related to the current document are initially included in the lower Transactions for Batch table. The Show all Transactions field appears deselected. In the Item Master Data window, either right-click in the window, or choose the Goto menu, and choose Batch Number Transactions Report. The upper Batches table displays all batches associated with the item. The Show all Transactions field does not appear (all transactions for the selected batch are shown at all times).
Note
Note
Transactions for Batches Table
Direction Describes the transaction In, Out or Allocated. Show all Transactions Select to include all transactions, including those from non selected batches.
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Display Batches With Zero Qty. Select to include batches that have a zero quantity in the report. More Information Batch Number Transactions Report - Selection Criteria
Component
Production
Use the SAP Business One Production module to create and maintain: Bill of Materials (BOM) - specifies the quantities of components that make up a product. Production Order - a set of instructions for planning and assembling a production item. It tracks all the material transactions and costs involved in the production process, as well as additional costs, such as labor overhead. SAP Business One supports three Production Order types: Standard - for regular production. Components are copied from the Item BOM Special - to produce items or to perform activities on the shop floor that are not based on the Standard BOM Disassembly - to report the disassembly of an item with a Production BOM. Components are copied from the Item BOM. A finished product may be the result of an entire production process, or a collection of items that are sold as a unit, but are not the output of a production or assembly process. More Information Bill of Materials Production Order Receipt from Production Issue for Production Update Parent Item Prices Globally Bill of Materials Report
Function
Bill of Materials
Use the Define Bill of Materials function to create a multilevel BOM, one level at a time. The BOM has a hierarchical arrangement of components. Enter all the child items and raw materials required to assemble and produce the finished product.
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To open the Bill of Materials window, choose More Information Bill of Materials Types Bill of Materials Window Defining Bill of Materials
Procedure
Production
Bill of Materials
Defining Bill of Materials
Procedure 1. From the SAP Business One Main Menu, choose Production Bill of Materials .
2. In the Product No. field, press TAB to display a list of item master records, and choose the item that you want to define as a parent.
Note
Note
If the parent already has a BOM, its components are displayed. However, you can still create a new BOM for that parent item. End of the note. 3. Specify the BOM type, as described in Bill of Materials Types.
Note
Note
Choose the Production type to be able to include the product in the MRP run and to process standard production orders. End of the note. 4. Enter data for the finished product and its components. For details, see Bill of Materials Window.
Note
Note
If the BOM contains more than one component with the same serial or batch items, combine the items in a single component and increase the quantity appropriately to prevent possible errors in the batch or serial quantities. End of the note. 5. Choose Add to save the Bill of Materials, and OK to close the window.
Note
Note
Sometimes production gives rise to waste, for example, manufacturing a table produces sawdust. You can add the sawdust as an additional component (by-product), and enter a negative value in its Quantity field.
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When you complete and confirm the production of the table, this component is put into stock. The other components are removed from stock when you complete and confirm production. End of the note. More Information Bill of Materials
Procedure
Updating Bill of Materials
When updating the Bill of Materials, you can: Update the quantity, warehouse, BOM type, and price list Change the components Update the quantity, warehouse, issue method, price list, and comments of components Add or update the Parent Product Price Procedure 1. Choose Production Bill of Materials .
2. Enter the product number and choose Find to display the Bill of Materials.
Note
Note
In an Assembly BOM, if you add or remove items, or update quantities for existing items, SAP Business One automatically updates open sales orders and reserve invoices. The committed quantity for items that you remove/add is reduced/is increased accordingly. These changes are also reflected in open purchase orders, for example, if purchase orders were created for the components in the Assembly BOM; or in MRP recommendations for the Assembly BOM. End of the note. 3. Choose Update to save the changes.
Note
Note Data Duplicate .
To duplicate the Bill of Materials, choose End of the note. More Information Bill of Materials Bill of Materials Window
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Procedure
Changing the Warehouse for Assembly BOM Components
This feature allows you to change the warehouse of assembly BOM components by changing the warehouse definition of the parent item in marketing documents instead of changing the BOM itself. Procedure 1. Open the marketing document you want to change. 2. Change the item warehouse in the document row directly, or in the Form Settings >Document > Table > Warehouse field. The system displays a message asking you to confirm that the change should update the warehouse for all assembly BOM components. 3. To confirm the change, choose Yes.
Procedure
Deleting Bill of Materials
Procedure From the menu bar choose

Caution
Data
Remove
Caution
You cannot restore a deleted Bill of Materials. End of the caution. More Information Bill of Materials
Background
Bill of Materials Types
Production
The Production Bill of Materials (BOM) represents a finished product (parent) comprising different inventory components (children). During the production process, you turn the components into the finished product. Select the Production BOM to include the product in the MRP run and to process standard production orders. Components in the Production BOM are physical items, for example, a screw, a wooden board, a measured quantity of lubricant or paint, or virtual entities, such as one work hour.
Sales and Assembly
The Sales BOM and the Assembly BOM represent a finished product assembled at the sales stage, that is, the finished product is composed of its component items only when the parent product is actually sold. The component items are stored and tracked individually in the warehouse.
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For both the Sales BOM and the Assembly BOM, you do not manage the parent product as an inventory item, but rather as a sales item. The components can also be sales and inventory items in their own right. When you create the delivery to dispatch the customer order, the components are backflush issued from stock.
Note
Note
The components for Sales BOMs and Assembly BOMs must be sales items. End of the note. Use a Sales BOM where there is a fixed combination of components and the customer needs confirmation of each item. The component items cannot be altered or removed from a sales order. Other items cannot be inserted between the parent and component items in the sales order. However, the quantities of the component items can be modified. Use the Assembly BOM when you would not expect the customer to check each component in the order, such as a gasket set.
Note
Note
The Assembly BOM has been discontinued as of SAP Business One Release 2007 A; however, it will appear in companies that have been upgraded. End of the note.
Example
Example
Sharon's Garden Ltd. sells garden tools and outdoor furniture. One of her best sellers is the Metal Table set. This set is composed of one metal and glass table, six metal chairs, and one umbrella. If she chooses the Sales BOM, the table, six chairs and one umbrella, and the Metal Table set all appear in the sales order. She can sell this set with only four chairs, but she cannot introduce a footstool as part of this set in the sales order. If she chooses the Assembly BOM, then only the Metal Table set (the parent product) is listed in the sales order. In both cases, each of the component items is tracked individually in the inventory. When you create the delivery to dispatch the customer order, the components are automatically issued from the warehouse. End of the example.
Template
The Template BOM is a bundle of items, where the parent product is the first item on the list. It does not act as a BOM once it is added to the sales document, but rather as a list of items brought together at the same time. You can update the quantity of those items, swap items, or delete them in the BOM or the sales order. The components appear below the parent as a list of items in a sales document. Use the Template BOM when you require flexibility in selecting components for a product.
Example
Example
Computers can be sold as a standard unit, in which case the Production or Sales BOM is appropriate. However, to
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customize a sales order, use the Template BOM to allow for DVD burners, speakers, ergonomic keyboards, and so on. End of the example. More Information Bill of Materials
Background
Multilevel BOMs in Production Orders
A multilevel BOM contains one or more child items that are themselves BOMs containing their own child items. When a child BOM item is included in a Production Order, the BOM type determines whether it is treated as an inventory or non-inventory item: When a component of a Production BOM is a production type BOM, the BOM is overlooked in the Production Order, since it is an inventory item, which has real stock and value. If required, you must issue a Production Order for the parent item of each BOM. When a component of a Production BOM is an assembly type BOM, the BOM is overlooked in the Production Order, since it is a non-inventory item and is treated as such. It does not create a stock posting, and its cost is debited from an expense account. If the Assembly BOM is also defined as a Phantom Item, it is replaced with its components when added to the Production Order. The components are handled in the Production Order according to their type. More Information Bill of Materials Types
Object
Bill of Materials Window
In this window you can view, add, and modify a multilevel bill of materials. To open the window, from the SAP Business One Main Menu, choose .
Bill of Materials Fields
Production
Bill of Materials
Product No. Specify the number of the finished product (parent item) or sub-assembly. Product Description The product description as specified in Item Master Data window. BOM Type Choose a type for the bill of materials. The values are: Assembly
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Sales Production (default) Template For more details see Bill of Materials Quantity Specify the quantity or amount of the parent item that you create from the bill of materials components. For production bill of materials, the default value is 1, but if you have a formulation that results in a predefined quantity of product, that quantity must be entered here. Warehouse Specify the warehouse code, to which the finished product is taken. This will be the default in the production order, but it can be changed if required.
Note
Note
If no default is defined in the Item Master Data for the child items, the child items are issued form the same warehouse as the parent item. End of the note. Price List Specify the price list for the parent and child items.
Note
Note
When working with a perpetual inventory system, the price list of a production bill of materials is relevant only for sales documents. In sales documents, the item price of the Sales and Assembly BOM is determined by the customer price list and not by the BOM definition. End of the note. Item No. Specify the components for the bill of materials. These components can be non-inventory items as well as conventional materials and components. For example, you may want to add a labor and/or overhead item with a unit of measure in hours.
Note
Note
If the BOM contains more than one component with the same serial or batch items, combine the items in a single component with the appropriate increased quantity. This will prevent possible errors in the batch or serial quantities. End of the note. Quantity Specify the quantity of the child items required to make the quantity of the parent. The quantity will be one of the following: Integer quantity for discrete components like fasteners or piece-parts.
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Decimal quantity for materials in continuous measure, such as meters of cable, or liters of lubricant UoM Displays the unit of measure for each component, for example, box, meter, kg. The value is defined in the item master data. Warehouse Specify the warehouse from which the child item is issued. By default, the warehouse from the Item Master Data is displayed. Change the warehouse if required. Issue Method Choose one of the following issue methods: Backflush - child items are automatically issued to the production order, once you report the completion of the parent item. Manual - child items are manually issued to the production order
Note
Note
The default is derived from the value in the Item Master Data, but can be overridden for any particular bill of materials. An exception to this is for serial and batch controlled Items, which must be issued manually. End of the note. This field is relevant only for a production bill of materials. Price List Specify the relevant price list for each child item. If the item has a price in the list, it appears in the unit price column. Unit Price To override the child item price in the price list, specify a new price. This price is valid only for the bill of materials. It does not update the price specified originally in the price list.
Note
Note
In a production bill of materials, the prices are for non perpetual inventory only. If you are working with perpetual inventory, the price is taken from the inventory cost. End of the note.
Caution
Caution
When you update the Unit Price in a production bill of materials, make sure that no one else is working on the BOM at the same time. This can lead to errors in the cost calculations. End of the caution. Total The total price for the child items, calculated according to the price lists. This can be used to determine the price of the parent item. Comments Enter additional information about each of the components.
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Product Price Updates the price list field in the general area and, as a result, the price list itself. The value of the field is the total price of the components for the parent quantity in the bill of materials header. While defining a new bill of materials, you can determine that the parent item price will be calculated according to the total price of its child items. Choose ()to copy the total price of the child items to the parent item price list. You can also change the parent item price manually.
Note
Note
You can use the Update Parent Item Prices Globally window to update this price in existing bills of materials End of the note.
Background
Phantom Items
A phantom item is a sublevel in the BOM that does not actually exist in inventory. It is used to simplify the BOM. Although the phantom item appears in the BOM, the components that comprise it appear in the Production Order. An item can be defined as a phantom item in the Item Master Data.
Note
Note
Only a Production BOM can have a phantom item. End of the note. Example The following BOM diagram shows two phantom items. MRP The MRP explodes the phantom item and creates recommendations for its components. The phantom item is displayed in the MRP result window without recommendations, for information only. Production Order The Production Order explodes the phantom BOM and displays its components in the required order. In the example below, in the production order, Components 1 to 6 will appear, but not Phantom 1 and 2. Production Order
Different departments in the same company can have different BOM requirements. The engineering department could create a multi level BOM to define an engine. The manufacturing department could then include this BOM as a single phantom item.
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Function
Production Order
In this window, choose a product with an existing production Bill of Materials (BOM) for a Standard or Disassembly production order. For a Special production order, define the components and quantities required to make the product as you create the production order. You can amend the component allocations for the production order, if it has planned or released status. You can not add a new backflush issue component if there have been transactions on the production order. The Production Order window enables you to track the quantity and cost of materials, and the product status in the manufacturing process.
Note
Note
The components that make up a phantom item are included in the production order, but not the phantom item itself. End of the note. To open a production order, choose Activities Production More Information Production Order Window: General Area Production Order: Components Tab Production Order: Summary Tab
Procedure
Production
Production Order
Releasing the Production Order
Procedure You can release both automatic and manual production orders. 1. From the SAP Business One Main Menu, choose Switch to Find mode. 2. Enter either the production order number or the product number and choose Find to display the relevant production order details. 3. You can update the production order type, component items, the planned and base quantity, the warehouse, and the issue method. 4. You can change the production order status from Planned to Released to release the production order to the Production Production Order .
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shop floor. 5. When the production order is released, you can choose either Report Completion or Issue Components. 6. Choose Update to save the changes and choose OK to exit the window. More Information Production Order Production Order Process
Procedure
Issuing Components to the Production Order
Procedure You can issue components of the manual issue method to the Standard or Special production order. 1. Choose Production Production Order .
Switch to the Find mode. 2. Choose the released Production Order. 3. In the Goto menu, choose Issue Components.
Note
Note
Alternatively, from the Main Menu, choose Issue for Production and then from the list, choose the relevant open Production Order. The Issue for Production Window is displayed. End of the note. 4. Optionally, change the quantity value or the warehouse. 5. Choose Add to save the information. 6. Display the Production Order window and check the Summary tab for the changes.
Note
Note
You may return issued components to a warehouse, either to correct mistakes or return unused components. End of the note. More Information Production Order Production Order Process
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Procedure
Reporting Production Order Completion
Procedure 1. Choose Production Production Order .
Switch to the Find mode. 2. Choose the Released Production Order. 3. On the Goto menu, choose Report Completion.
Note
Note
Alternatively, you can choose Receipt from Production from the Main Menu and choose the open Production Order from the list. The Receipt from Production window is displayed. End of the note. 4. You can change the quantity and the warehouse values. You can also change the type to either Complete or Rejected. 5. Choose Add to save the information. 6. Display the Production Order window and check the Summary tab for the changes.
Note
Note
You can also report disassembly for the Disassembly Production Order. In that case, you receive the components of the disassembled Production Order in the warehouse and issue the product from the warehouse. End of the note. More Information Production Order Production Order Process
Procedure
Completing the Production Order
Procedure 1. Choose Production Production Order .
Switch to the Find mode. 2. Enter the Production Order number and choose Find or enter the product number and choose Find to display the relevant production order details.
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3. Verify that you have completed all the steps of the Production Order. 4. Choose Close in the Status field. 5. Choose Update to save the changes. 6. Choose OK. More Information Production Order Production Order
Object
Production Order Window: General Area
Use this window to specify general information for a new production order, or update the fields for a production order created automatically from MRP. To access the Production Order window, choose
Note
Production
Production Order
Note
Production Order General Area Fields
Type Choose one of the following Production Order types: Standard (default) - to produce a regular production item, using a Production Bill of Materials Special - to produce and repair items that could be any inventory item Disassembly - to dismantle a parent item to its components, using a Production Bill of Materials Status Choose a production order status as follows : Planned - initial Production Order status Released - you release the Production Order to the shop floor for work; status at which receipts and issues are transacted Closed- you close the Production Order when all transactions have been completed. Cancelled - Production Order is removed from the list before the production process starts Product No.
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Enter the parent item for the Standard and Disassembly production orders. Choose Tab to display the parent list of the Bill of Materials. Choose New to define a new Bill of Materials. For the Special production order type, select the item from the items list. Planned Quantity For manual production orders, enter the planned quantity of the finished product. The default value is 1. When the production order is the output of the MRP run, the planned quantity is already displayed in the field. However, you can update quantities for planned and released production orders. UoM Displays the inventory Unit of Measurement (UoM ) for the product. Warehouse Displays the warehouse that receives the finished product. No. Series Choose the system object that represents sequentially numbered Production Orders. The production number is an automatically assigned, sequential system number. Order Date Date on which the Production Order is created. The current date is displayed by default. Due Date Enter the planned completion date of the Production Order. You can change the date until you close the Production Order. User Specify the employee responsible for the production order. The employee must be defined as an existing user in the application. Origin Indicates how the Production Order was created: Automatic a result of the MRP report recommendation Manual entered by an authorized user Sales Order Choose the Sales Order number to which to link the Production Order. Customer Choose the customer code to which the Production Order is linked. When you enter the Sales Order number, the customer number is entered automatically. More Information Production Order
Object
Production Order: Components Tab
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This tab displays the product components for the Standard and Disassembly production orders. For the Special production order, choose the relevant product components. To access the window, choose
Note
Production
Production Order
Components
Note
This topic includes explanations of some of the fields and other elements in this window. End of the note. Item No. Displays the product components when you enter the product number. You can update the component details when the Production Order has the status Planned or Released; however, you cannot add or edit backflush-issued components once transactions have taken place. Base Qty Quantity of the components necessary to manufacture the Bill of Materials of a single parent product. The origin of the value is the Quantity field in Define Bill of Materials. Planned Qty Planned quantity of the component for issue, which is the multiple of the base quantity and the planned quantity of the product. You can enter a different quantity in the following circumstances: Manually issued components - The Production Order has Planned or Released status. Planned quantity cannot be updated to less than issued quantity. Backflush components - No products are reported as Completed. A grey field indicates that you cannot update the quantity. Issued Total component quantity already issued for the Production Order. Available Available quantity of the item units in the specific warehouse, including outgoing and incoming orders. UoM Displays the inventory Unit of Measurement (UoM) for the item component. Warehouse Default warehouse from which you issue the components. For manually issued components you can overwrite the value before you post the inventory transactions for the line. Issue Method Choose the issue method for the Production Order: Manual individual components of a parent item are issued manually. Serial or batch-managed items must be issued manually. Backflush components of a parent item are automatically issued to the Production Order once you report the completion of the parent item.
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More Information Production Order

