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SAP Business One Basics

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1 SAP Business One Basics
Contents: What is SAP Business One? Integrated Processes in SAP Business One Getting Started with SAP Business One

2 Business Example You are the managing director of a small company and want to implement a new software solution to make your business processes more efficient. You would like to learn more about SAP Business One and how you can use it to effectively run your business processes.

3 Basics: Purpose In this unit, you will:
Define what is SAP Business One Learn the advantages of integration in SAP Business One Understand the document structure in SAP Business One Create and change a document

4 What is SAP Business One: Unit Overview Diagram
SAP Business One Basics Topic 1: What is SAP Business One? Topic 2: Process Integration Topic 3: Getting Started

5 What is SAP Business One?
System Configuration Master data Purchasing Inbound logistics Warehouse management Outbound logistics Marketing & Sales Service Production Financial controlling SAP Business One is a business management solution designed for small and midsize businesses. SAP Business One gives you instant 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.

6 SAP Business One: A True ERP System
Services Sales ? x ! SAP Business One is an ERP system. Integrates business functions seamlessly Uses master data to avoid duplication of data Real time operation Customizable to fit customer’s business processes One Business. One System Finance Operations Services Executive Operations Sales Finance Analytics SAP Business One represents a new breed of business software that is specifically designed to meet today‘s small and mid-size business needs and challenges. It completely removes the needs and problems associated with having disconnected business processes or systems: It integrates and streamlines all business functions across sales, marketing, customers, financials and operations, all in a single system so your business operates like a seamless one It stores all critical business information in one database so you can instantly access without having to get information from different systems that often don‘t agree with each other It provides built-in customer relationship management (CRM) tools that are fully integrated to the backoffice operations to help you better manage sales and customer services It‘s also a flexible system that can be easily customized and tailor to your own business and industry needs Last but not the least, SAP designed and built the product from the ground up, specifically for the small and mid-size businesses like yourself so you can leverage the best experiences and practices that SAP has learned over the past 30 years yet don‘t have to deal with the complexities.

7 SAP Business One: Technology
Easy to Use End-to-end solution Simple navigation Fully integrated with Crystal Reports Drill-down reporting Drag&Relate Integrated with Microsoft Office Client SDK Architecture 2-tier client/server architecture ("fat client") Win 32/64 based, C++ Microsoft SQL Server Version check Server B1 Integration Platform Flexible Easy to configure Forms Queries User-defined fields User-defined values for searches SDK Services Data base Mail Backup SAP Business One is based on a two-tier client/server architecture. The server runs a database server as a central data repository (Microsoft SQL Server). Most of the application resides on the client ("fat client"). This means that processing is carried out locally and is largely independent of server performance. SAP offers a Software Development Kit (SDK) for SAP Business One. You can use this kit to add your own functions programmed in Visual Basic (VB), C/C++, and Java. The SDK runs either on the server or on the client depending on its purpose. An integration platform (B1i) provides an interface to integrate SAP Business One to a larger company’s system landscape. SAP Business One is shipped with a Service Manager and services for sending s, faxes, and SMS from SAP Business One (mail service) and creating regular database backups (backup service). The Remote Support Platform (RSP) is an automated tool that allows end-to-end support by proactively monitoring the health status and integrity of the databases and sending results to SAP support. SAP Business One provides general functions that cover all business areas, as well as certain innovative enhancements, such as Customer Relationship Management (CRM), contact management, and user-defined values. Country versions are constantly being developed to fulfill country-specific requirements. The user interface has already been translated into most major languages, and users can switch between the languages they need. RSP Interfaces SDK (programming interface for VB, C/C++, Java) B1 Integration Platform (B1iSN)

8 Where do I Find Additional Information?
Education Partnering with SAP Download of Training Material Online Training ... Partnerships Certification Process ... SAP Channel Partner Portal Service & Support Marketing & Sales Marketing Resources Sales Tools Competitive Information ... Upgrades & Patches Support Center License Key Request ... Solution Development Solutions Software Development Kit Release Planning Features and Functions ... Your best source of information regarding SAP Business One is the global Channel Partner portal. You need to be an SME partner, customer, or employee of SAP to access the portal. There are also local portals available by country and region. Ask your instructor for the most current link to the Channel Partner portal. From here you can navigate to different areas which provide information about Solutions, Solution Development, Service & Support, Partnering with SAP, Marketing & Sales, and Education. Learn more about the SME Portal in the TB1200 SAP Business One – Implementation and Support course. Customers have access to a customer partner portal. The SCN (SAP Community Network) is another resource for sharing information and community support for any interested persons. Anyone can register to be an SCN user.

