1. Document Handling Contents: General Structure of Documents
General Functions of Documents

2. Document Handling: Unit Objectives
At the conclusion of this unit, you will be able to:
Explain the general structure of documents in sales and purchasing
Use the general functions of documents in sales and purchasing

3. Document Handling: Business Scenario
In order to use the logistics part of the SAP Business One system efficiently, you need to familiarize with the structure and the functions of the logistics documents.
You are working with documents in every part of the logistics area. For different business requirements and various kinds of logistics processes (distribution分配, sales and supply), you need to use the documents in different ways. Therefore, the SAP Business One system offers different possibilities how to work with documents.

4. General Structure of Documents: Topic Objectives
At the conclusion of this topic, you will be able to:
Explain the different parts of a document window in sales or purchasing
Work with form settings to customize the fields of a document
Use different document types or row types行類型

5. General Structure of Documents (1)
Business Partner
Name
Contact Person
No.
Status
Posting Date
General Information
(Header)
Currency
Item/Service
Item/Cat. No.
Item Description
Quantity … 1 2
Contents
Logistics
Ship to
Pay to
Shipping Type …
Accounting
Journal Remark
Payment Terms
Tax Information
Buyer/Sales Person
Total Before Disc.
% Discount …
Total Payment Due
General Information
(Footer)
Remarks
The structure of a document is identical for the documents in sales and purchasing (e.g. delivery, invoice, sales- or purchase order).
These documents for sales and purchasing are also often called “Marketing Documents” in the SAP Business One Documentation.
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.
Header and Footer Text: In addition to the general information you can enter more header and footer text. Choose Go to  Opening and Closing Remarks or right mouse click.
Here you can also use predefined text by choosing Insert Predefined Texts.
You can print out this text on the header and footer of the document.
You can define predefined texts by choosing Administration  Setup  General  Predefined Text.

6. General Structure of Documents (2)
The structure of a document is identical for the documents in sales and purchasing (e.g. delivery交貨, invoice, sales- or purchase order).
Documents for sales and purchasing are also often called “Marketing Documents” in the SAP Business One Documentation.
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標籤頁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.
Header and Footer Text: Choose Go to  Opening and Closing Remarks or right mouse click.
Use predefined預定text by choosing Insert Predefined Texts.
You can print out this text on the header and footer of the document.
You can define predefined texts by choosing Administration  Setup  General  Predefined Text.

7. Form Settings Table Format
You can show or hide fields. Activating fields makes them available for end users to enter data.
Document
You can define default values for the general document part (header/footer) or for the table of items (for example, delivery date).
Row Format
You can define settings here for the details of the individual items.
All the documents can be highly customized for the user special requirements, by using the form setting window.
You can use the form settings to define and activate fields and default values for each document.
In the table format, when you flag a field as Visible, it is automatically flagged as Active.
- Right-click your mouse

8. Item / Service Type
In Sales and Purchasing, you can set your documents as either Item type or Service type.
- On the “Content” tab
-- Cannot be both
-- Cannot be changed as saved.
Document
Service
Customer
C00001
Name
Smith
Description
G/L Account
Price
Document
Item
Customer
C00001
Name
Smith
- Services as a Service in the document: to buy or sell a service that does not have a master record.
- Services as an Item in the document: Has several advantages:
- Can enter items and services in the same document
- Can define master data for the service, such as prices, sales quantities, and so on
- Can use the usual sales analyses and evaluation reports for services
Item No.
Description
Quantity
Price
A sales or purchasing document can include either pre-defined items from master data or descriptions of services which are directly entered in its rows. The document cannot include both.
On the Contents tab of Sales and Purchasing documents, you can set the Item/Service Type to either Item or Service.
This setting applies to the entire document, and you cannot change it once you have saved the document.
The table view on the Content tab page is different for each option.
Services as a Service in the document: You only use the Service option in SAP Business One to buy or sell a service that does not have a master record.
Services as an Item in the document: Entering services as items has several advantages:
You can enter items and services in the same document
You can define master data for the service, such as prices, sales quantities, and so on
You can use the usual sales analyses and evaluation reports for services

9. Row Type in Sales and Purchasing Documents
In the Sales and Purchasing documents, you can choose the row’s type on the Contents tab page.
Select the Type indicator on the Form Settings – from the Table Format tab page.
Contents
* Cannot use this function if your doc.’s status is closed.
Select
Type
Item No. Item Description Quantity Price Total (LC)
A Football Standard , ,76
A Football Worldcup , ,95
T The item A1006 will be sold out soon!
S Subtotal Footballs ,71
A Baseball Cap Uni , ,00
Form Settings- Table Format
A Baseball Cap Special , ,00
S Subtotal Baseball Caps ,00
blank: for a regular item row this field is empty
T: for a text row
S: for a subtotal row
A: An alternative item
In the documents of Sales and Purchasing, you can choose the row’s type.
In the Sales and Purchasing documents, you can choose the row’s type on the Contents tap 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.
Total before Discount ,71