Object
Production Order Window: Summary Tab
The Summary tab displays information on the released and closed production orders. To access the tab, choose
Note
Production
Production Order
Summary
Note
Production Order Summary Fields
Actual Component Cost Total value of all components issued to the Production Order. Actual Additional Cost Displays the actual additional costs that occur when a component is defined in the Item Master Data as a noninventory item, for example, a service or labor cost. If there is more than one additional cost for the item, the cost displayed here is the sum of all additional costs. The field is updated on product completion. Actual Product Cost Total value of all products received for this Production Order. Total Variance Displays the difference between the above fields, the result of the Actual Components Value subtracted from the Actual Products Value. Variance Per Product Displays the total variance divided by (quantity completed + quantity rejected). Variance % Displays the percentage of the variance per product value. Journal Remark Displays the product number, by default. The value is saved in the General Ledger and is displayed in the General Ledger transactions and reports. You can modify the value of the field. Relevant for companies that use perpetual inventory management. Companies that do not use perpetual inventory have no General Ledger transactions. Planned Quantity Total planned quantity of the production order. Completed Quantity
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Displays the total quantity reported as completed. Rejected Quantity Total quantity rejected in the Production Order. Due Date Displays the due date of the Production Order. Actual Closing Date Enter the date on which the Production Order was closed. By default, the system sets this date to the system date. Overdue Number of days by which the actual close date was overdue. Remarks Enter any additional information regarding the production order. More Information Production Order
Function
Work Order
As of SAP Business One 2005, the Production Order has replaced the Work Order. An automatic upgrade process means that if you worked with Work Orders in earlier versions of SAP Business One, you can move seamlessly to the new Production Order. In addition, you can continue to view open Work Orders. More Information Upgrade from Work to Production Order
Background
Upgrade from Work to Production Order
SAP Business One includes an automatic upgrade process from the old Work Order to the new Production Order. Only open work orders are upgraded. If you have previously worked with work orders, the upgrade facilitates a smooth transition to the production module. Comparison Between Fields in Work Order and Production Order Upgrade from Work to Production Order Work Order Production Order Description/Activity The order of the series in the Work Order is not maintained when upgrading to the Production Order. All upgrades are created according to default sequential numbering.
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If several series exist in the Work Order, all are added to the same Production Order series. Series Series If there are several series in the Production Order, the Work Order series are added to the last series. If the last series has a number limitation, it is removed. The numbering in the Work Order is not maintained when upgrading to the Production Order. All upgrades are created in the Production Order according to default sequential numbering. This field is not copied, but the next available number for the selected series is added. If the Work Order includes several rows, then each is a separate Production Order. The Work Order number is copied to the Production Order remarks field. If the Est.Completion Date does not exist, then the Due Date is the same as the Due Date Order Date. If the user is defined as anonymous in the Work Order, then in the Production User Order this field contains, by default, the first super user. Posting Date Renamed Work Order is converted to Planned. Status Production Instruction is converted to Released. Work Completed is not upgraded. Upgraded Production Orders are defined here as Upgrade. Other options are Manual and MRP. Each line item is copied to a separate Production Order. If the Quantity field in the Work Order is positive, the system creates a standard Production Order type, and the planned quantity remains similar to the Work Order quantity. If the Quantity field in the Work Order is negative, the system creates a Disassembly Production Order type, and the planned quantity remains the same as the Work Order quantity, without the minus sign. For example, -9 becomes 9 and order type becomes disassembly. The customer reference number is copied to the Remarks field.
No.
Number
Est.Completion Date Processor Order Date
State
Origin Item Product No.
Quantity
Planned Quantity
WH Customer Ref. No. Completion Date Instruction Date
Warehouse Remarks Actual Closing Date Not copied in the upgrade Not copied to Production Order In the Production Order the price for non perpetual inventory system is determined according to the product price in the BOM. Manually changed product prices are not reflected in the upgrade. Is not copied in the upgrade. Is not upgraded
Price
Total Instruction Date
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Contact Additional Cost

Note
Is not upgraded Is not upgraded; must be added manually.
Note
In the work order, each row represents a document. A -1 value indicates that this is disassembly. If the BOM includes a minus value, it indicates a by-product. The production order does not use the minus symbol for the by-product, so the rows must be removed manually. End of the note.
Object
Receipt from Production Window
Use this window to report the completion of the product. For Standard and Special production orders, post the finished product to the stock. For Disassembly production orders, post the components to the stock. To open the window, choose
Note
Production
Receipt from Production.
Note
Receipt from Production Fields
Number Displays the sequential transaction number. Series Choose the series for the receipt from production. Posting Date Enter the transaction posting date. The current date is displayed by default. Ref. 2 Enter any additional information regarding the receipt from production. Order No. If you access the window from the Main Menu, specify the number of the open production order. If you access the window from the Goto menu, the value is automatically displayed in the field. Item No., Item Description Displays the item number and description after you enter the production order number. Type Choose the transaction type for the production order:
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Complete- to report the completion of the product quantity Reject - to report the rejection of the product quantity Quantity Specify the quantity of the completed or rejected items. The open quantity is displayed by default; however, you can update that value.
Note
Note
If the item is batch or serial number controlled, choose CTRL+TAB to update existing numbers, or create new serial and batch numbers. End of the note. Whse Warehouse of the reported product. Planned Planned quantity for the reported product. Completed Displays the quantity completed. Remarks Enter any additional information regarding the receipt from the production order. Journal Remark Displays the receipt from production, by default. You can modify the value of the field. For companies that do not use perpetual inventory management, there is a remark field in the transaction history file. For companies that use perpetual inventory, there is a remark in the General Ledger and the transaction history file. Production Order Displays the List of Production Orders. Choose the necessary production order from the list. Return Components Opens the List of Production Orders displaying the production and disassembly orders. To return components, double-click the relevant order, and in the displayed Select Items to Copy window, select the items to return. More Information Production Order
Object
Issue for Production Window
Use this window to issue manual items to production orders, and to report disassembly orders completion. Backflush components are issued automatically.
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Note
Production
Issue for Production
Note
Issue for Production Fields
Number Displays the sequential transaction number. Series Choose the series for the receipt from production. Posting Date Enter the transaction posting date. The current date is displayed by default. Ref. 2 Enter any additional information regarding the issue for production. Order No. If you access the window from the Main Menu, specify the number of the open production order. If you access the window from the Goto menu, the value is automatically displayed in the field. Row No. Specify the row number of the production order to report the issued quantity for that line. Quantity Specify the quantity of the issued items. The open quantity is displayed by default; however, you can update that value.
Note
Note
If the item is batch or serial number controlled, choose CTRL+TAB to update existing numbers or to create new serial and batch numbers. End of the note. Whse Warehouse of the component item. You can overwrite it before you post the inventory transactions for the line. To display Warehouses (Default) Setup, click . Planned Displays the planned quantity, which is the multiple of the planned product quantity and the base quantity. Issued Total quantity already issued to the production order. Avail Available quantity of the item in the specific warehouse.
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Remarks Enter any additional information regarding the issue of the production order. Journal Remark Displays the issue for production, by default. You can modify the value of the field. For companies that do not use the perpetual inventory, there is a remark field in the transaction history file. For companies that use the perpetual inventory, there is a remark field in the general ledger and the transaction history file. Production Order Displays the List of Production Orders. Select the required production order, and in the displayed List of Production Orders window, choose the relevant items for the production order. Disassembly Order Displays the List of Production Orders window for the disassembly production order. Choose the relevant items for the disassembly.
Folio Number The Folio number assigned to the document while it was printed, or afterward, by using the Folio Number Assignment function. You can not change the displayed data. For document that is not yet printed, this field is empty. More Information Production Order List of Production Orders
Object
List of Production Order
In this window, choose items you want to issue for production. Select the required rows and select Choose.
Note
Note
List of Production Order
Find Use to search for a production order Document Number, Production order
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Type, Due Date, Item No., Item Description Displays production order information. More Information Issue for Production Window
Object
Update Parent Item Prices - Selection Criteria
Use this window to update prices of parent items according to changes in child item prices. To access the window, choose
Note
Production
Update Parent Item Prices Globally
Note
Update Parent Item Prices Selection Criteria
Price List From ... To... Choose the range of the price lists to include in the report. Code From ... To... Specify the range of item codes to include in the report. Parent Items Filters the report by parent items. In the selection criteria, SAP Business One displays all parent items that have child items with a new price in the price list. Component Items Filters the report by component (child) items. SAP Business One finds all child items for which the price was changed and displays their parent items in the recommendation list. Item Group Choose an item group to include in the report. Properties Choose Properties and make relevant selections to use as selection criteria in the report.
See also:
Update Parent Item Prices Globally Window

Object
Update Parent Item Prices Globally Window
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This window displays a report listing child items for which prices have changed. It also creates a list of recommendations for new parent item prices. You can accept or reject the changes. To access the window, choose Item Prices Selection Criteria
Note
Production
Update Parent Item Prices Globally
Update Parent
. Select the required criteria and choose OK.
Note
Update Parent Item Prices Globally Fields
Parent Item Code, Name Name and code of the parent item, as defined in the Bill of Materials window. Qty Displays the quantity of the parent items as defined in the Bill of Materials. Child Item Code, Name Displays the name and the code of the child item. Qty in BOM Displays the quantity of the child items as defined in the Bill of Materials. Current Price Current price of the child item as defined in the Bill of Materials. New Price New price of child item entered in the price list. Difference Displays the difference between the new and old price in the price list. Total Difference Displays the Difference multiplied by the quantity of the child item in the Bill of Materials. Parent Item Current Price Current price of the parent item in the price list. Suggested Price Sum of the current parent price plus the cumulative total difference of the child items. You can change the suggested price manually. Price List The price list associated with the Bill of Materials at the time the update takes place. Update Updates the parent item price in the price list associated with the Bill of Material. More Information Update Parent Item Prices - Selection Criteria
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Bill of Materials
Object
Bill of Materials Report
The report displays the detailed list of all the Bill of Materials that you have created. To access the Bill of Materials Report, choose Production Production Reports Bill of Materials Report. Bill of Materials
Report Selection Criteria.

Bill of Materials Report
Select the required criteria and choose OK.
UoM The unit of measure of the BoM item and its components, as defined in Inventory Data tab . Quantity Displays the quantity of parent items and their components. Whse Displays the warehouse from which the components are issued to produce or to sell the finished product. To display Warehouses (Default) Setup, click () . Price Displays the purchase price of the components or the standard or moving average price when working in perpetual inventory system. Depth Displays the level in the Bill of Materials. The finished product of the bill of materials is at level 1. BOM Type Displays the type of the Bill of Materials.
Object
Inventory
Item Master Data
Bill of Materials Report - Selection Criteria Window
Use this window to specify selection criteria for creating and displaying the list of bills of materials. To open the Bill of Materials Report - Selection Criteria window, choose Materials
Note
Production Reports
Bill of
report.
Note
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Bill of Materials Report Selection Criteria Fields
Properties Opens the Properties window. Specify the item properties as selection criteria. BOM Type Choose the Bill of Materials type as a selection criterion. To specify all types, choose All. More Information Bill of Materials Report
Component
MRP
Material Requirements Planning (MRP) enables you to plan material requirements for a manufacturing or procurement process. MRP calculates gross requirements for the highest Bill of Materials (BOM) level based on Sales Orders, Production Orders, Forecasts, and so on. It calculates gross requirements at the lowest BOM levels by carrying down net parent demands through the BOM structure. Dependent levels might have their own requirements, based on Sales Orders and Forecasts. The results of the MRP run are recommendations that fulfill gross requirements by taking into consideration the existing inventory levels and existing Purchase Orders and Production Orders. The MRP run also takes into account defined planning rules for Order Multiple, Order Interval, and Minimum Order Quantity. Recommendations are back-scheduled by the defined lead time to arrive at the requirement dates for their own components. Features Forecasts MRP Wizard Order Recommendation
Function
Forecasts
If you create forecasts to plan purchase and production in advance, before you receive actual sales orders, you can use the forecast as an additional data source for the MRP run. You can define how sales forecasts are consumed by actual sales orders. For more information, see General Settings: Inventory Tab. Features Manage forecasts on a daily, weekly, or monthly basis.
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When you create a new forecast, select the required view. You cannot change the view once you have saved the forecast. You can create and save several forecasts, but you can select only one forecast for each MRP scenario. More Information Forecasts Window
Object
Forecasts Window
Use this window to create and maintain forecasts for any MRP-planned items that were defined in Item Master Data. To access the window, choose
Note
MRP
Forecasts
Note
Forecasts Window Fields
View Select the view for the forecast table. Each view defines a time-bucket resolution by which the forecast is managed. The values are: Daily Divides the forecast into days. A column is displayed for each day in the selected date range. Weekly Divides the forecast into weeks. The week number (52 weeks per year) is displayed in the column header. MRP considers the weekly requirement as falling on the first day of each week.
Note
For the weekly view, the weekend must be defined at Company Details Accounting Data Holidays
End of the note. Monthly Divides the forecast into months. The month is displayed in the column header. MRP considers the monthly requirement as falling on the first day of the month. Quantity Per Period Enter the quantity of the forecast item in each period for which demand has been forecast.
Form Settings
You can choose (Form Settings) in the toolbar to select additional fields, such as Item Group and Item UoM. You can also choose to display the column headers for the MRP results in an abbreviated or long format.
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Example In this monthly view example, you create a forecast for the product ABC Laser Printer for May and June. The MRP system considers the demand as 100 units on June 1. Forecast Example: Monthly View Quantity View May June ABC Laser Printer 100 Months In this weekly view example, you create a forecast for the product ABC Laser Printer for calendar weeks 20, 21, 22 and 23. The MRP system considers the demand to occur on the first work day of calendar weeks 20, 22, and 23. Forecast Example: Weekly View Item Quantity View 20 21 22 23 ABC Laser Printer 100 100 100 Weeks Item
More Information Forecasts