9 What is Business One: Topic Summary
Key points from the topic: SAP Business One is an enterprise resource planning application (ERP) specifically designed for small business It uses a two tier client/server architecture Integration processes can be implemented between companies and systems as well. The Channel Partner Portal provides the best source for up-to-date information on SAP Business One and support available from SAP.

10 Process Integration: Unit Overview Diagram
SAP Business One Basics Topic 1: What is SAP Business One? Topic 2: Process Integration Topic 3: Getting Started

11 SAP Business One - Integration
System Configuration Master data Purchasing Inbound logistics Warehouse management Outbound logistics Marketing & Sales Service Production Financial controlling Main logistics areas within SAP Business One: Purchasing and Inbound Logistics Marketing, Sales and Outbound Logistics Warehouse Management Production Service Master data is common to all areas of Logistics. Financial controlling underlies all areas of Logistics. Process variations are controlled by System Configuration.

12 SAP Business One: Process Integration
Sales Process MRP Process Purchasing process Production Process Service process A example from a small business of integration of business processes might be : A customer orders a custom-built personal computer. A production order is created to build the computer. Materials are purchased for the components of the computer using the procurement process: purchase order, goods receipt PO and A/P invoice. When the materials are received, they are issued as components to the production order. The computer is built and we report the item as complete and receive it into finished inventory. The serialized item is delivered to the customer. When it is issued, the system automatically creates a customer equipment record showing the sale to the customer and a service warranty contract. If the customer has a future problem, a service call is created. Based on the service warranty contract, there is a service level agreement for response and resolution time.

13 Demo and Discussion of Process Integration

14 Process Integration: Topic Summary
Key points from the Process Integration topic: Basic processes in SAP Business One include: Purchasing Sales Inventory Production Service

15 Getting Started: Unit Overview Diagram
SAP Business One Basics Topic 1: What is SAP Business One? Topic 2: Process Integration Topic 3: Getting Started

16 Administration  Choose Company
Main Menu Company OEC Computers Sales manager Modules Drag & Relate My Menu Administration Financials Sales Opportunities Sales – A/R Purchasing – A/P Business Partners Banking Inventory Production MRP Service Human Resources Reports User Administration  Choose Company Server You navigate through SAP Business One using the main menu. The main menu arranges the functions of the individual applications in a tree structure. The company name and the name of the current user display at the top left. Choose Administration Choose Company to change the server, that stores the company data. The companies stored on the selected server display in a table. As long as your user exists in a company, you can switch directly to a different company. You can also change users without having to exit the system. One reason why you might use multiple companies: One reason why you might change a user: Company Databases

17 Menu Bar and Toolbar Menu Bar Toolbar
File Edit View Data Goto Modules Tools Window Help Toolbar For navigating between data records General Print Preview Export to MS-EXCEL Find Print Export to MS-WORD Add Send Export to PDF First Data Record Send SMS Launch Application Previous Record Send Fax Lock Screen Next Record The SAP Business One menu bar displays at the top of the screen. The menu bar contains the Windows standard menu (File, Edit, Window, Help) as well as generic SAP Business One functions. The toolbar displays under the menu bar. The toolbar is a collection of icon buttons that grant you easy access to commonly-used functions. The functions represented by the buttons are also available in the menu bar. Active functions appear in color, and inactive functions gray out. You can choose the toolbars that will be displayed or hidden. To hide or show a toolbar, right-click in the toolbar area and check or uncheck the appropriate toolbar. Last Data Record

