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

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

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.

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

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.

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.

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

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

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) 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! S Subtotal Footballs 114,71 A1001 Baseball Cap Uni 10 7,50 75,00 Form Settings- Table Format A1006 Baseball Cap Special 10 9,10 91,00 S Subtotal Baseball Caps 166,00 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 280,71

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

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

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.

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 20 49,90 A03 Shoes 20 49,90 A03 Shoes 20 49,90 B10 Socks 40 4,50 B10 Socks 40 4,50 B10 Socks 40 4,50 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.

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

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.

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.

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.

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 20 49,90 B10 Socks 40 4,50 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 1178 ... Y1000 A03 20pcs 49,90 B10 40pcs 4,50 Total 1178 ... Y1000 A03 20pcs 49,90 B10 40pcs 4,50 Total 1178 ... 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

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