Function
MRP Wizard
The MRP Wizard guides you through the process of defining new MRP scenarios and analyzing the MRP results. MRP recommendations are displayed on screen or in a report. To start the wizard, choose Features MRP Run More Information MRP Wizard, Select New or Existing Scenario MRP Wizard, Scenario Details MRP Wizard, Data Source MRP Wizard, MRP Results MRP Wizard, MRP Recommendations
Object
MRP
MRP Wizard
MRP Wizard: Select New or Existing Scenario
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The MRP scenario is a set of parameters applied during the MRP run. In step 1 of the MRP Wizard you select an existing MRP scenario, or add a new scenario.
Note
Note
Select Scenario
Create New Scenario Select to create a new MRP scenario. Specify the Scenario Name and Scenario Description.
Note
Note
If no scenarios have been defined, the window opens Create New Scenario by default. End of the note. Select Existing Scenario Select to include an existing scenario from the list. The last-used scenario is selected by default.
Note
Note
You cannot change the name of the existing scenario, but you can change its description in the next window. You can reuse the name if you delete the MRP scenario. To delete an existing scenario, select the scenario and choose End of the note. MRP Scenario Name, Description Appears if Select Existing Scenario is selected. Displays the name and description of the MRP scenario. Start Date, End Date Appears if Select Existing Scenario is selected. Displays the time period for the selected MRP scenario. More Information MRP Wizard
Object
Data
Remove
MRP Wizard: Scenario Details
In step 2 of the MRP Wizard you enter details for the MRP run.
Note
Note
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MRP Wizard, Scenario Details Definition
Description Displays an editable description of the MRP scenario. Simulation Select if you want this to be a simulation scenario. You are not able to save recommendations or to create production or purchase orders from simulation scenarios. View Data in Periods of Enter a number to define the number of periods (days or weeks) by which to group the data. Click days or weeks from the list. All MRP calculations are displayed in the defined time buckets.
Example
and select
Example
Periods of one week were defined, and the working week was defined as starting on Monday and ending on Friday. Week 30 starts on 18 July and ends on 22 July. The MRP performs the calculation for the entire week as if all of the business activity for the week happened on 18 July. End of the example. Start Date, End Date Enter the date range over which to calculate the MRP horizon. The Start Date must be the current or past date. Future dates cannot be entered. Report Length Displays the number of days or weeks spanned by the MRP report. If you change the value, the end date is automatically recalculated. Max. Cumulative Lead Time Define an additional time interval to extend the time horizon for MRP calculations after the end date of the MRP run. The Maximum Cumulative Lead Time enables the inclusion of MRP-dependent requirements for child items in the MRP run data range. The parent items due date falls in the range of the maximum cumulative lead time. According to the parent item lead time, the MRP requirements for its child items fall in the range of the MRP horizon. If Maximum Cumulative Lead Time is not specified, the MRP does not consider these requirements for the MRP run. Consider Holiday Table for Production Planning Factors in holidays and weekends in lead time calculation, as defined in the Holiday Details window. Holidays and weekends increase the lead time interval for MRP calculations. Consider Holiday Table for Purchase Planning Factors in holidays and weekends in lead time calculations, as defined in the Holiday Details window. Holidays and weekends increase the lead time interval for MRP calculations. Items, Code From ... To... Enter the range of item codes for the MRP report. To display the list of item codes, press TAB and select a code.
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If the item is a Bill of Materials item, all of its components are considered.
Note
Note
The MRP run considers only those items that are defined as MRP items on the Item Master Data, Planning Data tab. End of the note. Properties Choose to open the Properties window. Select the properties to be included in the MRP run. Sort by Select the sort criteria for the MRP report: Assembly Sequence sorts the report from the highest level to the lowest level of the production Bill of Materials. Item Code Item Description Item Group Display Items Without Requirements Displays items without requirements following the MRP run. Items without requirements are those that are of sufficient quantity over the entire MRP horizon, and so do not require purchase orders or production orders. If the check box is not selected, MRP items without requirements, or with incoming orders balancing the requirements, are not displayed. Example Lead Time - Item A has a lead time of three days. Saturday and Sunday fall in the middle. In this case, MRP calculates three days without taking the weekend into consideration. Thursday Friday Saturday Sunday Monday Tuesday Day 1 100 (required) Day 3, 100 planned Day 2 Maximum Accumulative Lead Time - The MRP horizon starts on 1 June and ends on 31 August. The Maximum Cumulative Lead Time is one month. The due date of the sales order falls in the middle of September (in the range of the maximum cumulative lead time). The lead time of the parent item is 25 days, so the requirements for the child item fall into the range of the MRP horizon. In this case the requirements (orders) for the child item are issued during the current MRP run.
Sort by Assembly Sequence - In this example, three product trees are included. The low level code 0 represents the finished goods, and the low level codes 1, 2 and 3 represent sub-assemblies, or raw materials. Sort by Assembly Sequence Example Low Level Code BOM 1 BOM 2 BOM 3
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0 1 2 3
A B C D
F E
When you select the Sort by Assembly Sequence option, the sort is carried out according to the low level code, with the result as follows: A, F, X, B, E, C, D. More Information MRP Wizard
Object
MRP Wizard: Data Source
In step 3 of the MRP Wizard, you enter data sources for the MRP run to determine the parameters to be included in the MRP calculations.
Note
Note
The warehouse selection table applies only to the existing inventory data source. Only warehouses defined as Nettable in the Define Warehouses, General Tab appear; warehouses defined as Drop Ship are not displayed. End of the note.
Note
Note
MRP Wizard, Data Source Fields
Existing Inventory Selected by default to include existing inventory in MRP calculations. If deselected, the warehouse table does not appear. Purchase Orders Includes open Purchase Orders and Reserve Invoices as expected receipts in MRP calculations. Sales Orders Includes open Sales Orders and Reserve Invoices in MRP calculations. Production Orders Includes open Production Orders as expected receipts in MRP calculations. Min. Inventory Level Includes the minimum inventory level for the item as an additional requirement in MRP calculations. The MRP displays the minimum level quantity as required for the current date. Forecast Select a forecast as an additional requirement to add to the scenario. Select Define New to update the selected forecast in the Forecasts window. You can add or remove items and change quantities for the periods.
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Open Sales Orders will consume the forecast according to the rules set in Planning . Save Scenario Saves the MRP scenario at the current stage.
General Settings
Inventory
This option is available only when you enter a new scenario or update an existing one. More Information MRP Wizard
Object
MRP Wizard: View Recommendations
Step 4 of the MRP wizard displays the orders recommended by the MRP run. To open the window, in the MRP Results window, choose View Recommendations. You cannot make changes to the content of the fields, nor issue Production Orders or Purchase Orders, both of which are generated with the Order Recommendation Report.
Note
Note
Recommendations
Planning Horizon Displays the start and end dates for the MRP report. Calculated at Displays the date and time at which you ran the MRP report. Find Item No. The Item No. column is searched by default. To search in a different column, double-click the column header. Order Type Displays the type of MRP recommendation, for example, Production order. UoM Displays the Unit of Measurement (UoM) for purchase recommendations and for production order recommendations. This is the purchase UoM for purchased items and the inventory UoM for production items. Purchase UoM is defined on the Item Master Data, Purchasing Data Tab. Production UoM is defined on the Item Master Data, Inventory Data Tab. Release Date The date on which the production or purchase order should be released to meet its due date, depending on the lead time of the item; cannot be earlier than today.
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Due Date Displays the suggested delivery date for Purchase Orders or the due date for Production Orders. Vendor Code Displays the default Vendor Code recommended for Purchase Orders only. Price After Discount Displays the price from the price list for the MRP recommendation. This is only relevant for purchase recommendations. WHSE Displays the default warehouse code for Purchase Order and the Bill of Materials warehouse code for Production Order. You can choose a different warehouse in the Order Recommendation Report. Total Displays the total recommendation price for each item. Exception Displays a "Past Due" message for items with a due date in the past, or where the length of the lead time precludes meeting the due date. View Results Choose to return to the MRP Results window. Save Recommendations Saves the MRP recommendations for access in the Order Recommendation report. Recommendations are saved for each scenario. To display additional fields, such as Vendor Name, Item Group, Manufacturer, and EAN Code, choose
Form Settings
(Form Settings) from the toolbar.
More Information MRP Wizard

Object
MRP Wizard: MRP Results Window
This window appears after you run the MRP Wizard and displays the results of the MRP run.
Note
Note
MRP Results Collapsed View
Planning Horizon Displays the start and end dates of the MRP scenario. Calculated at Displays the date and time at which you ran the MRP report. Find Item No.
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Enter the item code to locate it in the report. SAP Business One then scrolls the report to the row where this item code appears. The field is case-sensitive. Display After MRP Displays data after the MRP run, including the effect of implementing the newly recommended quantities. If deselected, the results show the pre-MRP run situation, without calculating the newly planned quantities. Historic Data Displays the following: Receipts - Production Orders and Purchase Orders with the due or delivery date in the past Gross Requirements - Sales Orders or Production Orders with the delivery or due date in the past Past Due One of the following is displayed: Data sources for the MRP run (for example, existing sales orders, production orders, or forecasts) with open quantities and a due date between the start date (if prior to current date) and the current date (not including the current date) Requirements with past due dates generated during the MRP run The forecast from the current date onwards. If a forecast is defined for the period between the planning horizon start date and the current date, it is not included in the requirements in the Past Due column. If the MRP run results in negative ending inventory for a specific item in the past due period, the MRP does not recommend making or buying items for that period, and the negative inventory is passed on to the current period (next after past due). View Recommendations Displays the MRP recommendations. Save Recommendations Saves the MRP recommendations in the Order Recommendation Report. Save Scenario Saving the scenario enables you to use the same scenario details later, when you add a new scenario or update an existing one.
MRP Results Expanded View
Initial Inventory Displays the initial quantity of the item in inventory, for each period. This is the existing inventory for the present period only. For other periods, initial inventory is derived from the final inventory of the previous period. Receipts Displays the expected positive item stock entries: Purchase Orders, Production Orders (parent item), and A/P Reserve Invoices. To see a detailed list of data sources in the Pegging Information Window, click on a cell containing a value in the Receipts row. Gross Requirements
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Displays expected inventory releases of the following items for the defined period: Sales Orders, Forecast, Production Orders (child items), and A/R Reserve Invoices. To see a detailed list of data sources in the Pegging Information Window, click on a cell containing a value in the Receipts row. Final Inventory When Display After MRP is selected, this row displays the quantity remaining in inventory after MRP recommendations were issued. When Display After MRP is deselected, this row displays final quantity calculated according to Initial Inventory, Receipts, and Gross Requirements only.
Note
Note
Form Settings
You can choose (Form Settings) in the toolbar to display the Item Group field. You can also define whether to display the column headers for the MRP results in an abbreviated or long format. End of the note. More Information MRP Wizard
Example
MRP Wizard Results
The MRP Wizard results change when you apply different planning policies. You obtain the following results based on this input: The following BoM is used: 1 Parent (two-day lead time) 1 Child (two-day lead time) 1 Grandchild (two-day lead time) The following dates apply: Start Date: July 14 End Date: July 17 Current Date: July 14 The sales order is for five pieces of the parent item on July 17.
Planning Policy: No Requirements or Receipts
There are no other requirements or receipts for any of the items in the BoM.
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A recommendation for a production order for five pieces will be issued for the parent item on July 14 in order to meet the sales order demand. To produce five pieces of the parent item, five pieces of the child item are required. This means the MRP run will issue an MRP requirement for five pieces of the child item. Since the lead time of the parent item is two days, the child item must be available on July 15 to complete the production order on time. The system issues the recommendation for five pieces of the child item on that date. The lead time of the child item is also two days, which means that the system should have issued an MRP requirement for the grandchild item on July 13. Since this date is in the past, there is not enough time to complete the order for the grandchild item. No MRP requirement for the grandchild item is issued.
Planning Policy: Multiples
Multiples of three are defined in the item master data for the parent item.
Five pieces are required to meet the demand of the sales order. However, since there is a planning policy of multiples of three for the parent item, the system issues a recommendation for the production order of six pieces. The MRP requirement for the child item is also for six pieces. The lead time of the child item is also two days, which means that the system should have issued an MRP requirement for the grandchild item on July 13. Since this date is in the past, there is not enough time to complete the order for the grandchild item. No MRP requirement for the grandchild item is issued.
Planning Policy: Multiples and Order Intervals
An order interval of every two days was defined in the item master data for the parent item. Multiples of four were defined in the item master data for the child item.
Order intervals define particular days for executing purchase/production orders. Order intervals are always counted from the start date forward. In this example, the order interval is every two days, that means on July 14 (Start Date) and July 16. The system should supply a sales order on July 17, but this is not one of the order days. As a result, the MRP run will move this recommendation to the closest order date prior to July 17. In this case, the most suitable date is July 16. The system therefore shifts the recommendation for six pieces to this date, and the MRP recommendation for the child item is issued two days earlier, on July 14. Multiples of four were defined in the item master data for the child item. This means the child item should have had a quantity of eight. However, the quantity is still six since the lead time required for the production of the child item means that it will not be completed on time (the quantity is colored red).
Note
Note
Planning policy cannot be applied to items that appear in red, because the production of the item cannot be
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completed on time. End of the note. The lead time of the child item is also two days. This means the system should have issued an MRP requirement for the grandchild item on July 12. Since this date is in the past, there is not enough time to complete the order for the grandchild item, and no MRP requirement for the grandchild item is issued. More Information MRP Wizard: MRP Results Window
Object
Order Recommendation Report - Selection Criteria
Use this window to specify selection criteria to filter the recommendations that were created during the last MRP run for the selected scenario. The report displays the results of the last MRP run, deleting the results of the previous one. To open this window, choose
Note
MRP
Order Recommendation
Note
Order Recommendation Report- Selection Criteria Fields
Order Type Displays recommendations for Production Orders, Purchase Orders, or both. Scenario Select the MRP scenario whose recommendations you want to process.
Note
Note
Simulation scenarios are not displayed in this list. End of the note. Due Date From... To... Enter the range of due dates for the production orders, or delivery dates for purchase orders. Recommendations are displayed for the selected date range. Items: Properties Opens the Properties window, where you do one of the following: Select Ignore Properties. Select one or more Items Property check boxes. Vendors: Properties
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Choose to open the Properties window. In the Properties window, do one of the following: Select Ignore Properties. Select one or more Business Partners Property check boxes. This option is available only when you select Purchase Orders or All order types. More Information Order Recommendation
Object
Order Recommendation Report
Use this report to: Display the list of MRP recommendations, according to defined selection criteria Determine which items need to be purchased and which need to be manufactured Automatically create Production Orders and Purchase Orders Change quantities and items Delete recommendations To display the report, choose Criteria
Note
MRP
Order Recommendation
Order Recommendation - Selection
OK
Note
Order Recommendation Report Fields
Find The Item Code column is searched by default. To search in a different column, double-click the column header. Create Select the recommendations release. To select all recommendations, double-click the column header. Order Type Displays MRP recommendation type. You can make the following changes:
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Change a Production Order to a Purchase Order, if a production Bill of Materials exists for the item. Change a Purchase Order to a Production Order, if you can specify a vendor for the order. UoM Displays the Unit of Measurement (UoM) for Purchase Recommendations and Production Order recommendations. This is the Purchasing UoM for purchased items and the Inventory UoM for production items. The value is defined in Item Master Data. Release Date The date on which the production or purchase order should be released to meet its due date, depending on the lead time of the item; cannot be earlier than today. Due Date Displays the suggested delivery date for the Purchase Order or the due date for the Production Order. Price Displays the price from the price list for the MRP recommendation. You can update the price manually. WHSE Displays the default warehouse for a Purchase Order and the Bill of Materials warehouse for a Production Order. You can choose a different warehouse if required. Exception Displays a Past Due message for items whose recommendation was created with a due date in the past, or where the length of the lead time precludes meeting the due date.
Form Settings
In addition, choose (Form Settings) in the toolbar to display fields such as Item Group, Manufacturer, EAN Code, Total, and Origin.
Caution
Caution
You can delete one or several lines in the Order Recommendation Report; however, you cannot restore lines until the next MRP run. End of the caution.
Component
Service
The Service module lets you manage the interaction between service representatives and customers. It enables you to enter and maintain information on service contracts, items and serial numbers, and customer complaints and inquiries, as well as to perform numerous related functions. The Service module optimizes the potential of your sales and service departments, providing support for service operations, service contract management, service planning, tracking of customer interaction activities, customer support, and management of sales opportunities. Features The Service Call enables you to resolve customer complaints or inquiries and deal with item-related problems.
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The Customer Equipment Card is the database that contains all serial number items for which service can be physically provided. The Service Contract is a formal or legally binding agreement in which services and rights are exchanged for a payment. It enables a customer to receive service for items and serial numbers. The Solutions Knowledge Base includes key solutions for various problems and situations. It helps streamline service and speed up the performance of service representatives. The Service Reports enable you to view and analyze data related to service contracts, customer equipment, and service calls. You can check service calls of individual sales representatives, or those reported by certain customers. You can evaluate your efficiency and performance.
Function
Service Call
You use service calls to manage service and support activities that you provide to your customers, for example, problems or complaints regarding certain products, or inquiries regarding payment terms or training. These services may be covered by a service contract or warranty, or the customer can pay for the service call. To access the window, choose Activities With service calls, you can: Manage activities related to the service (for example, take meetings or phone calls) Manage expenses and analyze all transactions created during the service call Search for solutions to the customer problem in the Solutions Knowledge Base and log your solution Keep track of the service call history More Information Creating New Service Calls Service Call: General Area Service Call: General Tab Service Call: Remarks Tab Service Call: Solutions Tab Service Call: Expenses Tab Service Call: History Tab Service Call: Resolution Tab Service Service Call .
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Procedure
Creating New Service Calls
Procedure 1. Choose Service Service Call .
The Service Call window appears. 2. Enter the customer code, the item number, and (if necessary) the serial number. 3. In the Subject field, enter a short problem description. 4. On the General tab, choose the origin of the service call, its priority and type. 5. Select either an assignee, or a queue and the technician responsible for the service call. 6. On the Remarks tab, enter any important additional information regarding the service call. 7. On the Activities tab, add a new activity for the service call, if necessary. 8. On the Solutions tab, search for the recommended solution or create a new solution. 9. On the Expenses tab, add a marketing document to enter the expenses of the service call. 10. On the Resolution tab, enter a description of the resolution to the service call problem. 11. To save the service call, choose Update and OK.
Note
Note
If the customer does not have a valid service contract, a warning message appears, but you can still create the service call. End of the note. More Information Service Call Service Call Process
Object
Service Call: General Area
Use this window to open a service call for an item group, a customer, or a serial number. The system checks whether the item is covered by a warranty or whether a valid service contract exists for the customer. You can open a service call only for serial number items with Active or Loaned status. An error message is displayed for serial number items with one of the following statuses:
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Returned Terminated In Repair Lab To access the general area, choose