18 Functions in a Form Selection List Dropdown List Link Arrow
Business Partner Master Data Dropdown List Link Arrow Code Name Currencies Customer Ctrl+Double-Click Original Description: New Description: Tel 1 Tel 2 Mobile Phone Fax Mobile Phone ? Bold Italics The graphic shows the form of the customer business partner master. This form serves us as an example to explain some of the generic functions within any form in SAP Business One. SAP Business One offers two input tools: Selection list: Choose the icon left of the field to open a new window with a list of all possible entries. Dropdown list: Choose the icon to the right of the field to open a dropdown list with all possible entries. The link arrow is a very powerful tool. It allows you to open windows with related information. If a user has the proper authorization, he or she can change field labels by selecting the Ctrl key and double-clicking the label at the same time. At the bottom of every screen, you will find the status bar that always shows the name, length, and contents of the current field. Furthermore, if you enable the View  System Information menu item, the system also displays some technical information about the field, which you can use for creating queries or formatted searches or which you may need if you are working with the Software Development Kit. You can use the four fields on the right to display additional data for an object. The system displays this data when you use the object in the active window. This means, for example, that you can display the customer's telephone number while you are entering an order. Note: Master Data opens in Add mode. Change to Display mode to search for data. For documents, the modes are reversed.

19 Personalize windows and settings
User-defined Menu Forms Reports Queries Links Modules Drag & Relate My Menu OEC Computers Sales Manager Main Menu User-defined Shortcuts Customize Allocation List Shortcut Current Window F2 Module Window Purchase Order Goods Receipt PO Goods Return A/P Down Payment Request A/P Down Payment Invoice A/P Invoice A/P Credit Memo A/P Reserve Invoice Landed Costs Document Printing Purchasing Reports Administration Financials Sales Opportunities Sales – A/R Purchasing – A/P Business Partners Banking Inventory Production MRP Service Under Tools  My Shortcuts  Customize, the system allows you to assign the function keys F2 through F12 to your most used transactions. You can then start these transactions simply by hitting the respective function key. The function key F1 is reserved for accessing online help. Furthermore, every user can create a personalized menu containing favorite transactions and frequently-used queries. Choose Tools  My Menu to maintain your user menu. User Defaults can be set for each user. You can change the settings for columns in a document for each user. Once you make the settings, these defaults will be applied automatically each time this user logs in. OK Cancel Allocate Remove

20 Customize Main Menu Form Settings – Main Menu Menu Item Visible
OEC Computers Sales manager Modules Drag & Relate My Menu Form Settings – Main Menu Administration Financials Sales Opportunities Sales – A/R Purchasing – A/P Business Partners Banking Inventory Production MRP Service Human Resources Reports Menu Item Visible Administration Financials Sales /AR ... Manually choose the menu items you want to display. Apply Authorizations Every system user can determine which modules and menu options will be displayed on his or her main menu. Visible: When this box is checked the module/menu item displays on the main menu. When this box is cleared the module/menu item will not display. Apply Authorization: This button is relevant to normal users only. Normal users, contrary to superusers, can be restricted to certain actions and menu items due to authorizations. By choosing the Apply Authorization button, a regular user can set the main menu to display only authorized modules and menu items. Display only modules and menu items the user is authorized for.

21 Master Data Concept Business Partners Addresses Payment Terms
Price lists Control Account Items Inventory Accounts Warehouses Item Groups Item Properties Price lists SAP Business One tracks business activities using documents such as purchase orders, invoices, production orders, sales orders, and so on. Each of these documents is constructed from smaller reusable chunks of data called master data. Master data refers to the key information that describes your customers, vendors, and leads as well as items that your company buys and sells. Creating documents from master data increases productivity, ensures data consistency, and reduces errors. It is easy to look up business partner and item information while you are entering sales and purchasing documents. A selection list icon is available in the business partner and item number fields in marketing documents. Use the selection list icon to make a selection list appear. You can scroll through the list or use characters with wildcards to search.

22 Common Data Structure for Marketing Documents
General Document Data Business Partner Name Contact Person No. Status Posting Date Contents Logistics Accounting Document Content Item/Service 1 Item/Cat. No. Quantity Ship to Pay to Shipping Type 2 Journal Remark Payment Terms Tax Information General Information (Footer) Buyer/Sales Person Total Before Disc. % Discount Total Payment Due Remarks All the documents in purchasing and in sales share a similar structure. The documents for sales and purchasing are also often called “Marketing Documents”. In general the document is divided into: the upper part (header) with the general information, the middle part with the information on different tab pages and the item specific data (you can access more item specific data in the line details by double-clicking a row), and the lower part (footer) with more general information. The middle part contains three tabs: The Contents tab is where all the specific information about the ordered items or services is entered, such as quantity, price, item number, and description The Logistics tab contains the details about where the items or services as well as payments are to be sent. Shipping method is also specified here. Most of the data is pulled from preconfigured master company details and vendor data. The Accounting tab contains the relevant general ledger (G/L) account information for the purchase pulled from the financial accounting master data. Much of the data appearing in these tabs defaults from the master data. The values can be changed while working in the documents. These changes will affect the document, but do not change the master data records.

