Preface

21

Target Audience

22

The Objective and Structure of This Book

23

Acknowledgments

24

1 Navigation and Design

27

1.1 Logging In

27

1.2 Menu and General Structure

29

1.2.1 Main Menu

30

1.2.2 Menu Bar

32

1.2.3 Toolbar

36

1.2.4 Document Screen Design

39

1.2.5 Right-Click Context-Sensitive Menu

47

1.2.6 You Can Also Menu

48

1.3 Printing

48

1.4 Previewing

49

1.5 Cockpits, Widgets, and Dashboards

50

1.6 SAP Business One, Version for SAP HANA

52

2 Administration

53

2.1 Choosing a Company

53

2.2 Approval Procedures

55

2.3 Alerts Management

64

3 Financials

69

3.1 Chart of Accounts

69

3.1.1 Defining the Chart of Accounts

70

3.1.2 Editing the Chart of Accounts

74

3.2 Account Code Generator

76

3.3 Journal Entries

79

3.4 Journal Vouchers

82

3.5 Posting Templates

85

3.6 Recurring Postings

86

3.7 Reverse Transactions

89

3.8 Exchange Rate Differences

90

3.9 Conversion Differences

91

3.10 1099 Editing

91

3.11 Financial Report Templates

93

3.12 Document Printing

95

3.13 Journal Voucher Report

96

3.14 Fixed Assets

97

3.14.1 Asset Master Data

98

3.14.2 Capitalization

102

3.14.3 Retirement

103

3.14.4 Transfer

104

3.14.5 Manual Depreciation

105

3.14.6 Depreciation Run

106

3.14.7 Asset Revaluation

108

3.14.8 Fiscal Year Change

109

3.14.9 Fixed Asset Reports

109

3.15 Internal Reconciliation

110

3.16 Budget Setup

112

3.17 Cost Accounting

116

3.18 Financial Reports

119

3.18.1 Balance Sheets

120

3.18.2 Trial Balances

122

3.18.3 Profit and Loss Statements

125

3.18.4 Aging Reports

128

4 Opportunities

131

4.1 Opportunity

132

4.1.1 Potential Tab

134

4.1.2 General Tab

136

4.1.3 Stages Tab

137

4.1.4 Partners Tab

140

4.1.5 Competitors Tab

141

4.1.6 Attachments Tab

142

4.1.7 Summary Tab

143

4.1.8 Footer Buttons

144

4.2 Opportunity Reports

146

4.2.1 Onscreen Reporting

146

4.2.2 Opportunity Forecast Report

150

4.2.3 Opportunity Forecast Over Time Report

151

4.2.4 Opportunity Statistics Report

153

4.2.5 Opportunities Report

153

4.2.6 Stage Analysis Report

154

4.2.7 Information Source Distribution Over Time Report

156

4.2.8 Won Opportunities Report

157

4.2.9 Lost Opportunities Report

157

4.2.10 My Open Opportunities Report

158

4.2.11 My Closed Opportunities Report

159

4.2.12 Opportunities Pipeline

160

5 Sales (A/R)

163

5.1 Sales Process

164

5.1.1 Sales Blanket Agreement

164

5.1.2 Sales Quotation

172

5.1.3 Sales Order

174

5.1.4 Delivery

177

5.1.5 Return

180

5.1.6 A/R Down Payment Invoice

181

5.1.7 A/R Invoice

182

5.1.8 A/R Invoice + Payment

184

5.1.9 A/R Credit Memo

185

5.1.10 A/R Reserve Invoice

187

5.2 Document Generation Wizard

188

5.3 Recurring Transactions

196

5.3.1 Recurring Transactions Templates

196

5.3.2 Executing Recurring Transactions

198

5.4 Document Printing

199

5.5 Dunning Wizard

202

5.6 Gross Profit Recalculation Wizard

208

5.7 Sales Reports

208

5.7.1 Open Items List Report

208

5.7.2 Document Drafts Report

209

5.7.3 Sales Analysis Tool

211

5.7.4 Backorder Report

215

5.7.5 Blanket Agreement Fulfillment Report

217

5.7.6 Specialized Reports

218

6 Purchasing (A/P)

225

6.1 Purchasing Process

225

6.1.1 Purchase Request

227

6.1.2 Purchase Blanket Agreements

229

6.1.3 Purchase Quotation

232

6.1.4 Purchase Order

234

6.1.5 Goods Receipt PO

236

6.1.6 Goods Return

236

6.1.7 A/P Down Payment Invoice

236

6.1.8 A/P Invoice

237

6.1.9 A/P Credit Memo

239

6.1.10 A/P Reserve Invoice

239

6.2 Recurring Transactions and Templates

240

6.3 Landed Costs

245

6.3.1 Items Tab

247

6.3.2 Costs Tab

249

6.3.3 Vendors Tab

251

6.3.4 Details Tab

251

6.3.5 General Tab

252

6.3.6 Attachments Tab

253

6.4 Procurement Confirmation Wizard