Note
Service
Service Call
Note
General Area Fields
Contact Person Specify the name of the person who made the service call. Telephone No. Phone number of the contact person. If you have not selected a contact person, the companys phone number is displayed. Mfr Serial No. Specify the manufacturer's serial number. If you have entered the serial number, the manufacturer's serial number appears automatically. Serial Number Specify the serial number. If you have entered the manufacturer serial number, the serial number appears automatically. Call ID Automatically defined, sequential number that identifies the service call. Closed On Date and time when the service call status was set to Closed. If you reopen a service call, this date and time will be deleted. Contract No. Number of the service contract linked to the selected serial number.
Note
Note
After you have responded to a service call, you can no longer change the contract number. End of the note. End Date Expiration date of the service contract. More Information Service Call
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Object
Service Call: General Tab
Use this tab to enter general information about the service call. To access the tab, choose
Note
Service
Service Call
General
tab.
Note
General Tab Fields
Call Type Specify the type of service call. Use this field to classify your service calls, for example, First Level, Technician, Field Repair. Technician If the service call requires a technician, specify the code of that technician here. Assignee Specify an employee responsible for handling the service call. When you create a service call, this option is selected by default and the Assignee is the user who has logged on to SAP Business One. You can select a different employee, for example, if you need to forward the service call to an employee who can better solve the service problem. The new assignee receives an alert regarding the forwarded service call via the internal messaging system.
Note
Note
When you create a new service call, you select either an assignee or a queue. When you update a service call, you must allocate it to a specific assignee. End of the note. Queue If the service call has not been handled yet, specify the queue that is responsible for the service call.
Note
Note
When you create a new service call, you select either an assignee or a queue. If a service call is assigned to a queue, it must be assigned to an assignee to allow updates and further handling. End of the note. Response By Time and date by which you must respond to the service call. This date is calculated according to the resolution time and coverage of the service contract.
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Resolution By Time and date by which you must resolve the problem. This date is calculated according to the resolution time and coverage of the service contract. More Information Service Call Service Contract: General Tab
Object
Service Call: Remarks Tab
Use this tab to enter a detailed description of the service call. You can record more details about the service call here than in the Subject field. To access the tab, choose More Information Service Call
Object
Service
Service Call Remarks
Service Call: Activities Tab
Use this tab to add or view all the activities related to the service call. To access the tab, choose
Note
Service
Service Call
Activities
Note
Activities Fields
Date Date on which the activity was created. Time Time at which the activity was created. User Code of the user assigned to the activity. New Activity Date on which the activity took place or is to take place. [Attachment]
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Displays whether there is an attachment related to the activity. To open an attachment, click the icon in the relevant row. [Document] Displays whether there is a document linked to the activity. To open a linked document, click the icon in the relevant row. Activity Opens a window in which you can record a new activity related to this service call. More Information Service Call
Object
Service Call: Solutions Tab
Use this tab to add solutions for the service call that exist in the Solutions Knowledge Base or to create new ones. Each call can have more than one solution. To access the tab, choose
Note
Service
Service Call
Solutions
Note
Solutions Tab Fields
Owner Code of the user who created the solution. Handled by Employee responsible for the service call. Recommend Opens the Recommended Solutions window, in which you can view a list of solutions used in similar service calls. New Opens the Solutions Knowledge Base window, in which you can create a new solution for the problem. More Information Service Call Solutions Knowledge Base Recommended Solutions Window
Object
Recommended Solutions Window
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Use this window to display a list of recommended solutions to the service call problem and to select relevant solutions. The selected solutions appear in the Service Call window on the Solutions tab. To open the window, choose
Note
Service
Service Call
Solutions
Recommend
Note
Recommended Solution Fields
Owner Employee who created the solution. Find Opens the Solutions Knowledge Base window, in which you can look for additional solutions to the service call problem. Choose Includes the solution you selected in the service call. More Information Service Call Solutions Knowledge Base
Object
Service Call: Expenses Tab
Use this tab to view expenses associated with the service call. To access the tab, choose
Note
Service
Service Call
Expenses
Note
Expenses Fields
Date Date on which the document was created. SN
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Serial number of the item (if the item has a serial number). Quantity The number of items that appear in the document. From Whse Warehouse from which the item was received. To Whse Warehouse to which the item was delivered. Expenses Details Opens the Service Call Expenses window and displays the detailed expenses for the service call. More Information Service Call Service Call Expenses Window
Object
Service Call Expenses Window
Use this window to add and display the detailed expenses associated with the service call, that is, the expenses related to the items, and to labor and travel. To open the window, choose
Note
Service
Service Call
. On the Expenses tab, choose Expenses Details.
Note
Items Fields
Transfer to Tech. Number of items the technician received from the warehouse to complete the service call. Delivered Number of items delivered to the customer. Returned from Tech. Number of items the technician returned to the warehouse after completing the service call. Returned Item quantity that was returned by the customer (using returns or credit memo documents). Bill Defines whether to charge the customer for the item parts.
Labor and Travel Fields
Bill
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Defines whether to charge the customer for labor and travel. More Information Service Call
Object
Document Type
Use this window to add one of the documents described below and to enter the expense details for the service call. To open this window, choose Document . Service Service Call Expenses Expenses Details New
Document Types for Service Call Expense Details
Transferred to Technician When you select this document type, you create an inventory transfer.
Note
Note
If you defined a warehouse for each technician and you want to track items delivered to your technician as a result of the service call, select the warehouse for that technician in the To Whse column. End of the note. Delivery When you select this document type, you create a delivery document. Returned from Technician When you select this document type, you create an inventory transfer.
Note
Note
If you defined a warehouse for each technician and you want to track items returned from a technician, select the warehouse for that technician in the From Whse column. End of the note. Returns When you select this document type, you create a return document.
Note
Note
If you record a return document with a serial number that is defined as Active on the Customer Equipment Card, the status of the Customer Equipment Card changes to Returned. End of the note. Invoice
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When you select this document type, you create an A/R invoice. Credit Memo When you select this document type, you create an A/R credit memo..
Document Types for Service Call Expense Details: CZ, HU, PL, SK
Correction Invoice When you select this document type, you create an A/R correction invoice. More Information Service Call Expenses
Object
Service Call: Resolution Tab
Use this tab to specify the solution to the problem. You can enter any additional information on the Solutions tab. To access the tab, choose More Information Service Call
Object
Service
Service Call
Resolution
Service Call: History Tab
Use this tab to display all actions related to the service call. All updates and changes appear under the corresponding date and time. The number of updates that are displayed is defined in the general settings of SAP Business One. For more information, see General Settings: Services Tab. The History tab displays the following updates: Service Call Created Response due by Response Added Resolution due by Resolution Added Reassigning Status Changed
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Priority Changed Solution Added Solution Removed Activity Added Service Call Closed Expenses Document Added To access the tab, choose
Note
Service
Service Call
History
Note
History Fields
Description Description of the service call update. Previous Value Previous value of a field that was updated. New Value New value of the updated field. More Information Service Call
Procedure
Updating Service Calls
You update a service call to, for example, record tasks, meetings, notes, or expenses related to the call, or to enter a solution to the service problem. Procedure 1. Choose Service Service Call .
The Service Call window appears. 2. Display the service call. 3. Make the necessary changes.
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4. Allocate the service call to an Assignee. 5. Choose Update.

Note
Note
To close the service call, change the service call status to Closed. End of the note.
Function
Customer Equipment Card
Use the customer equipment card to enter serial numbers for items sold to your customers and track the history of these items from the day they were sold throughout their entire service period. The customer equipment card contains information such as: Location of the item at which you provide service Service calls related to the item Service contracts that cover the item Sales information Inventory transaction data To open the Customer Equipment Card window, choose
Recommendation
Service
Recommendation
To see a demonstration of working with customer equipment cards, go to the Training DVD Main Menu and choose Access offline Learning Map . Customer Relationship Management Open/Close Services Part I
Features There are two ways to create customer equipment cards and record data on them: Create customer equipment cards automatically
Example
Example
Your customer purchases both equipment and services from your company. In this case, a customer equipment card is created automatically when you add a delivery document or an A/R invoice. End of the example.
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For more information, see Creating Customer Equipment Cards Automatically. Create customer equipment cards manually
Example
Example
Your customer has purchased items from another vendor and your company provides support or service for these items. In this case, no sales transaction takes place in SAP Business One and you can view these items in the Service module only, not in the Inventory module. End of the example. For more information, see Creating Customer Equipment Cards Manually. More Information Customer Equipment Card: General Area Customer Equipment Card: Address Tab Customer Equipment Card: Service Calls Tab Customer Equipment Card: Service Contracts Tab Customer Equipment Card: Sales Data Tab Customer Equipment Card: Transactions Tab Customer Equipment Card: Attachments Tab Updating Customer Equipment Cards Viewing Customer Equipment Cards
Procedure
Creating Customer Equipment Cards Automatically
You can create customer equipment cards automatically, when creating deliveries or A/R invoices for serial numbermanaged items. SAP Business One takes the manufacturer serial number and the serial number for the customer equipment card from the serial numbers recorded in the inventory transactions. Prerequisites 1. There is an existing item master record in SAP Business One. 2. Serial numbers for the item have been created as described in Serial Numbers. 3. In Administration System Initialization General Settings Auto. Create Customer Equipment Card has been selected. Procedure Inventory , the option
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1. In the Sales A/R module, choose Delivery or A/R Invoice and create a new document. 2. Choose Service Customer Equipment Card .
The Customer Equipment Card window appears. 3. Enter one of the following values and choose Find: Mfr. Serial No. Serial Number Item No. Alternatively, browse through the existing records using the standard search methods. More Information Customer Equipment Card Creating Customer Equipment Cards Manually
Procedure
Creating Customer Equipment Cards Manually
Procedure 1. Choose Service Customer Equipment Card .
The Customer Equipment Card window appears in Find mode. 2. Switch to Add mode. 3. In the General Area, enter the customer information and the serial number. Choose the status of the customer equipment card, and enter details for the technician and territory. 4. On the Address tab, enter the address details for the customer who obtained the item with this serial number. 5. On the Sales Data tab, enter the buyer code, delivery and sales invoice details, if available in SAP Business One. 6. On the Attachments tab, add an attachment, if necessary. 7. To save the customer equipment card, choose Add. More Information Customer Equipment Card
Object
Customer Equipment Card: General Area
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Use this window to view information about serial numbers that were automatically assigned from the delivery document or to add serial numbers manually. You can also update the details of serial numbers. To access the general area, choose
Note
Service
Note
General Area Fields
Mfr Serial No. Specify the unique manufacturer ID assigned to the item. If you entered the serial number, the manufacturer serial number is added automatically. Serial Number Specify the unique ID number that you want to assign to the item internally. Telephone No. The customer's phone number, as defined in the business partner master data. If you specified a contact person, the contact person's phone number is displayed. Status Specify the current status of the sold item: Active The item was shipped to the customer. Returned The item was returned by the customer. Terminated The item is no longer available. Loaned The item was given to the customer as a loan. If the customer received the item instead of a replaced or returned one, you enter the replaced or returned item in the Previous SN field. In Repair Lab The item was returned from the customer for repair. If the customer received a temporary replacement, this is displayed in the New SN field. The item cannot be shipped to another customer. Previous SN Specify the serial number of the item that was replaced by the item with the current serial number. New SN Specify the serial number of the item that has replaced the item with the current serial number. Technician
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Specify the technician responsible for the item with this serial number. Territory Specify the geographic location for the item with this serial number. If you defined the territory in the business partner master data, the value appears automatically. More Information Customer Equipment Card
Object
Customer Equipment Card: Address Tab
Use this tab to enter the address at which you provide the service. To access the tab, choose
Note
Service
Note
Address Tab Fields
Location Specify the location of the item with this serial number. Specifying the exact location can help technicians find the item within a building. More Information Customer Equipment Card
Object
Customer Equipment Card: Service Calls Tab
Use this tab to view all service calls associated with the serial number. To access the tab, choose
Note
Service
Service Calls
tab.
Note
Service Calls Tab Fields
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Item No. Number of the item for which the service call was created. SN Serial number of the item for which the service call was created. More Information Customer Equipment Card
Object
Customer Equipment Card: Service Contracts Tab
Use this tab to view a list of contracts that include the serial number. To access the tab, choose
Note
Service
Service Contracts
Note
Service Contracts Tab Fields
Start Date Date on which the service contract became valid. End Date Date on which the service contract expired. Service Type Displays whether the contract is a warranty or a regular contract. More Information Customer Equipment Card
Object
Customer Equipment Card: Sales Data Tab
Use this tab to view sales information related to the item. To access the tab, choose
Note
Service
Sales Data
tab.
Note
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End of the note.