23 Row Type in Sales and Purchasing Documents
Contents Select Type Item No. Item Description Quantity Price Total (LC) A Color Printer , ,76 A Ink Jet Printer , ,95 T The item A1006 will be sold out soon! S Subtotal Printers ,71 A Black Cartridge , ,00 Form Settings- Table Format A Color Cartridge , ,00 S Subtotal Cartridges ,00 In purchasing and sales documents, you can choose the row’s type on the Contents tab page. The default view of the system is without the type column and can be edited using the Form Settings. You have to select the Type indicator on the Form Settings – Table Format tab page. The options for the row types are: Blank: for a regular item row this field is empty T: for a text row S: for a subtotal row A: If the document is a sales quotation, the option A is available for an alternative item row. An alternative item is not taken into account on sum calculations. You can change the format of any row in the Contents tab of any SAP Business One purchasing document to insert text or a subtotal of the preceding row. Simply click on the drop-down list in the Type field and select T (for text) or  (for subtotal). When you select T, the Text Editor pop-up window appears. From here, insert predefined text from the drop-down list or insert your own text. This is especially helpful when you want to convey specific instructions to your vendor about how items should be manufactured, handled, or shipped. In the documents of Sales and Purchasing, you can choose the row’s type. Total before Discount ,71

24 Online Help and System Messages
Context-sensitive help Field Level Help Description of symptoms and solutions Task-oriented resolution descriptions System Message Log Errors, warnings and information Message history Direct links to relevant help sections You can use SAP Business One online help in several ways. If you press F1, you get context-sensitive help; that is, help about the particular screen you are on. Use Shift + F1 to get a field context help. Selecting Help → Support Desk → Find a Solution from the main window menu bar displays an SAP Library window, which allows you to search for a solution by key words. The System Messages Log pane displays up to the last 50 system messages appeared on the application window for the current user since the last login. This pane appears at the bottom part of SAP Business One application, but you can close it, move it, and re size it as required, like any other application window. The window displays errors, warnings or information messages. A hyperlink to relevant help files may appear in the row. Click it to read more detailed information on the message. When available, the system message will display an eight or nine digit unique identifier. You can use this ID as a search key in the online help. The date and time of message appears. You can change the format of the date and time in the General Settings area.  Administration → System Initialization → General Settings → Display tab → Date Format and Time Format fields .

25 Drag&Relate Item Master Data List of all quotations for item M00001
SAP Business One OEC Computers manager Item Master Data Drag and Relate Item Number M00001 Sales / AR Description Mouse Pad Sales Quotation Foreign Descrip. Sales Quotation Details Item Type Items Item Group Accessories Sales Order Price List Purchase Price List Sales Order Details Delivery Delivery Details Returns Return Details A/R Invoice A/R Invoices Details A/R Credit Memo A/R Credit Memo Details List of all quotations for item M00001 Drag&Relate is a particularly effective means of linking two business objects to create a query. The screen on the right shows the data in an item master record. If you want to find out which quotations have been made for this item, for example, you simply drag the Item Number field to the Quotations entry in the navigation Drag&Relate tree. The system then displays a list of all the quotations for item M If this list is too long, you can filter the list to display just the results that you are interested in. You can limit the authorizations per user for using the reports: Administration  System Initialization  Authorizations  General Authorizations, select General  Drag&Relate

26 Display Parameters Language Color Default Length Unit
Default Weight Unit Date Format, Date Separator Time Format Display Currencies on the Right Decimal Places, Decimal Separator, and Thousands Separator Under Administration  System Initialization  General Settings on the Display tab, you can change various display parameters. On the Font&Bkgd tab, you can choose a background image.

27 Getting Started: Topic Summary
Key points from this topic: Users can navigate using standard or personalized menus. You can assign function keys to commonly-used transactions System information and help files are available on every screen Marketing documents share a similar structure in sales and purchasing Drag&Relate gives users an ability to execute dynamic queries by linking two business objects

28 Exercises for Getting Started

29 Basics: Unit Summary You should now be able to:
Define SAP Business One Explain the advantages of integration in SAP Business One Understand document structure in SAP Business One Create and change a document

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