253

6.5 Purchase Quotation Generation Wizard

258

6.6 Document Printing

263

6.7 Purchasing Reports

265

6.7.1 Open Items List Report

265

6.7.2 Document Drafts Report

268

6.7.3 Purchase Analysis Report

270

6.7.4 Purchase Request Report

274

6.7.5 Blanket Agreement Fulfillment Report

275

7 Business Partners

277

7.1 Business Partner Master Data

278

7.1.1 Adding Business Partner Master Data

279

7.1.2 Removing Business Partners

281

7.1.3 Displaying and Updating Business Partners

282

7.1.4 Basic Data

284

7.1.5 General Tab

292

7.1.6 Contact Persons Tab

295

7.1.7 Addresses Tab

297

7.1.8 Payment Terms Tab

297

7.1.9 Payment Run Tab

301

7.1.10 Accounting Tab

302

7.1.11 Properties Tab

304

7.1.12 Remarks Tab

306

7.1.13 Attachments Tab

307

7.2 Activity

308

7.2.1 Creating and Updating an Activity

308

7.2.2 Creating an Activity from the Calendar

309

7.2.3 Activity Record Header

310

7.2.4 General Tab

311

7.2.5 Content Tab

313

7.2.6 Linked Document

313

7.2.7 Attachments Tab

315

7.3 Campaigns

315

7.3.1 Campaign Generation Wizard

315

7.3.2 Manual Campaign Creation

320

7.4 Internal Reconciliation

320

7.5 Business Partner Reports

324

7.5.1 Activity Reports

325

7.5.2 Cash Management Reports

327

7.5.3 Internal Reconciliations Reports

328

7.5.4 Campaign Reports

329

8 Banking

331

8.1 Incoming Payments

331

8.1.1 Incoming Payments

331

8.1.2 Check Register

339

8.1.3 Credit Card Management

341

8.2 Deposits

342

8.2.1 Check Tab

343

8.2.2 Credit Card Tab

344

8.2.3 Cash Tab

346

8.3 Outgoing Payments

347

8.3.1 Outgoing Payments

347

8.3.2 Checks for Payment

356

8.3.3 Void Checks for Payments

357

8.3.4 Checks for Payments Draft Report

359

8.4 Payment Wizard

359

8.5 Bank Statements and External Reconciliations

370

8.5.1 Manual (External Bank) Reconciliation

370

8.5.2 Manage Previous External Reconciliations

373

8.5.3 Check and Restore Previous External Reconciliations

375

8.6 Document Printing

375

8.7 Check Number Confirmation

378

8.8 Banking Reports

382

8.8.1 Check Register Report

382

8.8.2 Payment Drafts Report

383

8.8.3 Checks for Payment in Date Cross Section Report

384

8.8.4 BP Bank Accounts Query

384

8.8.5 House Bank Accounts Query

384

8.8.6 External Reconciliation

386

9 Inventory

391

9.1 Item Master Data

391

9.1.1 General Tab

393

9.1.2 Purchasing Data Tab

394

9.1.3 Sales Data Tab

396

9.1.4 Inventory Data Tab

397

9.1.5 Planning Data Tab

399

9.1.6 Production Data Tab

400

9.1.7 Properties Tab

402

9.1.8 Remarks Tab

402

9.1.9 Attachments Tab

402

9.2 Bar Codes

403

9.3 Document Printing

404

9.4 Bin Locations

406

9.4.1 Bin Location Master Data

406

9.4.2 Bin Location Management

410

9.4.3 Bin Location Code Modification

412

9.5 Item Management

413

9.5.1 Serial Number Management

414

9.5.2 Batch Management

415

9.5.3 Alternative Item

415

9.5.4 Business Partner Catalog Numbers

415

9.5.5 Global Updates to BP Catalog Numbers

416

9.5.6 Inventory Valuation Method

417

9.6 Inventory Transactions

417

9.6.1 Goods Receipt

417

9.6.2 Goods Issue

418

9.6.3 Inventory Transfer Request

419

9.6.4 Inventory Transfer

420

9.6.5 Recurring Transactions

421

9.6.6 Inventory Counting

423

9.6.7 Inventory Posting

425

9.6.8 Inventory Opening Balance

427

9.6.9 Cycle Count Recommendations

430

9.6.10 Inventory Revaluation

431

9.7 Price Lists

432

9.7.1 Price Lists

432

9.7.2 Period and Volume Discounts

435

9.7.3 Discount Groups

437

9.7.4 Special Prices for Business Partners

438

9.7.5 Copy Special Prices to Selection Criteria

440

9.7.6 Update Special Prices Globally

440

9.7.7 Update Parent Item Prices Globally

441

9.7.8 Prices Update Wizard

441

9.8 Pick and Pack

