Installation and Administration Contents Installation and Upgrade Paths for Files and Templates SAP Business One Services

Installation and Administration: Unit Objectives At the conclusion of this unit, you will be able to: Describe the installation and upgrade processes for SAP Business One Maintain the paths for files and templates Use the SAP Business One services

Installation and Administration: Business Scenario You have purchased SAP Business One and received the software package from SAP. Following the System Setup Guide, you install the SAP Business One software. You define the paths for central files and Microsoft Word templates and adapt the templates to your requirements. You install the SAP Business One services so you can use the backup and mail services.

Installation and Upgrade: Topic Objectives At the conclusion of this topic, you will be able to: Install SAP Business One Perform an upgrade of SAP Business One

Installation Process Server Client Install the Microsoft SQL 2000 server or upgrade from Microsoft SQL 7.0 to Microsoft SQL 2000 server Install SAP Business One server Create new ODBC DataSource Install SAP Business One client Connect client to SQL server Install SAP Business One SDK Data Interface API User Interface API Install SAP Business One Add-On Framework and extensions Client To install SAP Business One, you: Install the Microsoft SQL 2000 Server from the Microsoft SQL 2000 Server CD (which is included in the SAP Business One pack, but must be licensed separately), or upgrade from Microsoft SQL 7.0 to Microsoft SQL 2000. Install the SAP Business One Server by double-clicking the setup.exe file on the SAP Business One CD. When you install the SAP Business One Server, the install wizard automatically copies the set up files for the client installation in a shared directory on the server. Create an ODBC data source on every client by choosing Start  Control Panel  Data Sources (ODBC). Finally, install the SAP Business One Client on every client. To install the client, double-click the setup.exe file that you can find on the server under \\’server’\SAP_SHR\Clients\Client_Setup\setup.exe You must connect the client to the server by entering the server name, when you start the client for the first time. Install SAP Business One SDK on every client on which you want to use any add-on extensions. Do this by double-clicking the setup.exe file on the SDK CD. Install the SAP Business One Add-On framework and the extensions on every client on which you want to use them. The installation process is described in detail in the System Setup Guides that are included on the SAP Business One CD and the Add-On CD.

Server upgrade Client upgrade Company upgrade Upgrade Process You can download the upgrade file from SAP Service Marketplace at http://www.service.sap.com. The upgrade process consists of three stages: You choose the upgrade file on the SAP Business One Server. A client upgrade is carried out automatically the next time you log on to the client. When you access a company database, an upgrade is also carried out on it automatically.

Paths for Files and Templates: Topic Objectives At the conclusion of this topic, you will be able to: Define the correct paths for pictures, Microsoft Excel exports, and attachments in the general settings Export documents to Microsoft Word Adapt the templates for exporting them to Microsoft Word

Paths for Microsoft Excel Exports, Pictures, and Attachments Server General Settings Posting Periods Sales Budget Services Display Background Path Items Microsoft Word Templates Folder C:\Program Files\SAP Manage\SAP Business One\SBO_SHR\WordDocs\Templates Microsoft Excel Folder C:\ Program Files\SAP Manage\SAP Business One\SBO_SHR\ExelDocs Picture Folder C:\ Program Files\SAP Manage\SAP Business One\SBO_SHR\Bitmaps Attachments Folder C:\ Program Files\SAP Manage\SAP Business One\SBO_SHR\Attachments Extensions Folder Current Scanner During installation, the SBO_SHR directory is automatically created on the SAP Business One server. This directory is shared with all client workstations (SHR stands for share). In addition to the installation files for the client software, this directory also contains central directories for the Microsoft Excel exports, pictures, and attachments. Choose Administration  System Initialization  General Settings and then the Path tab to define the paths to these directories: SBO_SHR\ExcelDocs - for exports to Microsoft Excel SBO_SHR\Bitmaps - for pictures in master data SBO_SHR\Attachments - for attachments of all types to internal e-mails, contacts, and so on. Note: The Extensions Folder is only relevant for the German Stamp-it add-on. OK Cancel