Sales Data Tab Fields
Buyer Code Specify the code of the customer who bought the item. Delivery Specify the delivery document number. Invoice Specify the invoice number. More Information Customer Equipment Card
Object
Customer Equipment Card: Transactions Tab
Use this tab to view all inventory transactions associated with the serial number. To access the tab, choose
Note
Service
Transactions
Note
Transaction Tab Fields
Trans. No. Number of the inventory transaction. Source The type of inventory transaction, for example, IN A/R Invoice. Document No. The number of the document associated with the transaction. Row No. The row of the transaction in the sales or purchasing document. G/L Acct/BP Code Code of the G/L account or business partner associated with the transaction. G/L Acct/BP Name Code of the G/L account or name of the business partner associated with the transaction. Direction In displays the incoming transaction.
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Out displays the outgoing transaction. More Information Customer Equipment Card
Object
Customer Equipment Card: Attachments Tab
Use this tab to add and view attachments associated with the serial number. To access the tab, choose More Information Customer Equipment Card
Procedure
Service
Attachments
Updating Customer Equipment Cards
Procedure 1. Choose Service Customer Equipment Card .
2. In the Mfr. Serial No. or Serial Number field, enter the complete or partial serial number. 3. Choose Find. 4. Make the necessary changes. To assign the item with this serial number to a different customer, change the customer and contact person details.
Note
Note
You can delete the serial number from the Edit menu. You can only delete serial numbers with no history information. End of the note. 5. Choose Update. More Information Customer Equipment Card
Procedure
Viewing Customer Equipment Cards
Procedure
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1. Choose
Service
2. To open a customer equipment card, enter the complete or partial serial number in the Mfr. Serial No. field, and choose Find. Alternatively, browse through the existing records. 3. To see if there have been any service calls for the item with this serial number, select the Service Calls tab. 4. To see contracts that include the current serial number, select the Service Contracts tab. 5. To see all accounting and stock transactions related to the serial number, select the Transactions tab. More Information Customer Equipment Card
Function
Service Contract
You offer a service contract to maintain and repair a product beyond the manufacturers warranty coverage. You also use the service contract information to determine the type of service for which the customer is eligible. SAP Business One supports the following service contract types: Contract Type Customer Coverage Service for all items purchased by the customer, regardless of the item group or serial numbers. Service for items that belong to a specific item group.
Example
Example
Item Group
The contract with a customer named Microchips covers the service for items in the Printers group. This means the customer receives service for all items that belong to this group regardless of their serial numbers. End of the example.
Serial Number
Service for items with specific serial numbers.
Service contracts of the Serial Number type can be created automatically. For more information, see Warranty Process. In addition, you can enter a service contract manually or base one on a predefined contract template (see Contract Templates). To access the window, choose Activities Service Service Contract .
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Adding Service Contracts Updating Service Contracts More Information Service Contract: General Area Service Contract: General Tab Service Contract: Items Tab Service Contract: Coverage Tab Service Contract: Attachments Tab Service Contract: Service Calls Tab
Procedure
Adding Service Contracts
Procedure 1. Choose Service Service Contract .
The Service Contract window appears. 2. Switch to Add mode. 3. Enter the customer code, contact person (if necessary), and start and end dates for the service contract. You also can add a short description of the service contract. 4. On the General tab, enter general details about the service contract. 5. On the Items tab, enter item details depending on the service contract type (serial number or item group). 6. On the Coverage tab, enter details for the service contract coverage and availability. 7. On the Attachments tab, add any attachments that may be relevant for the service contract. 8. Choose Add. More Information Service Contract
Object
Service Contract: General Area
Use this window to enter, view, and modify the details of the service contract that the customer is entitled to receive. To access the general area, choose Service Service Contract .
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Note
Note
General Area Fields
Contact Person Specify one of the contact persons defined in the business partner master data. Telephone No. Phone number of the contact person. If you have not selected a contact person, the phone number defined for the business partner is displayed. Description Enter a description for the contract. Contract No. Unique, automatically assigned, sequential number that identifies the service contract. Start Date Specify the date on which the contract becomes valid. End Date Specify the date on which the contract expires. Termination Date Specify the termination date of the contract if the contract was terminated during its validity period. As a result, all the fields in this window will be blocked and the Renewal option on the General tab will no longer be available. More Information Service Contract
Object
Service Contract: General Tab
Use this tab to enter general information about the contract. To access the tab, choose
Note
Service
Service Contract
General
Note
General Tab Fields
Template Specify the template on which you want to base this service contract. You can choose only contract templates that
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have not expired yet. Response Time Specify the maximum amount of time allowed to respond to a service call. Resolution Time Specify the maximum amount of time allowed to resolve a service call. Status Specify the status of the service contract. Approved The customer is entitled to receive service according to the contract. On Hold Sets the contract to inactive and the customer is not entitled to receive service. Draft The contract is not approved yet and the customer is not entitled to receive service. This is the default status for all new service contracts. Terminated The contract is terminated and the customer is not entitled to receive service. You can change the status at any time. Owner Specify the name of the user who is responsible for the service contract. Renewal Enables you to renew an expired service contract. Reminder Specify the number of days, weeks, or months for the alert to appear prior to the termination of the service contract. You can enter a value in this field only after you select Renewal. Active Items Number of items that are still active in the contract. An active item is an item that does not have a Termination Date and whose End Date has not arrived yet, as specified on the Items tab. More Information Service Contract Contract Templates Warranty Process
Object
Service Contract: Items Tab
Use this tab to enter the item details for either type of contract: serial number or item group.
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Note
Service
Service Contract
Items
Note
Serial Number Contract Type
Mfr Serial No. Specify the manufacturers serial number. When you enter a serial number, the manufacturer's serial number appears automatically. Serial Number Specify the serial number. When you enter a manufacturer's serial number, the serial number appears automatically. Start Date Specify the date on which the service contract becomes valid. End Date Specify the date on which the service contract expires. Termination Date If required, specify a date on which the service contract terminates for every item.
Item Group Contract Type
Start Date Specify the date on which the service contract becomes valid. End Date Specify the date on which the service contract expires. Termination Date If required, specify a date on which the service contract terminates for each item group. More Information Service Contract
Object
Service Contract: Coverage Tab
Use this tab to define the hours during which the customer is entitled to receive service. If you load a contract template to the service contract, this tab is filled in automatically. To access the tab, choose
Coverage Tab Fields
Service
Service Contract
Coverage
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Days Select the days on which service is provided to the customer. Start Time Specify the time as of which service is provided to the customer. End Time Specify the time until which service is provided to the customer. Include Select one or all of the following to include them in the service coverage: Parts Items used by a technician to fix broken goods. Labor Amount of time it takes a technician to fix the problem at the customer's site. Travel Amount of time it takes a technician to travel to and from the customer's site. Including Holidays Allows a customer to receive service coverage on holidays. More Information Service Contract
Object
Service Contract: Attachments Tab
Use this tab to add and view attachments related to the contract. To access the tab, choose More Information Service Contract
Object
Service
Service Contract
Attachments
Service Contract: Service Calls Tab
Use this tab to view all the service calls related to the items in the service contract. To access the tab, choose
Note
Service
Service Contract
Service Calls
Note
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Service Calls Tab Fields
Item No. Item number for which the service call was created. SN Serial number of the item for which the service call was created. This is relevant only for contracts of the serial number type. More Information Service Contract
Procedure
Updating Service Contracts
Procedure
Note
Note
You cannot delete a contract. To mark a contract as inactive, enter a Termination Date. End of the note. 1. Choose Service Service Contract .
The Service Contract window appears. 2. Switch to Find mode. 3. Enter the complete or partial customer code and choose Find. The service contract(s) of the selected customer is/are displayed. 4. Make the necessary changes and choose Update. 5. To close the window, choose OK. More Information Service Contract Adding Service Contracts
Object
Solutions Knowledge Base
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Use this window to create a solution or to choose an existing solution to solve service call problems. Existing solutions provide you with information about problems reported in past service calls. To access the window, choose
Note
Service
Solutions Knowledge Base
Note
Solution Knowledge Base Fields
Updated by, on Date on which the solution was last updated and the code of the user who updated the solution. These fields are not displayed in Add mode. No. The unique number of the solution. Owner The user who created the solution. Solution Description of the solution to the problem. Symptom The factors or circumstances indicating the existence of the problem. More Information Service Call
Function
Service Reports
Use the Service reports to extract important information about the efficiency and performance of your service department. You can also obtain details about customer service contracts and equipment. In addition, you can view your own service calls, assess your progress, and take any necessary actions. Activities Generating Reports More Information Service Calls Service Calls by Queue Response by Assignee Report
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Average Closure Time Service Contracts Customer Equipment Report Service Monitor My Service Calls My Open Service Calls My Overdue Service Calls
Object
Service Calls Report - Selection Criteria
Use this window to specify selection criteria for the Service Calls report. To open the window, choose from the Reports module.
Note
Service
Service Reports
Service Calls
. Alternatively, open it
Note
Selection Criteria
Filter Table
To define the selection criteria, you specify ranges and set filters. To set a filter, click and select the relevant options. Sort Shows the sort criteria you may define. Sort Field
(Filter Table)
Specify the field(s) to be used as sort criteria. This column appears only when you select Sort. Order Specify the order in which the report should be sorted. This column appears only when you select Sort.
Object
Service Calls Report
The Service Calls report provides information on open and closed service calls, and enables you to analyze all the information regarding service calls management in the company. You can see summaries of the information about service calls for each employee.
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Note
Note
Service Calls Report Fields
X Axis Select the time unit for displaying the service calls in the graph. The time frame of the x axis depends on the selection criteria. Y Axis Total number of service calls within the given selection. Print Graph Includes the graph when you print the report.
Form Settings
To display or remove additional report fields, choose More Information Service Call Service Calls Report - Selection Criteria
Object
(Form Settings) in the toolbar.
Service Calls by Queue - Selection Criteria
Use this window to specify selection criteria for the Service Calls by Queue report. To open the window, choose open it from the Reports module.
Note
Service
Service Reports
Service Calls by Queue
. Alternatively,
Note
Service Calls by Queue Selection Criteria
Filter Table
(Filter Table)
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Object
Service Calls by Queue Report
This report provides you with information about service calls in queues. It enables you to check all the service calls waiting in a queue.
Note
Note
Service Calls by Queue Fields
Assign Date Date on which the service call was assigned to a particular queue. Assign Time Time at which the service call was assigned to a particular queue. Show Graph Opens the Service Calls by Queue Selection Criteria window and displays the data for the selected queue in a graph. To open the Graph Settings window and change the settings for the graph, choose Settings in the Service Calls by Queue Selection Criteria window.
Form Settings
To display or remove additional report fields, choose More Information Service Calls by Queue Selection Criteria
Object
Response Time by Assignee Report - Selection Criteria
Use this window to specify selection criteria for the Response Time by Assignee report. To open the window, choose Service Alternatively, open it from the Reports module. Service Reports Response Time by Assignee Report .
Note
Note
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End of the note.

Response by Assignee Report Selection Criteria
Filter Table
(Filter Table)
Specify the field(s) to be used as sort criteria. This column appears only when you select Sort. Order Specify the order in which the report should be sorted. This column appears only when you select Sort. More Information Response Time by Assignee
Object
Response Time by Assignee Report
This report lets you analyze how much time it takes to respond to a service call. If a service call is in a queue, you get information about the amount of time the service call was in the queue before an assignee responded to it.
Note
Note
Response Time by Assignee Report
Response Time Amount of time it took to respond to the service call. Time in queue Amount of time the service call waited in the queue. To display or remove additional report fields, choose Form Settings in the toolbar. More Information Response Time by Assignee Report Selection Criteria
Object
Average Closure Time Report - Selection Criteria
Use this window to specify selection criteria for the Average Closure Time report.
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To access the window, choose Service Alternatively, choose it from the Reports module.
Note
Service Reports
Average Closure Time
Note
Average Closure Time Report Selection Criteria
Filter Table
(Filter Table)
Specify the field(s) to be used as sort criteria. This column appears only when you select Sort. Order Specify the order in which the report should be sorted. This column appears only when you select Sort. More Information Average Closure Time Report
Object
Average Closure Time Report
Use this report to check the efficiency of the service department. The report provides details about the average amount of time required to close service calls. You can display service calls with the same closure date. You can also select service calls completed by a specific employee.
Note
Note
Average Closure Time Report Fields
Closure Time Time at which the service call was closed. Time for Closure Amount of time required to close the service call. X Axis
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Select the time unit for displaying the service calls in the graph. The time frame of the x axis depends on the selection criteria. Y Axis Total number of service calls closed within the given selection. Print Graph Includes the graph when you print the report.
Form Settings
To display or remove additional report fields, choose More Information Average Closure Time Report - Selection Criteria
Object
Service Contracts Report - Selection Criteria
Use this report to display and analyze information about the service contracts of the company. To access the report, choose Service choose it from the Reports module.
Note
Service Reports
Service Contracts
. Alternatively,
Note
Service Contracts Report Selection Criteria
Filter Table
To define the selection criteria, you specify ranges and set filters. To set a filter, click and select the relevant options. End Date From ... To... Specify the range of dates on which the service contracts expired. Termination Date From... To... Specify the range of dates on which the service for certain or all items expires. Contract Renewals Only Includes service contracts that can be renewed. Sort Shows the sort criteria you may define. Sort Field
(Filter Table)
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More Information Service Contracts Report

Object
Service Contracts Report
This report provides concise information about the service contracts of the companys customers. You can create the report for different contract types and statuses. You can also view service contracts of specific customers.
Note
Note
Service Contracts Report Fields
Renewal Displays whether the contract can be renewed. Reminder Displays how many days or hours prior to the renewal of the service contract you get the reminder.
Form Settings
To display or remove additional report fields, choose More Information Service Contracts Report - Selection Criteria
Object
Customer Equipment Card Report - Selection Criteria
Use this report to view a list of items for each customer. The report provides information about the specific items assigned to each customer. To open the selection criteria window, choose Report Service Service Reports Customer Equipment Card
More Information Customer Equipment Card Report

