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 SAP AG 2007 General Structure of Documents General Functions of Documents Contents: Document Handling.

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Presentation on theme: " SAP AG 2007 General Structure of Documents General Functions of Documents Contents: Document Handling."— Presentation transcript:

1  SAP AG 2007 General Structure of Documents General Functions of Documents Contents: Document Handling

2  SAP AG 2007 Explain the general structure of documents in sales and purchasing Use the general functions of documents in sales and purchasing At the conclusion of this unit, you will be able to: Document Handling: Unit Objectives

3  SAP AG 2007 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. Document Handling: Business Scenario

4  SAP AG 2007 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 General Structure of Documents: Topic Objectives At the conclusion of this topic, you will be able to:

5  SAP AG 2007 General Structure of Documents (1) Document Currency No. Status Posting Date General Information (Header) Buyer/Sales Person Total Before Disc. % Discount … Total Payment Due General Information (Footer) Remarks Business Partner Name Contact Person Accounting Journal Remark Payment Terms Tax Information Logistics Ship to Pay to Shipping Type … Item/Service Item/Cat. No. Item DescriptionQuantity … 1 2 Contents

6  SAP AG 2007 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  SAP AG 2007 Form Settings You can define default values for the general document part (header/footer) or for the table of items (for example, delivery date). You can show or hide fields. Activating fields makes them available for end users to enter data. You can define settings here for the details of the individual items. Table Format Row Format Document - Right-click your mouse

8  SAP AG 2007 Item / Service Type Service Customer Description Document G/L Account Price C00001 Name Smith Item Customer Item No. Document Description Quantity C00001 Name Smith Price 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. - 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

9  SAP AG 2007 Row Type in Sales and Purchasing Documents TypeItem No. Item Description Quantity Price Total (LC) Contents A1005 Football Standard 1 14,76 14,76 A1006 Football Worldcup 5 19,99 99,95 T The item A1006 will be sold out soon!  Subtotal Footballs 114,71 A1001 Baseball Cap Uni 10 7,50 75,00 A1006 Baseball Cap Special 10 9,10 91,00  Subtotal Baseball Caps 166,00 Total before Discount 280,71 In the documents of Sales and Purchasing, you can choose the row’s type. Form Settings- Table Format Select 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. blank: for a regular item row this field is empty T: for a text row S: for a subtotal row A: An alternative item * Cannot use this function if your doc.’s status is closed.

10  SAP AG 2007 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 General Functions of Documents: Topic Objectives At the conclusion of this topic, you will be able to:

11  SAP AG 2007 General Important Functions in the Document (1) 2. Choose From Lists for Master Data 3. Add, Delete, Duplicate Row 4. Change Item Description 1. Find a Document 5. Cancel, Close a Document 7. Change Log 8. Find and Copy Last Prices 9. Calculate Volume & Weight 10. Save as Draft 6. Duplicate a Document

12  SAP AG 2007 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 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  SAP AG 2007 Draft documents remain in the system after they have been further processed. Drafts of Sales or Purchasing Documents Vendor / Customer Document Item Descr. Quantity Price Y1000 A03 Shoes 20 49,90 B10 Socks 40 4,50 Vendor / Customer Document - Drafts Item Descr. Quantity Price Y1000 A03 Shoes 20 49,90 B10 Socks 40 4,50 Vendor / Customer Document Item Descr. Quantity Price Y1000 A03 Shoes 20 49,90 B10 Socks 40 4,50 Save as Draft Add 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.

14  SAP AG 2007 Multi Language Support in the Master Data (1) Choose the Language for the Business Partner Translatable Field’s Values Business Partner Master Data

15  SAP AG 2007 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  SAP AG 2007 Multi Language Support in Documents Business Partner Master Data Default Language + Translated Field’s Values Item Master Data Vendor / Customer Document C1000 Language English Sales or Purchasing Document Logistics 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.

17  SAP AG 2007 Multi Language Support for Printing Documents Foreign Language Layout Local Language Layout Vendor / Customer Document C1000 Language English Sales or Purchasing Document Logistics 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.

18  SAP AG 2007 Documents Output Vendor / Customer Document Y1000 A03 Shoes 20 49,90 B10 Socks 40 4,50 Print Preview Printout Y1000 A03 20pcs 49,90 B10 40pcs 4,50 Total Y1000 A03 20pcs 49,90 B10 40pcs 4,50 Total File  Print PreviewFile  PrintFile  Export to  File Y1000 A03 20pcs 49,90 B10 40pcs 4,50 Total File (Text, XML or Image) 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.

19  SAP AG 2007 You are now able to: Document Handling: Unit Summary Explain the general structure of documents in sales and purchasing Use the general functions of documents in sales and purchasing


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