441

9.8.1 Pick and Pack Manager

442

9.8.2 Pick List

444

9.9 Inventory Reports

444

9.9.1 Items List Report

445

9.9.2 Open Items List Report

445

9.9.3 Document Drafts Report

446

9.9.4 Last Prices Report

447

9.9.5 Inactive Items Report

447

9.9.6 Inventory Posting List Report

448

9.9.7 Inventory Status Report

449

9.9.8 Inventory in Warehouse Report

449

9.9.9 Inventory Audit Report

450

9.9.10 Batches and Serials Inventory Audit Report

450

9.9.11 Inventory Valuation Simulation Report

451

9.9.12 Serial Number Transactions Report

451

9.9.13 Batch Number Transactions Report

452

9.9.14 Bin Location List Report

453

9.9.15 Bin Location Content List Report

453

9.9.16 Price Report

454

9.9.17 Discount Group Report

454

9.9.18 Inventory Counting Transactions Report

455

9.9.19 Inventory Valuation Method Report

455

9.9.20 Inventory Turnover Analysis Report

456

10 Resources

459

10.1 Resource Master Data

459

10.1.1 General Tab

462

10.1.2 Capacity Data Tab

463

10.1.3 Planning Data Tab

466

10.1.4 Properties, Attachment, and Remarks Tabs

466

10.1.5 Fixed Assets Tab

467

10.1.6 Employees Tab

468

10.2 Resource Capacity

468

10.3 Set Daily Internal Capacities

474

11 Production

477

11.1 Bills of Materials

477

11.1.1 Types of Bills of Material

477

11.1.2 Header and Line Item Data

479

11.2 Production Orders

482

11.2.1 Header and Line Item Data

482

11.2.2 Adding a Production Order

486

11.2.3 Disassembling a Production Order

488

11.3 Procurement Confirmation Wizard

489

11.4 Receipt from Production

496

11.5 Issue for Production

498

11.6 Update Parent Items Globally

501

11.7 Production Cost Recalculation

502

11.8 Component Management

504

11.9 Production Standard Cost Management

507

11.9.1 Production Standard Cost Rollup

508

11.9.2 Production Standard Cost Update

510

11.10 Production Reports

511

11.10.1 Bill of Materials Report

511

11.10.2 Open Items Report

512

12 MRP

515

12.1 Planning Master Data

515

12.2 Forecasts

518

12.3 MRP Wizard

522

12.4 Order Recommendations

534

13 Service

537

13.1 Service Calls

537

13.2 Equipment Cards

545

13.3 Service Contracts

549

13.4 The Solutions Knowledge Base

556

13.5 Service Reports

558

13.5.1 Service Calls Report

559

13.5.2 Service Calls by Queue Report

559

13.5.3 Response Time by Assigned To Report

559

13.5.4 Average Closure Time Report

560

13.5.5 Service Contracts Report

560

13.5.6 Customer Equipment Card Report

561

13.5.7 Service Monitor

561

14 Human Resources

565

14.1 Employee Master Data

565

14.1.1 Creating the Employee Master Data

565

14.1.2 Viewing and Editing the Employee Master Data

574

14.1.3 Using Relationship Maps for Human Resources

574

14.2 Time Sheet

576

14.2.1 Defining Activity Types

576

14.2.2 Defining Time Sheets

578

14.3 Human Resources Reports

579

14.3.1 Employee List Report

579

14.3.2 Absence Report

580

14.3.3 Phone Book

581

15 Projects

583

15.1 Setting Up and Initializing Project Management

585

15.2 Creating and Managing Projects

586

15.2.1 Overview Tab

588

15.2.2 Subprojects Tab

589

15.2.3 Stages Tab

590

15.2.4 Summary Tab

596

15.3 Project Reports

599

15.3.1 Stage Analysis Report

599

15.3.2 Open Issues Report

601

15.3.3 Resources Report

602

16 Reporting

605

16.1 Queries

605

16.2 Drag and Relate

626

16.3 Print Layout Designer

630

16.4 SAP Crystal Report Designer

631

16.4.1 Installation

632

16.4.2 Integration

633

16.4.3 Report Creation

634

16.5 Integration with Microsoft Excel

656

17 Mobile

661

17.1 SAP Business One Mobile Application

661

17.2 SAP Business One Web Client

663

17.3 SAP Business One Sales Mobile App

665

Appendices

667

A Supplemental Materials

667

B The Authors

673