Object
Customer Equipment Card Report
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This report lists which customers own which items. You can view information such as serial number, customer, status of the equipment card, and contact person at the customer site. More Information Customer Equipment Card Report Selection Criteria
Object
Service Monitor
Use this report to analyze the efficiency and performance of the service department. You can view either your own service calls or all open service calls. The report presents two dynamic views of service calls. The first graph shows the number of open service calls, and the second one displays the number of service calls that have passed their due date. To view the details of either open or overdue service calls, choose Details. To access the report, choose it from the Reports module.
Service Monitor Fields
Service
Service Reports
Service Monitor
. Alternatively, access
Assignee To specify the employee responsible for the service call, select the checkbox and enter the assignee. Queue To specify the queue responsible for the service call, select the checkbox and specify the queue. Priority To include service calls with a specific priority, select this checkbox and specify the priority by clicking Open Calls Limit .
To get an alarm when the number of open service calls exceeds a defined limit, select this checkbox and enter a number. Overdue Calls Limit To get an alarm when the number of overdue service calls exceeds a defined limit, select this checkbox and enter a number. Sound Alarm To activate a sound alarm when the number of open or overdue service calls exceeds the defined limit, select this checkbox. Refresh Specify the amount of time and select the time unit for refreshing the display. More Information Service Monitor: Open and Overdue Service Calls
Object
Service Monitor: Open and Overdue Service Calls
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Use these reports to view and analyze your open or overdue service calls in detail. To open the report window, choose Service Service Reports choose Details for either Open Service Calls or Overdue Service Calls. More Information Service Monitor
Object
Service Monitor
and then
My Service Calls
Use this report to view and analyze the service calls assigned to you. The report displays open, closed, and overdue service calls. The report enables you to evaluate the priority of service calls and take any necessary action. You can also analyze your efficiency and performance. To open the report window, choose Service Alternatively, open it from the Reports module. Service Reports My Service Calls .
To display or remove additional report fields in the report, choose More Information Service Call
Object
Form Settings
My Open Service Calls
Use this report to view and analyze the open service calls for which you are responsible. The report lets you check each service call, view its progress, and take any necessary action. To open the report window, choose Service Alternatively, open it from the Reports module. Service Reports My Open Service Calls .
To display or remove additional report fields, choose More Information Service Call
Object
Form Settings
My Overdue Service Calls
Use this report to view and analyze a service call that has passed its due date. The report enables you to check single service calls and evaluate their progress, as well as to take the necessary action to solve the problem as quickly as
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possible. You can also analyze your efficiency and performance with this report. To open the report window, choose Service Alternatively, open it from the Reports module. Service Reports My Overdue Service Calls .
To display or remove additional report fields, choose More Information Service Call
Component
Form Settings
Human Resources
Use the Human Resources module to enter and maintain information about company employees, and to perform the following related tasks: Enter and maintain general and personal employee information, such as age, marital status, passport and ID number, phone numbers, and home and work addresses. Manage information regarding employee education, previous job records, results of professional reviews, and absences. Analyze employee costs and salaries. Create various reports and employee lists to run your business more efficiently. Features Employee Master Data Human Resources Reports
Function
Employee Master Data
Use this window to specify information about an employee, such as addresses and role within the organization, as well as personal and financial details. You can also keep track of an employee's progress, illnesses, or vacation days, and keep a history of the employee's education and previous employment. To open the window, choose Activities Employee Master Data: General Area Employee Master Data: Address Tab Human Resources Employee Master Data .
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Employee Master Data: Membership Tab Employee Master Data: Administration Tab Employee Master Data: Personal Tab Employee Master Data: Finance Tab Employee Master Data: Remarks Tab Employee Master Data: Attachments Tab More Information Creating Employee Master Data Viewing and Updating Employee Master Data
Procedure
Creating Employee Master Data
Use this procedure to enter work-related and personal data about each employee. Procedure 1. From the SAP Business One Main Menu, choose . The Employee Master Data window appears. 2. Choose Add, and in the General Area fields, specify the required general information. You can also insert a picture. 3. On the Address tab, specify the employee's work and home addresses. 4. On the Membership tab, specify how the employee fits into the company and to which team he/she belongs. 5. On the Administration tab, specify the employees employment period and status, as well as information about absences, education, reviews, and previous employment. 6. On the Personal tab, specify information such as date of birth, marital status, and ID number. 7. On the Finance tab, specify the employees salary, cost, and necessary bank details. 8. On the Remarks tab, add comments, if required. 9. On the Attachments tab, link documents and files related to the employee. 10. Choose Add. More Information Human Resources Employee Master Data
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Object
Employee Master Data: General Area
Use this area to enter general information about an employee. To access the area, choose
Note
Human Resources
Note
General Area Fields
Employee No. Automatically assigned, unique sequential number identifying an employee. Position Specify the post that the employee occupies within the organization. For example, Purchasing Manager or West
Coast Sales Manager.
Department Specify the division in which the employee works. Branch Specify an additional organizational division in which the employee works. Manager Specify the employee's supervisor. User Code Select the employees existing SAP Business One user code, or define the employee as a new user in the application.
Note
Note
The user code, in addition to the user name, enables users to log on to SAP Business One. End of the note. Sales Employee Specify an employee in the sales and distribution department of the company. Ext. Specify the extension of the employee's office phone number. Pager Specify the employees pager number. [Insert Image] Opens a window from which you can select an image file, for example, an employee's photo, to add to a record.
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More Information Employee Master Data

Object
Employee Position - Setup
Use this window to specify the post the employee occupies within the organization. More Information Employee Master Data: General Area
Object
Employee Master Data: Address Tab
Use this tab to maintain the employees work and home addresses. To access the tab, choose
Address Tab Fields
Human Resources
Address
Work Address Specify the work address details, including zip code, city, and state. Home Address Specify the home address details, including zip code, city, and state. More Information Employee Master Data
Object
Employee Master Data: Membership Tab
Use this tab to specify how the employee fits into the company. To access the tab, choose Human
Membership Tab Fields
Resources
Membership
Roles Assign one or several predefined roles (activities that the employee can have within the company) to the employee, or define a new one. The following roles are predefined by default: Sales Employee responsible for sales documents
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Purchasing responsible for purchasing documents Technician assigned as a technician in a service call Set Role as Default Sets the selected role as the default for the employee. Teams Assign one or several teams to the employee, or define a new one.
Example
Example
Teams enable individuals who otherwise have no relationship, to share work, comments, and opportunities. End of the example. Team Role Specify whether the employee is the leader of the team or a regular member. More Information Employee Master Data Roles - Setup Teams - Setup
Object
Roles - Setup
Use this window to specify roles that employees can have within the organization. More Information Employee Master Data: Membership Tab
Object
Teams - Setup
Use this window to specify groups of employees that share tasks within the organization. More Information Employee Master Data: Membership Tab
Object
Employee Master Data: Administration Tab
Use this tab to enter the dates when the employee began/stopped working for the company, as well as the employees
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current status. To access the tab, choose

Note
Human Resources
Administration
Note
Administration Tab Fields
Absence Opens the Absence Information window where you can enter details about an employee's absence. Education Opens the Education window where you can enter details about an employees education. Reviews Opens the Reviews window, where you can enter details about the employees professional reviews. Previous Employment Opens the Previous Employment window where you can enter details about the employees work history. More Information Employee Master Data Absence Information Window Education Window Reviews Window Previous Employment
Object
Absence Information Window
Use this window to specify the dates of an employee's absence from the workplace, and the reasons. To open the window, choose Absence
Note
Human Resources
Administration
Note
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Absence Information Fields
Approved By Specify the name of the employee who approved the absence. More Information Employee Master Data Employee Master Data: Administration Tab
Object
Education Window
Use this window to specify details about an employees education. To open the window, choose Education
Note
Human Resources
Administration
Note
Education Window Fields
Education Type Specify the type of education the employee acquired. Institute Specify the name of the school where the employee was educated. Major Describe the field in which the employee specialized. Diploma Describe the type of diploma the employee received. More Information Employee Master Data Employee Master Data: Administration Tab
Object
Reviews Window
Use this window to specify details about the professional reviews of an employee.
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To open the window, choose Reviews

Reviews Fields
Human Resources
Administration
Date Specify when the review took place. Description Describe the main topic of the review. Manager Specify the employee responsible for the review. Grade Specify the employees rating after a review. Remarks Specify additional remarks about the review. More Information Employee Master Data Employee Master Data: Administration Tab
Object
Previous Employment Window
Use this window to specify information about an employees previous employment. To open the window, choose Previous Employment
Note
Human Resources .
Administration
Note
Previous Employment Fields
Employer Specify the name of the employees previous employer. Position Specify the employees position at the previous work place. Remarks Specify any additional information about the employees previous work place.
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More Information Employee Master Data Employee Master Data: Administration Tab
Object
Employee Master Data: Personal Tab
Use this tab to specify personal information about the employee. To access the tab, choose More Information Employee Master Data
Object
Human Resources
Personal
Employee Master Data: Finance Tab
Use this tab to specify an employees financial information. To access the tab, choose
Finance Tab Fields
Human Resources
Finance
Salary Specify the employees salary and select the relevant payment basis. Employee Costs Specify an employees actual costs, for example, salary, company car and meals, and select the relevant payment basis. Bank Specify the bank where the employee has an account. Account No. Specify the employee's bank account number. Branch Specify the branch number or name of the bank. More Information Employee Master Data
Object
Employee Master Data: Remarks Tab
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Use this tab to enter, update, or delete any freestyle text regarding the employee, such as additional comments, notes, and relevant details. To access the tab, choose More Information Employee Master Data
Object
Human
Resources
Remarks
Employee Master Data: Attachments Tab
Use this tab to enter and display attachments associated with the employee. To access the tab, choose
Note
Human Resources
Attachments
Note
Attachments Tab Fields
Attachment Date When the file was appended Browse Opens a window where you can select a file to attach.
Note
To attach files, you must predefine a folder on the Path tab in General Settings End of the note. More Information Employee Master Data General Settings: Path Tab
Procedure
Viewing and Updating Employee Master Data
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Use this procedure to maintain employee information, both work-related and personal. Prerequisites An employee record exists. Procedure 1. From the SAP Business One Main Menu, choose . The Employee Master Data window appears. 2. Display the required employee record using standard search functions. 3. Modify the information as required. 4. Choose Update, then OK.
Note
Human Resources
Note Data Remove .
To delete a record, choose End of the note. More Information Employee Master Data Creating Employee Master Data
Function
Human Resources Reports
Use these reports to retrieve data according to your specified selection criteria. You can: View employee absences for the entire organization or a particular department. Display contact details for every company employee. Print phone books, or employee lists in various combinations. To create a report, choose Activities Generating Reports More Information Human Resources Human Resources Reports .
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Employee List Report Employee Absence Report Phone Book

Object
Employee List - Selection Criteria
Use this window to specify selection criteria for the Employee List Report. To open the window, choose
Note
Human Resources
Employee List
Note
Selection Criteria
Role Specify the employees roles to include in the report. More Information Employee Master Data
Object
Employee List Report
This window displays general information about employees from the different branches and departments in the company, according to your selection criteria.
Object
Absence Report - Selection Criteria
Use this window to specify selection criteria for the Employee Absence Report. To open the window, choose Human Resources Human Resources Reports Absence Report .
Note
Note
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End of the note.

Selection Criteria
Start Date, End Date Specify the date range for employee absences to include in the report. More Information Absence Information Window
Object
Employee Absence Report
This report displays information (sick days, vacation days, and so on) about an employee's absences, according to your selection criteria.
Object
Phone Book - Selection Criteria
Use this window to specify selection criteria for the company Phone Book. To open the window, choose
Object
Human Resources
Phone Book
Phone Book
This window displays contact information for company employees, according to your selection criteria.
Component
Reporting
SAP Business One contains an integrated and extensive Reports module that includes the following variety: Business reports Accounting reports Warehouse reports Financial reports Account statements You can compile reports in almost any configuration to match the needs of your business.
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This application contains many predefined reports that you can analyze in various ways by using the selection and sort functions. Navigating in a report enables you to quickly access the underlying detailed information that it contains. Moreover, you can create any number of reports to fit your individual needs and requirements. A reports wizard guides you step-by-step in defining queries, enabling you to create reports as detailed as necessary, according to your information requirements, without the need for technical know-how. You can also export all reports to a Microsoft Excel table and some to a Microsoft Word document. This capability gives you access to data outside of the system.
G/L Accounts and Business Partners

Use
This report produces a list of G/L accounts and/or business partners.
See also:
G/L Accounts and Business Partners - Selection Criteria G/L Accounts and Business Partners Window
Function
General Ledger
This report displays journal entries created in SAP Business One.

Recommendation
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Ledger Report Financials . Prepare for Financials Start Using Financials Access a General
More Information
Transaction Journal Report

Use
This report displays a list of transactions according to a selected transaction type.
See also:
Transaction Journal Report - Selection Criteria Transaction Journal Report Window
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Transaction Report by Projects

Use
This report displays and groups the transactions made in SAP Business One by their related projects.
Failure to consistently relate projects to transactions may result in an inaccurate report.
See also:
Transaction Report by Projects - Selection Criteria Transaction Report by Projects Window
Document Journal
Use
This report enables you to display in detail journal entries created manually or automatically by documents produced in SAP Business One. Using a large variety of selection criteria, you can create the most accurate report for the companys requirements.
See also:
Document Journal - Selection Criteria Document Journal: Detailed Transactions Document Journal: Month Totals Mode
Procedure
Sales and Purchase Ledger Reports - Creation Procedure: RU
Sales and Purchase Ledgers are legally required documents displaying tax invoices and payments on its base documents (A/P or A/R Invoices) in terms of VAT reporting. Both ledgers are based on A/R and A/P tax invoice marketing documents, where Sales Ledger is based on A/R Tax Invoices and Purchase Ledger is based on A/P or A/R Tax Invoices (payment type only). Procedure
Sales Ledger Creation
Sales ledger, based on the selected taxation method in the system initialization company details, registers tax invoices appropriately. The following taxations methods exist: 1. On Shipment - A/R Tax Invoice based on invoices is registered in the sales ledger when it is posted to the system (on Posting Date). The whole amount (document total) and VAT is registered within the sales ledger.
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2. On Payment - A/R Tax Invoice based on invoices is registered within the sales ledger when a total or a partial payment is received for the base A/R Invoices. If the payment is a partial payment or not all the A/R Invoices linked to the appropriate A/R Tax Invoice have been paid yet, there is a remark next to the relevant line partial payment. In case of partial payments, A/R Tax Invoice will be registered only in the amount of payment. A/R Tax Invoice will be included in the sales ledger on Payment Date (if the Payment date is later than the tax invoice posting date, otherwise, this date is used). A/R Tax Invoice based on down payment (a payment not based on invoice or a payment based on an A/R Down Payment Request) is registered in the sales ledger on the date when it is issued (Document Date), regardless of the taxation method. This type of A/R Tax Invoice is registered also in the purchase ledger after issuing an A/R Tax Invoice for the goods/services for which the down payment was posted, after connecting the down payment with the base invoices of the A/R Tax Invoice. A/R Tax Invoice based on journal entry is registered in the sales ledger on the Posting Date of the tax invoice. If you use the On Shipment method, also credited invoices using Credit Memo transaction are displayed in the Sales Ledger report, if you choose the option to display them.
Purchase Ledger Creation
Purchase Ledger always registers an A/P Tax Invoice according to the On Payment method, regardless of the settings in the company details (legal requirement). This means, that an A/P Tax Invoice is registered within purchase ledger when a total or a partial payment is received for the base A/P Invoices. If the payment is a partial payment or not all the A/P Invoices linked to the appropriate A/R Tax Invoice have been paid yet, there is a remark next to the relevant line partial payment. In case of partial payments, A/P Tax Invoice will be registered only in the amount of payment. A/P Tax Invoice based on journal entry is registered in the purchase ledger on the Posting Date of the tax invoice. Result A/R and A/P Tax Invoices are registered within the sales and purchase ledgers automatically. Depending on legislature needs, Sales and Purchase Ledger Reports ( Report Financials Accounting Tax
) can be generated, which display the registered tax invoices. Example