10. General Functions of Documents: Topic Objectives
At the conclusion of this topic, you will be able to:
Use the important functions in sales and purchasing documents
Add documents as drafts草稿
Work with business partner catalog numbers
Use the multi language support in documents
Explain the different output functions of documents

11. General Important Functions in the Document (1)
3. Add, Delete, Duplicate Row
4. Change Item Description
2. Choose From Lists for Master Data
5. Cancel, Close a Document
1. Find a Document
6. Duplicate a Document
7. Change Log
1. Find a Document: If you do not know the document number, you can search for a document by entering available information and using the Tab key or choosing the List icon. You can also combine several fields or enter search terms with *.
2. Choose From Lists for Master Data: You select the Tab key or choose the List icon to the right of the field. A list showing all the customers stored in the system appears. You can create any missing item- or business partner master data directly from the document.
3. Add, Delete, Duplicate Row: Choose Data  ... or right mouse-click on a row
4. Change Item Description: Put the cursor in the Item Description field. Make the Changes. Leave the Item Description field by choosing Ctrl+Tab.
5. Cancel, Close a Document: Choose Data  ... or right mouse-click. When a purchase order has been partially copied to a higher level purchasing document (for example Invoice) it can be closed but not cancelled. To close a purchase order, display it, and then choose Close in the Data In both cases the purchase order is not deleted. It can still be displayed and duplicated but it can not be changed or copied to a higher level purchasing document (for example Invoice).
6. Duplicate a Document: Choose Data  Duplicate or right mouse-click.
7. Change Log: Shows the differences after changing a document. Choose Tools Change Log...
8. Find and Copy Last Prices: Displays the last prices for item/business partner. Put the cursor into the Price field and select Ctrl+Tab.
9. Volume and Weight Calculation: Choose Go to  Volume and ... or right mouse-click.
10. Save as Draft: Choose File Save as Draft.
9. Calculate Volume & Weight
8. Find and Copy Last Prices
10. Save as Draft

12. General Important Functions in the Document (2)
1. Find a Document: Use the Tab key or choosing the List icon or combine several fields or enter search terms with *.
2. Choose From Lists for Master Data: Select the Tab key or choose the List icon
3. Add, Delete, Duplicate Row: Choose Data  ... or right mouse-click on a row
5. Cancel, Close a Document: Choose Data  ... or right mouse-click. When a purchase order has been partially copied to a higher level purchasing document (for example Invoice) it can be closed but not cancelled.
6. Duplicate a Document: Choose Data  Duplicate or right mouse-click.
7. Change Log: Shows the differences after changing a document. Choose Tools Change Log...
8. Find and Copy Last Prices: Displays the last prices for item/business partner. Put the cursor into the Price field and select Ctrl+Tab.
9. Volume and Weight Calculation: Choose Go to  Volume and ... or right mouse- click.
10. Save as Draft: Choose File Save as Draft.

13. Drafts of Sales or Purchasing Documents
Draft documents remain in the system after they have been further processed.
Document
Document - Drafts
Document
Vendor / Customer
Y1000
Vendor / Customer
Y1000
Vendor / Customer
Y1000
Save as
Draft
Item Descr. Quantity Price
Item Descr. Quantity Price
Add
Item Descr. Quantity Price
A03 Shoes ,90
A03 Shoes ,90
A03 Shoes ,90
B10 Socks ,50
B10 Socks ,50
B10 Socks ,50
You can save every document of sales or purchasing as a draft: Choose File  Save as Draft.
To display a list of all the document drafts. Choose either
Sales - A/R  Sales Reports  Document Drafts or
Purchasing – A/P  Purchasing Reports Document Drafts.
Draft documents remain in the system after they have been further processed.
You can save every document of sales or purchasing as a draft. When you enter a document you can choose File  Save as Draft.
You can display a list of all the document drafts. Choose either Sales - A/R  Sales Reports  Document Drafts or Purchasing – A/P  Purchasing Reports Document Drafts.
You can select all the documents that you have saved as drafts. By double-clicking a document in the list, you can display it and edit the data. If you choose Add you add the document.
Draft documents remain in the system after they have been further processed.
Note: you specifically have to remove drafts that you no longer need.