Path to Microsoft Word Templates Server General Settings Posting Periods Sales Budget Services Display Background Path Items Microsoft Word Templates Folder C:\Program Files\SAP Manage\SAP Business One\SBO_SHR\WordDocs\Templates Microsoft Excel Folder C:\ Program Files\SAP Manage\SAP Business One\SBO_SHR\ExelDocs Picture Folder C:\ Program Files\SAP Manage\SAP Business One\SBO_SHR\Bitmaps Attachments Folder C:\ Program Files\SAP Manage\SAP Business One\SBO_SHR\Attachments Extensions Folder Current Scanner The SBO_SHR directory also must contain the templates to be exported to Microsoft Word. During the installation, the installation routine stores the templates on the client where they are sorted according to the country. You should copy the required templates to the WordDocs directory in the SBO_SHR server directory. Choose Administration  System Initialization  General Settings and then the Path tab to define the path to this directory in the Microsoft Word Templates Folder field. The following templates are available: Docmnhl1.doc - for all customer and vendor documents CustAccounts.doc - to export Customer Receivables Aging ToDoLetters.doc - to export open invoices using the Open Items List OK Cancel

Path to Exported Microsoft Word Files There is also a WordDocs directory on every client. This is where the system stores all exported Word files. In this directory, the system creates a separate directory for each company with the name of the company database. In each company directory, the system creates directories for every business partner for whom you export documents to Microsoft Word. The system stores the exported customer and vendor documents in the directories of the corresponding business partners. This is carried out under a file name consisting of the name of the document type (for example, outgoing invoice) and the document number. The system stores the exported reports (Customer Receivables Aging, Open Items List) directly in the company directory. The file name consists of the report name and the date when it was created. This function is possible only when Microsoft Word is installed on every client. Client

Docmnhl1.doc Header Items Service items General document fields Footer To meet your requirements, you can adapt Docmnhl1.doc, the template for customer and vendor documents. To do so, open Docmnhl1.doc in Microsoft Word to choose additional fields. You have the following options: General dropdown list Here you can insert fields in the header and footer sections of the document. Matrix – Lines dropdown list Here you can insert fields in the items table. Matrix – Service dropdown list Here you can insert fields in the service items table. Matrix – Summary by documents dropdown list Here you can insert fields in the general documents section.

SAP Business One Services: Topic Objectives At the conclusion of this topic, you will be able to: Configure and utilize the SAP Business One Services

SAP Business One Service Manager Set service Select service Start service Double-click Pause service The SAP Business One Service Manager and its services are installed automatically when you install the SAP Business One server. After the installation, you need to start the SAP Business One Service Manager by running the file ServerManager.exe in drive:\\<Installation path of SAP Business One>\Service Manager. After you start the SAP Business One Service Manager, a new icon appears on the Windows taskbar. To open the SAP Business One Service Manager, double-click this icon. You can select, set, start, pause, or stop services individually within the SAP Business One Service Manager. The following services are provided: SAP Business One Backup Service SAP Business One Mail Service Stop service

Backup Service Schedule Connection Settings Database The Backup service has the following settings: Schedule: You can define a backup schedule that determines when backups are performed. Settings: You must enter a backup directory and a temporary directory. Connection: You must select the Microsoft SQL server on which you want the service to backup databases. Because the SAP Business One Services are usually installed on the same server as the Microsoft SQL Server, the correct setting is usually (local). Databases: Select the company databases to be saved by the service. You must set up the backup service before you can start it. The advantage of the Backup service over a backup using the Microsoft SQL Enterprise Manager is that the Backup service also includes the directories in the general settings (attachments, images, and Microsoft Excel files). When you start a backup, the service first compresses the selected company databases and the directories in the general settings individually in the temporary directory. It then packs the compressed files from this directory into a single *.zip file in the backup directory and deletes the contents of the temporary directory. If you want to reload a backup, you must load the database backup using the Microsoft SQL Enterprise Manager and copy the contents of the packed directories manually into the directories.

Mail Service Schedule Connection Settings Database The Mail service has the following settings: Schedule: You can define a schedule to specify when outgoing messages will be sent. Settings: You need to enter the IP address or the name of your mail server for outgoing e-mails, as well as encoding settings. If you use an SMS service provider to send SMS messages, enter your password for this service here. Additionally, you can specify whether users will receive a notification to confirm a faulty or successful transmission. Furthermore, you can define a signature that is automatically added to each e-mail sent. Connection: You must select the Microsoft SQL server on which the company databases for Mail service are located. Since the SAP Business One services are usually installed on the same server as the Microsoft SQL Server, the setting is normally (local). Database: Select the databases that you want to use with the Mail service. To send faxes from SAP Business One, Symantec WinFax Pro 10.0 needs to be installed within the network of the organization, but it does not require any special configurations or settings to work with SAP Business One. Symantec WinFax Pro 10.0 must be purchased separately.

Installation and Administration: Unit Summary You are now able to: Describe the installation and upgrade processes for SAP Business One Maintain the paths for files and templates Use the SAP Business One services