Input Data
The provided example shows the most common situations that occur within organizations business processes. A/R Invoice (date) A/R Invoice No. 1 (05.01) A/R Invoice No. 2 (08.01) A/R Invoice No. 3 (12.01) Total without VAT A/R Tax Invoice (based on Invoice (s)) (date) VAT 100 200 50 20 40 10 Total without VAT VAT 60
A/R Tax Invoice No. 101 (based on A/R Inv. No. 300 1 and 2) (09.01) A/R Tax Invoice No. 103 (based on A/R Inv. No. 50 3) (15.01)
10
Also the following A/P Invoices and A/P Tax Invoices based on these A/P Invoices was received by the company (the
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numbers for A/P Invoices and Tax Invoices are assigned by the vendors): A/R Invoice (date) A/P Invoice No. 19 (07.01) A/P Invoice No. 45 (10.01) A/P Invoice No. 89 (19.01) Total without VAT A/R Tax Invoice (based on Invoice (s)) (date) VAT 500 300 150 100 60 30 Total without VAT VAT 160
A/P Tax Invoice No. 6 (based on Inv. No. 19 & 800 No. 45) (11.01) A/P Tax Invoice No. 87 (based on Inv. No. 89) 150 (24.01)
30
The following incoming payments were received by the organization in January: A/R Invoice (date) No. 1 (07.01) No. 2 (10.01) No. 3 (15.01) Total without VAT VAT A/R Invoice No. 120 1 30 A/R Invoice No. 120 2 A/R Tax Invoice (based on Invoice (s)) (date) Total without VAT VAT
A/R Tax Invoice No. 102 (Payment type tax invoice) (10.01)
25
The following outgoing payments were paid by the organization in January: Payment No. 101 No. 102 No. 103 Payment Date A/P Invoice the payment is based on 09.01 A/P Invoice No. 19 11.01 15.01 A/P Invoice No. 45 Amount paid 300 180 60
In addition to the operation performed above, the organization made the following actions in January: 1. Outgoing payment No. 102 was linked with A/P Invoice # 89 (reconciliation was made on 19.01). 2. A/R Invoice No. 3 was linked to the Incoming payment No. 2 (on 12.01). In February, the following incoming payments were received by the organization: A/R Invoice (date) No. 4 (10.02) No. 5 (16.02) No. 6 (25.02) Total without VAT VAT A/R Invoice No. 120 2 480 A/R Invoice No. 30 3 A/R Tax Invoice (based on Invoice (s)) (date) Total without VAT VAT
A/R Tax Invoice No. 104 (Payment type tax invoice) (16.02)
400
80
The following outgoing payments were received by the organization in February: Payment Payment Date A/P Invoice the payment is based on Amount paid No. 104 05.02 A/P Invoice No. 19 300 No. 105 13.02 A/P Invoice No. 45 120
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Results Sales & Purchase Ledgers for January
In the Sales Ledger for the period from 01.01 to 31.01 (January) the following Tax Invoices will be registered: On Shipment method Tax Invoice Date & Number 09.01 No. 101 10.01 No. 102 15.01 No. 103 On Payment method Tax Invoice Date & Number 09.01 No. 101 10.01 No. 102 09.01 No. 101 15.01 No. 103 Date of Payment 07.01 10.01 15.01 10.01 Tax Invoice Total Including VAT 120 (partial payment) 30 120 (partial payment) 30 (partial payment) Total without VAT 100 25 100 25 VAT 20 5 20 5 Date of Payment 09.01 10.01 15.01 Tax Invoice Total Including VAT 360 30 60 Total without VAT 300 25 50 VAT 60 5 10
In the Purchase Ledger for the period from 01.01 to 31.01 (January) the following Tax Invoices will be registered: Tax Invoice Date & Number 11.01 No. 6 11.01 No. 6 10.01 No. 102 24.01 No. 87 Date of Payment 09.01 15.01 10.01 11.01 Tax Invoice Total Including VAT 300 (partial payment) 60 (partial payment) 30 180 Total without VAT 250 50 25 150 VAT 50 10 5 30
Sales & Purchase Ledgers for February
In the Sales Ledger for the period from 01.02 to 28.02 (February) the following Tax Invoices will be registered: On Shipment method Tax Invoice Date & Number Date of Payment Tax Invoice Total Including VAT Total without VAT VAT 16.02 No. 104 16.02 480 400 80 On Payment method Tax Invoice Date & Number 09.01 No. 101 16.02 No. 104 15.01 No. 103 Date of Payment 10.02 16.02 25.02 Tax Invoice Total Including VAT 120 (partial payment) 480 30 Total without VAT 100 400 25 VAT 20 80 5
In the Purchase Ledger for the period from 01.02 to 28.02 (February) the following Tax Invoices will be registered: Tax Invoice Date & Number Date of Payment Tax Invoice Total Including VAT Total without VAT VAT 11.01 No. 6 05.02 300 (partial payment) 250 50 11.01 No. 6 13.02 120 (partial payment) 100 20
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Balance Sheet Comparison

Use
Use this report to compare the balance sheet reports of two companies, or of two periods of the same company with the same chart of accounts.
See also:
Trial Balance Comparison

Use
Use this report to compare the trial balances of two different companies or two different posting periods.
See also:
Trial Balance Comparison - Selection Criteria Trial Balance Comparison Window
Profit and Loss Statement Comparison

Use
This report lets you compare the profit and loss statements of two companies or two periods.
See also:
Profit and Loss Statement Comparison - Selection Criteria Profit and Loss Statement Comparison Window
Budget Report
Use
Use this report to analyze the business activities that took place during a defined period with reference to a selected budget scenario.
See also:
Budget Report - Selection Criteria Budget Report Window
Balance Sheet Budget Report
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Use
This report displays a balance sheet based on a selected budget scenario.
See also:
Balance Sheet Budget Report - Selection Criteria Balance Sheet Budget Report Window
Trial Balance Budget Report

Use
This is a trial balance report that is based on a specific budget scenario.
See also:
Trial Balance Budget Report - Selection Criteria Trial Balance Budget Report Window
Function
Sales and Purchasing Reports
Use the reports listed under this entry to: Analyze purchasing and sales transactions View open documents Generate backorder report View and process documents saved as drafts
Function
Legal Lists
Use the reports listed under this menu entry to generate legal reports that comply with the conventional regulations in your country.
Procedure
Generating Legal List EC Sales List: UK
Procedure 1. From the SAP Business One Main Menu, choose Reports The Legal List Selection Criteria window appears. Legal Lists Legal Lists .
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Note
Note
If there is only one menu entry under the Legal Lists menu entry, go to step 3. End of the note. 2. In the Legal List field, specify the value EC Sales List. 3. Choose Next and in the displayed EC Sales List Selection Criteria window, specify the report criteria as follows: Field Activity/Description Specify the name of the contact person in the company submitting the EC Sales List.
Caution
Contact Name
Caution
Mandatory field; may not contain the ampersand (&) character. End of the caution. If the company submitting the report is a subsidiary in a headquarter-subsidiary network environment, specify a subsidiary identifier of up to 10 digits. Default = 000 Specify the fiscal year for which the report is generated. Default = year of current system date Specify the quarter for which the report is generated. Default = quarter that reflects the current system date The codes of the EU tax groups as defined in Administration Setup
Subsidiary Identifier Year Period Quarter
Code Name Select

Note
Financials Tax Tax Groups . Description of EU tax group. Select the EU tax groups to be included in the report.
Note
To be included in the EC Sales List - Selection Criteria window, all documents with EU tax codes must have a Federal Tax ID specified. SAP Business One displays the warning message Federal Tax ID is missing, and lists the document numbers of the affected documents. End of the note. 4. To generate the report, choose OK. 5. Save the report as a *.csv file.
Note
Note
Save the file before opening it in MS Excel; otherwise, the default subsidiary identifier, 000, appears as 0. End of the note.
Procedure
Generating Legal List EU Sales Report: Germany
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Procedure 1. From the SAP Business One Main Menu choose Legal List Selection Criteria window appears.
Note
Reports
Legal List
Legal List.
The
Note
If the Legal List menu includes only one menu entry, go to step 3 End of the note. 2. In the Legal List field, specify the value EU Sales Report. 3. Choose Next and in the EU Sales Report Selection Criteria window, specify the report criteria as follows: Description Specify the fiscal year for which the report is generated. Valid values are 2000 to Year 2999. By default, the year of the current system date is displayed. Specify the quarter for which the report is generated. The quarter that reflects the Period Quarter current system date is proposed by default. Correction Declaration Select to generate a correction report. Report includes documents with document date within the defined period. When Document Date deselected, the defined period refers to the posting date of the documents. Code Name Select
Note
Field
The codes of the EU tax groups as defined in
Administration
Setup
Financials Tax Tax Groups . The description of the EU tax group. Select the EU tax groups to be included in the report.
Note
To be included in the EU Sales Report - Selection Criteria window, all documents with EU tax codes must have a Federal Tax ID. SAP Business One displays the warning message Federal Tax ID is missing, and lists the document numbers of the affected documents. End of the note. 4. Choose OK to generate the Legal List EU Sales report. 5. Save the report as an *.xml file.
Component
SAP Support Desk
If a problem occurs with SAP Business One, you can use the Support Desk to connect directly to SAP Service Marketplace. You can perform the following actions: Enter a problem description and search the support database for known solutions
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Create a service message in SAP Service Marketplace Attach a file to your message to provide further information Track the status of your messages All relevant customer-specific data is included automatically, reducing the time you require to create the message. As soon as a message is processed, you receive an E-mail notification of the solution. Features To use the SAP Support Desk you require: A valid service contract with SAP A valid S-User An Internet connection More Information Finding a Solution on the SAP Service Marketplace Support Desk - Find a Solution Window Tracking the Support Message Status
Procedure
Finding a Solution on the SAP Service Marketplace
Use the Support Desk to search for known solutions in the SAP support database on the SAP Service Marketplace. Procedure 1. To connect to the SAP Service Marketplace, from the Main Menu choose Support Desk Find a Solution . Help Support
The Support Desk - Find a Solution window opens. 2. In the Search Term field, enter key words or phrases, up to 60 characters. 3. Choose Find to start the search. The system connects to the SAP Service Marketplace.
Note
Note
You need a valid S-User to connect to the SAP Service Marketplace. End of the note.
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4. Enter your S-User and password. SAP Service Marketplace starts the search. Result The system displays a list of solutions. Click on a solution to view the detailed description. If your search did not lead to the desired result, you can modify your search criteria or add more information. You can also perform other actions in the SAP Service Marketplace, such as creating a support message. More Information SAP Support Desk
Object
Support Desk - Find a Solution Window
Use this window to enter words or phrases to search on the SAP Service Marketplace.
Note
Note
Support Desk Find a Solution Fields
Title of the last form: Displays the name of the window you were working in when you opened the Support Desk Find a Solution window. Search Term: Enter a word or phrase up to 60 characters. The system searches for these terms in the support database on the SAP Service Marketplace. More Information SAP Support Desk
Procedure
Tracking the Support Message Status
Use the Support Desk to connect directly to the SAP Service Marketplace and track the status of your support messages. Procedure
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1. From the SAP Business One menu, choose Inbox .
Help
Support
Support Desk
Service Message
2. To connect to the SAP Service Marketplace, enter your S-User and password, and choose OK. The system opens a browser window with your SAP Service Channel inbox.
Background
S-User Information
An S-User is a user identification that authorizes you to use a large number of online support functions offered by SAP. To use the Support Desk or send a service message you need a valid S-User.
Obtaining S-User Information
If you do not know your S-User, please contact your SAP business partner. More Information SAP Support Desk
FAQs
General How can I restore icons to the toolbar? When trying to connect a base document to a target document, the List of Base Documents window does not contain the required base document, although it appears in the Open Items List report. What could be the reason? How can I simultaneously close all the open SAP Business One windows? How can I verify which version of SAP Business One I am using? The Main Menu window disappeared. How can I restore it? How can I use the F keys to create keyboard shortcuts for SAP Business One functions? How do I find information about a specific field in SAP Business One? Printing When printing SAP Business One documents, the text "Printed by SAP Business One" appears in the document footer. Is it possible to prevent it from being printed? When I add an SAP Business One document, it is automatically printed, although the option Print Document is deselected in Administration -> System Initialization -> Print Preferences -> Per Document tab -> When Adding Document section. What is the reason? In printed documents, the country name appears abbreviated, for example, GB instead of United Kingdom. How can I have the full name printed? Master Data Is it possible to remove a customer master data record of a business partner? Is it possible to remove an item master data record? How do I cancel an item record if it is not possible to remove it?
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Financials Is it possible to replace the chart of accounts template defined for a company? Why do journal entries that were created with the conversion differences function not include values in local currency? The chart of accounts contains accounts colored in green. What is special about these accounts? Is it possible to change the currency defined for G/L Account or Business Partner after journal entries have been posted? Why is the Inventory tab in the G/L Account Determination window disabled? How do I type the special symbols of the Euro and British Pound currencies? Banking How do I correct a wrong due date of a check after the incoming payment has been added?
General How can I restore icons to the toolbar? 1. Right-click an empty area in the toolbar to display a menu that lists the different groups of icons available. 2. Select the relevant group to place its icons on the toolbar. When trying to connect a base document to a target document, the List of Base Documents window does not contain the required base document, although it appears in the Open Items List report. What could be the reason? The type (item/service) of the target document must be identical to the type of the base document. Change the type of the target document, and open the list of base documents again. How can I simultaneously close all the open SAP Business One windows? In the Window menu of the menu bar, choose Close All. How can I verify which version of SAP Business One I am using? In the Help menu of the menu bar, choose About. The Main Menu window disappeared. How can I restore it? In the Window menu of the menu bar, choose the Main Menu option or press CTRL+0. How can I use the F keys to create keyboard shortcuts for SAP Business One functions? 1. In the Tools menu of the menu bar, choose 2. In the Customize window, choose Keyboard. 3. In the Customize Keyboard window, you can allocate a specific function to each F key. How do I find information about a specific field in SAP Business One? My Shortcuts Customize .
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Right-click the required field and choose the option What's This? Printing When printing SAP Business One documents, the text "Printed by SAP Business One" appears in the document footer. Is it possible to prevent it from being printed? Yes. Choose Administration System Initialization deselect Print SAP Business One Generation Message. Print Preferences General tab, and
When I add an SAP Business One document, it is automatically printed, although the option Print Document is deselected in Administration -> System Initialization -> Print Preferences -> Per Document tab -> When Adding Document section. What is the reason? User defaults have been defined for that user, and the option Print Document is selected in Setup also. General Users Defaults Administration
field (Link to User Defaults) Print tab Add button will
In printed documents, the country name appears abbreviated, for example, GB instead of United Kingdom. How can I have the full name printed? In Administration Setup Description for the Country component. Master Data Is it possible to remove a customer master data record of a business partner? Yes, as long as no accounting or inventory transactions have been posted to this customer. Is it possible to remove an item master data record? Yes, if this item has no related inventory transactions. How do I cancel an item record if it is not possible to remove it? Display the required item master data, and choose Data Cancel . The item will not appear in the inventory reports and will not be available for selection in marketing documents. To reactivate, display the item and choose Financials Is it possible to replace the chart of accounts template defined for a company? You can specify a different chart of accounts template on condition that: No transactions have been posted to the database No new G/L accounts have been added Why do journal entries that were created with the conversion differences function not include values in local Data Restore . Business Partners Address Formats , select the option
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currency? Journal entries resulting from conversion differences reflect the difference between the system currency rate on the posting date of a journal entry and on the date the conversion differences are performed. The system currency balance of the G/L account/business partner is updated accordingly. Local currency values are not relevant for this comparison. Therefore, the journal entries created with the conversion differences function do not include values in local currency. The chart of accounts contains accounts colored in green. What is special about these accounts? The green accounts are the default accounts to which the different accounting transactions performed in SAP Business One are posted. These accounts are defined in G/L Account Determination . Administration Setup Financials
Is it possible to change the currency defined for G/L Account or Business Partner after journal entries have been posted? If the currency defined for this G/L account or business partner is either the local currency or a specific foreign currency, it is possible to change it to All Currencies. If the originally specified currency is All Currencies, it is not possible to change it. Why is the Inventory tab in the G/L Account Determination window disabled? This tab is active only in companies that run a perpetual inventory accounting system (the option Default Valuation Method is selected in Initialization tab). Administration System Initialization Company Details Basic
How do I type the special symbols of the Euro and British Pound currencies? Currency Key Combination Euro: Alt + 0128 British Pound: Alt + 0163 Banking How do I correct a wrong due date of a check after the incoming payment has been added? Correction is possible only if the check has not yet been deposited, or was deposited as postdated. 1. Choose Banking Incoming Payments Check Register .
2. Display the required check. 3. Change its due date in the field Date.
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Error Messages
You are not permitted to perform this action (Message 200-30). Occurs when you choose the Cash tab after trying to add an incoming payment; the payment means is cash. You are not permitted to perform this action (Cash Receipt). Occurs when you enter a cash amount and choose OK when trying to add an incoming payment; the payment means is cash. You are not permitted to perform this action [Business Partner - Price List No.] (Message 200-30). Occurs when you add a new business partner in the Business Partner Master Data, but you have either No Authorization or Read Only authorization for all price lists, or for the specific price list that you are linking to the new business partner. No matching record found [Price Lists]. Occurs when you open the Inventory Transfer window, and you have either No Authorization or Read Only authorization for price lists. You are not permitted to perform this action [Document Printing]. You try to send an E-mail but have no authorization for document printing. You are not permitted to perform this action [Purchase Order Confirmation] Occurs when you try to add a sales order that has the option Purchase Orders (Logistics tab) selected.
You are not permitted to perform this action (Message 200-30). Occurs when you choose the Cash tab after trying to add an incoming payment; the payment means is cash. You are not authorized to receive cash as a payment means. A superuser may grant the required authorization by changing your current setting to Full Authorization in Authorization General Authorization Banking Administration Initialization System .
Incoming Payment
Cash Receipt
You are not permitted to perform this action (Cash Receipt). Occurs when you enter a cash amount and choose OK when trying to add an incoming payment; the payment means is cash. You are authorized to receive cash, but only an amount that is lower than the amount for this incoming payment. A superuser can authorize you on a one-time basis: For single occurrences, if you rarely receive large amounts If you are filling in for someone who usually handles the larger amounts To enable you to complete this action, the superuser adds her own user name and password in the Authorization by Another User window. If you regularly receive larger amounts, a superuser can define the relevant maximum amount by: 1. Choosing Administration System Initialization Authorization General Authorization
and selecting your user in the user list 2. Selecting the Max. Cash Total option (if not yet selected), and adding the relevant amount as the upper limit You are not permitted to perform this action [Business Partner - Price List No.] (Message 200-30). Occurs when you add a new business partner in the Business Partner Master Data, but you have either No Authorization or Read Only authorization for all price lists, or for the specific price list that you are linking to the new business partner. A superuser can grant you full authorization for:
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A specific price list The price list group that includes the price list required for the new business partner All price lists The superuser: 1. Chooses Authorization General Authorization Price Lists , and selects your user from the user list
2. Chooses Inventory List/Price List Group
, and selects Full Authorization for the relevant Price
No matching record found [Price Lists]. Occurs when you open the Inventory Transfer window, and you have either No Authorization or Read Only authorization for price lists. You lack full authorization for price lists. A superuser may grant you authorization for price lists by: 1. Choosing Administration System Initialization Authorization General Authorization
, and selecting your user from the user list 2. Choosing Authorization Inventory Price Lists , and changing the current authorization to Full
You are not permitted to perform this action [Document Printing]. You try to send an E-mail but have no authorization for document printing. For a single occurrence, the superuser can add his user name and password in the Authorization by Another User window to enable you to send the E-mail. If you are required to send E-mails regularly, the superuser can grant this authorization by: 1. Choosing Authorization Administration System Initialization Authorization General
and selecting your user from the user list Document Printing , and changing the current authorization to
2. Choosing Sales A/R Full Authorization
You are not permitted to perform this action [Purchase Order Confirmation] Occurs when you try to add a sales order that has the option Purchase Orders (Logistics tab) selected. You have no authorization for purchase order confirmations. For a single occurrence, a superuser can enter her user name and password in the Authorization by Another User window to enable you to add the sales order. For regular operations, a superuser can grant authorization by:
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1. Choosing Authorization
Administration
Authorization
General
, and selecting your user from the user list , and
2. Choosing Sales - A/R Sales Order Purchase Order Confirmation changing the current authorization to Full Authorization
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Background
Copyrights & Trademarks
Copyright 2007 SAP AG. All rights reserved.