14. Multi Language Support in the Master Data (1)
Business Partner Master Data
Translatable Field’s Values
For example, a company situated in the United States trades with companies from Spain. It is possible to provide a Spanish translation of fields that are later available in sales and purchasing documents. For example, item description and customer name.
Translations can be maintained for fields in master data windows and for almost any alphanumeric field in SAP Business One. Examples for field values that can be translated to foreign languages:
Business Partner Master Data: Name, Contact Person, Ship To Address, Remarks and so on.
Item Master Data: Description, Units of Measure, Details, and so on.
Data related to master data such as Shipping Type, Payment Terms, Project Code, Sales Employee and so on.
The icon with the little globe on the right of the fields indicates that the it is possible to translate this field’s values to other languages.
Prerequisites:
In the SAP Business One main menu, choose Administration  System Initialization  Company Details Basic Initialization tab, select Multi-Language Support.
In the SAP Business One main menu, choose Administration  Setup General  Languages, setup the languages.
Choose the Language
for the Business Partner

15. Multi Language Support in the Master Data (2)
Translations can be maintained for fields in master data windows and for almost any alphanumeric field in SAP Business One. Examples:
Business Partner Master Data: Name, Contact Person, Ship To Address, Remarks and so on.
Item Master Data: Description, Units of Measure, Details, and so on.
Data related to master data such as Shipping Type, Payment Terms, Project Code, Sales Employee and so on.
The icon with the little globe indicates that the it is possible to translate this field’s values to other languages. To display it: Choose View  Translatable field
Prerequisites先決條件:
In the SAP Business One main menu, choose Administration  System Initialization  Company Details Basic Initialization tab, select Multi-Language Support.
In the SAP Business One main menu, choose Administration  Setup General  Languages, setup the languages.

16. Multi Language Support in Documents
Business Partner Master Data
Default Language +
Translated Field’s Values
Sales or Purchasing Document
Document
Vendor / Customer
C1000
Logistics
Language English
Item Master Data
Translated Field’s Values
When you create a sales or purchasing document, the document is displayed and maintained in the default localization language
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 View  Translated Values.
When you create a sales or purchasing document the language for the document defaults from the business partner. The document is displayed and maintained in the default localization language regardless of the language selected in the Language field.
However, it is possible to view the document in the foreign language. 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 View  Translated Values.
The system displays the translation for all the values which were translated to the selected language in the document.
Note that if you change a certain value manually, the value will not be translated to other languages.

17. Multi Language Support for Printing Documents
Sales or Purchasing Document
Document
Print documents for foreign business partners using these translated fields
To print a document with translated values, choose a print layout defined with a matching language.
You can set this print layout as a default for the business partner. This enables you to automatically print the document with translated values.
Vendor / Customer
C1000
Logistics
Language English
Local
Language
Layout
Foreign
Language
Layout
Companies which are engaged in global trade need to be able to print their correspondence with foreign business partners in both the business partner language and the company’s local 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.
When printing a document the language will be taken from the document's language. To always print the document in the business partner's language, print according to a print template defined with this foreign language.
You can display and print sales and purchasing documents with values in the foreign language of the business partner.
It is also possible to change the document’s language from within the document window, thus printing the document in your local language or a different foreign language.
To print a document with translated values, choose a print layout defined with a matching language.
You can set this print layout as a default for the business partner. This enables you to automatically print the document with translated values.

18. Documents Output
Document
Several documents can be printed simultaneously (all the invoices from one day, for example). Choose Purchasing – A/P  Document Printing or Sales – A/R  Document Printing.
Vendor / Customer
Y1000
A03 Shoes ,90
B10 Socks ,50
File  Print Preview
File  Print
File  Export to  File
Print Preview
Printout
File (Text, XML or Image)
Y1000
A03 20pcs 49,90 B10 40pcs 4,50 Total
...
Y1000
A03 20pcs 49,90 B10 40pcs 4,50 Total
...
Y1000
A03 20pcs 49,90 B10 40pcs 4,50 Total
...
The layout of a printed document can be viewed on the screen. When the business transaction is entered choose File  Print Preview or the print preview icon.
There are two ways of printing out the documents of sales or purchasing
The document can be printed immediately when the business transaction is entered. Choose File  Print or the print icon.
Several documents can be printed simultaneously (all the invoices from one day, for example). Choose Purchasing – A/P  Document Printing or Sales – A/R  Document Printing Documents that have already been printed can be printed again. This document printing function allows you to print many documents at once, by generating and displaying a list of documents according to the user’s specifications. The user can choose whether to print the whole list or certain documents.
TB1200 Implementation and Support course covers how to design the print layout.
The functionality Export to File allows you to export the documents in different types of file. When you enter the business transaction choose File  Export

19. Document Handling: Unit Summary
You are now able to:
Explain the general structure of documents in sales and purchasing
Use the general functions of documents in sales and purchasing