SAP
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, XP, Excel and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix, i5/OS, POWER, POWER5, OpenPower and PowerPC are trademarks or registered trademarks of IBM Corporation. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML, XSLT and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
SAP Business One - Additional Copyrights & Trademarks
.Net, Visual C++ and SQL Server are registered trademarks of Microsoft Corporation. Sybase and SYBASE (logo) are trademarks of Sybase, Inc. Intel and Intel JPEG Library are trademarks of Intel, Inc.
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SEE4C (SMTP/POP3 Email Engine Library for C/C++) is the copyright of MarshallSoft Computing, Inc. combit and List&Label are trademarks of combit GmbH. DynaPDF is a trademark of DynaForms Software for Documents - Jens Boschulte. SECUDE is a trademark of Secude IT Security GmbH. Trolltech and Qt are trademarks of Trolltech ASA, Norway. Victor Image Processing Library and VIC32 are trademarks of Catenary Systems. The Victor Image Processing Library is copyright material. This includes the source code, object code, dlls, examples, and documentation. This material is protected by United States copyright law as well as international copyright treaty provisions. ComponentOne FlexGrid and Web.UI are trademarks of ComponentOne LLC., U.S.A. Chilkat Controls are trademarks of Chilkat Software, Inc. FreeTextBox is a trademark of FreeTextBox - John Dyer. XHEO|Licensing is a trademark of XHEO Inc. ChartDirector is a trademark of Advanced Software Engineering Limited. .NET Calendar is a trademark of Media Chase LTD. Ibiz E-Payment Integrator is a trademark of /n software inc. DataGridAdapter is a trademark of Fluent Consulting. obout Calendar is a trademark of obout inc.
THE APACHE SOFTWARE LICENSE, VERSION 1.1 (Tomcat 5.x, Xalan, 2.6.2, Xerces 2.x)
Copyright (c) 1999 The Apache Software Foundation. All rights reserved. Redistribution and use in source and binary forms, with or without modification, are permitted provided that the following conditions are met: Redistributions of source code must retain the above copyright notice, this list of conditions and the following disclaimer. Redistributions in binary form must reproduce the above copyright notice, this list of conditions and the following disclaimer in the documentation and/or other materials provided with the distribution. The end-user documentation included with the redistribution, if any, must include the following acknowledgment: "This product includes software developed by the Apache Software Foundation (http://www.apache.org/)." Alternately, this acknowledgment may appear in the software itself, if and wherever such third-party acknowledgments normally appear. The names "Xerces" and "Apache Software Foundation" must not be used to endorse or promote products derived from this software without prior written permission. For written permission, please contact apache@apache.org. Products derived from this software may not be called "Apache", nor may "Apache" appear in their name, without prior written permission of the Apache Software Foundation. THIS SOFTWARE IS PROVIDED ''AS IS'' AND ANY EXPRESSED OR IMPLIED WARRANTIES, INCLUDING,
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BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE APACHE SOFTWARE FOUNDATION OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. This product includes software developed by the Apache Software Foundation (http://www.apache.org/) and Info-Zip (http://www.info-zip.org/pub/INFO-ZIP/). This software consists of voluntary contributions made by many individuals on behalf of the Apache Software Foundation and was originally based on software copyright (c) 1999, International Business Machines, Inc., http://www.ibm.com. For more information on the Apache Software Foundation, please see <http://www.apache.org/> SAP and/or its distributors may offer, and charge a fee for, warranty, support, indemnity or liability obligations to one or more recipients of the software. However, SAP and/or its distributors may do so only on its/their own behalf, and not on behalf of the Apache Software Foundation or its contributors.
UNZIP. ZIP.
This is version 2003-May-08 of the Info-ZIP copyright and license. The definitive version of this document should be available at ftp://ftp.info-zip.org/pub/infozip/license.html indefinitely. Copyright (c) 1990-2003 Info-ZIP. All rights reserved. For the purposes of this copyright and license, "Info-ZIP" is defined as the following set of individuals: Mark Adler, John Bush, Karl Davis, Harald Denker, Jean-Michel Dubois, Jean-loup Gailly, Hunter Goatley, Ian Gorman, Chris Herborth, Dirk Haase, Greg Hartwig, Robert Heath, Jonathan Hudson, Paul Kienitz, David Kirschbaum, Johnny Lee, Onno van der Linden, Igor Mandrichenko, Steve P. Miller, Sergio Monesi, Keith Owens, George Petrov, Greg Roelofs, Kai Uwe Rommel, Steve Salisbury, Dave Smith, Christian Spieler, Antoine Verheijen, Paul von Behren, Rich Wales, Mike White This software is provided "as is," without warranty of any kind, express or implied. In no event shall Info-ZIP or its contributors be held liable for any direct, indirect, incidental, special or consequential damages arising out of the use of or inability to use this software. Permission is granted to anyone to use this software for any purpose, including commercial applications, and to alter it and redistribute it freely, subject to the following restrictions: Redistributions of source code must retain the above copyright notice, definition, disclaimer, and this list of conditions. Redistributions in binary form (compiled executables) must reproduce the above copyright notice, definition, disclaimer, and this list of conditions in documentation and/or other materials provided with the distribution. The sole exception to this condition is redistribution of a standard UnZipSFX binary (including SFXWiz) as part of a selfextracting archive; that is permitted without inclusion of this license, as long as the normal SFX banner has not been removed from the binary or disabled. Altered versions--including, but not limited to, ports to new operating systems, existing ports with new graphical interfaces, and dynamic, shared, or static library versions--must be plainly marked as such and must not be misrepresented as being the original source. Such altered versions also must not be misrepresented as being Info-ZIP releases--including, but not limited to, labeling of the altered versions with the names "Info-ZIP" (or any variation thereof, including, but not limited to, different capitalizations), "Pocket UnZip," "WiZ" or "MacZip" without the explicit permission of Info-ZIP. Such altered versions are further prohibited from misrepresentative use of the ZipBugs or Info-ZIP e-mail addresses or of the Info-ZIP URL(s).
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Info-ZIP retains the right to use the names "Info-ZIP," "Zip," "UnZip," "UnZipSFX," "WiZ," "Pocket UnZip," "Pocket Zip," and "MacZip" for its own source and binary releases.
Copyright and Licensing Information for ACE(TM) and TAO(TM)
ACE(TM) and TAO(TM) are copyrighted by Douglas C. Schmidt and his research group at Washington University, University of California, Irvine, and Vanderbilt University Copyright (c) 1993-2003, all rights reserved. Since ACE+TAO are open-source, free software, you are free to use, modify, copy, and distribute--perpetually and irrevocably--the ACE+TAO source code and object code produced from the source, as well as copy and distribute modified versions of this software. You must, however, include this copyright statement along with code built using ACE+TAO. You can use ACE+TAO in proprietary software and are under no obligation to redistribute any of your source code that is built using ACE+TAO. Note, however, that you may not do anything to the ACE+TAO code, such as copyrighting it yourself or claiming authorship of the ACE+TAO code that will prevent ACE+ TAO from being distributed freely using an open-source development model. You needn't inform anyone that you're using ACE+TAO in your software, though we encourage you to let us know so we can promote your project in the ACE+TAO success stories.. ACE+TAO are provided as is with no warranties of any kind, including the warranties of design, merchantability, and fitness for a particular purpose, non-infringement, or arising from a course of dealing, usage or trade practice. Moreover, ACE+TAO are provided with no support and without any obligation on the part of Washington University, UC Irvine, Vanderbilt University, their employees, or students to assist in its use, correction, modification, or enhancement. However, commercial support for ACE is available from Riverace and commercial support for TAO is available from OCI and PrismTech. Both ACE and TAO are Y2K-compliant, as long as the underlying OS platform is Y2K-compliant. Washington University, UC Irvine, Vanderbilt University, their employees, and students shall have no liability with respect to the infringement of copyrights, trade secrets or any patents by ACE+TAO or any part thereof. Moreover, in no event will Washington University, UC Irvine, or Vanderbilt University, their employees, or students be liable for any lost revenue or profits or other special, indirect and consequential damages. The ACE and TAO web sites are maintained by the Center for Distributed Object Computing of Washington University for the development of open-source software as part of the open-source software community. By submitting comments, suggestions, code, code snippets, techniques (including that of usage), and algorithms, submitters acknowledge that they have the right to do so, that any such submissions are given freely and unreservedly, and that they waive any claims to copyright or ownership. In addition, submitters acknowledge that any such submission might become part of the copyright maintained on the overall body of code, which comprises the ACE and TAO software. By making a submission, submitter agrees to these terms. Furthermore, submitters acknowledge that the incorporation or modification of such submissions is entirely at the discretion of the moderators of the open-source ACE+TAO projects or their designees. The names ACE(TM), TAO(TM), Washington University, UC Irvine, and Vanderbilt University, may not be used to endorse or promote products or services derived from this source without express written permission from Washington University, UC Irvine, or Vanderbilt University. Further, products or services derived from this source may not be called ACE(TM) or TAO(TM), nor may the name Washington University, UC Irvine, or Vanderbilt University appear in their names, without express written permission from Washington University, UC Irvine, and Vanderbilt University. SAP Library document classification: PUBLIC
7/16/2008

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SAP Business One 2007 A - SAP Documentation

SAP Business One 2007 A

file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4.htm

SAP Business One 2007 A - SAP Documentation

SAP Business One Main Window

SAP Business One Main Menu

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SAP Business One 2007 A - SAP Documentation

Navigate the Main Menu

Main Menu: Modules Tab

The Modules tab contains all SAP Business One modules:

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SAP Business One 2007 A - SAP Documentation

Enables you to handle bills of materials and production orders.

Main Menu: Drag & Relate Tab

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SAP Business One 2007 A - SAP Documentation

Using Drag & Relate

, and release the mouse button.

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SAP Business One 2007 A - SAP Documentation

Main Menu: My Menu Tab

Creating a Personalized Menu

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SAP Business One 2007 A - SAP Documentation

1. To open the Query Manager window, choose

Organizing the Personalized Menu

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SAP Business One 2007 A - SAP Documentation

file://C:\Documents and Settings\Stephen.ABBASOFT\Local Settings\Temp\~hhB0D4.htm

SAP Business One 2007 A - SAP Documentation

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SAP Business One 2007 A - SAP Documentation

Launch Application Window

, and in the Launch Application window,

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SAP Business One 2007 A - SAP Documentation

(Print Preview...) in the toolbar.

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SAP Business One 2007 A - SAP Documentation

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SAP Business One 2007 A - SAP Documentation

(User-Defined Values) Translated Values More Information View Menu

Description/Activity Switches to the Find mode. Switches to the Add mode.

(Find) Ctrl + F (Add) Ctrl + A

First Data Record

Record) <- + Ctrl

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SAP Business One 2007 A - SAP Documentation

Last Data Record

Filter Table Sort Table

(Filter Table) (Sort Table)

More Information Menu Bar

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SAP Business One 2007 A - SAP Documentation

System Message Log

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SAP Business One 2007 A - SAP Documentation

Print Layout Designer

Print Layout Designer

System Messages Log

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