SAP Business One

Version 92

Material number: 50099154

User notes

These training materials are not a teach-yourself program. They complement the explanationsprovided by your course instructor. Space is provided on each page for you to note down additionalinformation.

There may not be sufficient time during the course to complete all the exercises. The exercises provideadditional examples that are covered during the course. You can also work through these examples inyour own time to increase your understanding of the topics.

As a new implementation consultant, you will have many questions about the role you will perform:

What core tasks will you do?

What resources are available to help you?

How can you run an implementation project and ensure the project will not overrun in terms of timeand cost?

How can you manage the customer expectations?

Are there best-practices that you can use?

In this unit we will introduce the role of the implementation consultant, the key tasks that you willperform, and show you some resources that can help you.

We will also explain SAP’s recommended implementation process (methodology) that can help youavoid pitfalls during an implementation

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During this training course, you will perform a small part of an implementation for a sample companycalled Light & Music. You will perform some of the key tasks that you will be expected to do in a realimplementation.

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How do you get started?

At the closure of the sales cycle, the partner sales team signs a contract with SAP. The partner salesteam should purchase user licenses for the customer to use SAP Business One.

The licenses are sub-licensed by the partner to the end customer through a separate contract. Thus,from a contractual standpoint, there is no direct relationship between SAP and the end customer.

During the implementation project, one of your tasks is to install the contracted licenses on thecustomer’s system so that users can access SAP Business One.

As an implementation consultant, you are normally involved at the end of the sales cycle, when thesales team handover the project for implementation.

Note: the license process will be covered in more detail in this unit.

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Your role encompasses many different aspects: managing customer relationships, modeling andconfiguring business processes, and technical tasks

What do you consider is the most difficult part of the implementation consultant job?

Existing partners tell us that the most difficult tasks in the implementation are concerned withanalyzing the customer’s business processes and mapping them to an SAP Business Oneconfiguration.

Partners also find that data migration is often a difficult task, and may take longer than plannedbecause often the customer’s data does not map easily to SAP Business One.

To succeed as an implementation consultant, you need good communication, facilitation, andanalytical skills, as well as detailed SAP Business One product knowledge.

Do not underestimate the time needed to collect and analyze customer business requirements. Allowsufficient time during the sales process and during the implementation for these tasks.

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SAP provides various resources to help you as an implementation consultant.The SAP Channel Partner Portal (at http://service.sap.com/smb) is an information source for allconsultants. To access the SAP Channel Partner Portal, you must have a user ID (the S-number), whichauthorizes you to use most of the services on the Portal. Every employee from an SAP Business Onepartner should get a personal user ID.If you are a new partner to SAP, and your organization has signed SAP’s partner agreement, oneperson from your organization will be authorized to request a user ID for you from SAP. If you are anexisting partner, contact the super-administrator at your organization for a user ID. After you havemaintained your personal data in the Portal, you can also log on with your e-mail-address instead ofyour user ID. If you already have a user ID for the SAP Service Marketplace, you can use that to logon. You can also use Single-Sign-On to log on to the portal. Note: If you do not know who your super-administrator is, contact your local support office (see http://service.sap.com/local-support) or send ane-mail to support@sap.com.There are country-specific portal pages for many countries – here you can find information andtraining on topics specific to a country.The SAP Community Network is a series of forums sponsored by SAP where you can postimplementation questions and have them answered by other partners.A Partner Service Advisory (PSA) organization provides you with a single point of contact to all SAPresources and provides guidance and advice to implementation partners. Note: the ChannelDevelopment Manager (CDM) provides support for the sales side of your business, whereas the PSAprovides support for the implementation side of your business. The PSA also facilitates live andrecorded enablement sessions on a variety of topics for implementation consultants.Most countries have a country product specialist (Local Product Expert) who is an expert in the SAPBusiness One product and the requirements of your localization.

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During this course, you will learn to implement SAP Business One for a sample company called Light& Music

You will follow a process for implementation.

AIP is a collection of best practices, tools and templates gathered from numerous implementations. Soyou are getting the advantage of other partners’ expertise.

This methodology is created with the assistance of one of SAP’s partners (Omega Business Solutions,now part of Vision 33)

You may need to adapt the methodology for you own local business practices, and for the size andcomplexity of your customers.

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The methodology consists of 5 phases. The elapsed time is shown for each phase and is just anestimate for implementing the standard functionality in SAP Business One for 15 users. These timeestimates do not include any custom configuration and development, alerts, or approval procedures.You will need to increase the time estimates if you plan to implement any of these.Note: The number of days shown under each phase is the estimated elapsed time in business days, anddoes not represent the total man-hours for the phase. Many of the tasks are worked on by multiplepeople simultaneously. In most cases, the partner and client work together or simultaneously.The partner sales account manager is involved in the first and last phases. The partner project managerand implementation consultant are involved in all phases.Note: throughout the AIP, the terms “client” and “customer” are used interchangeably. The partnerroles are termed “SAP Business One Account Manager”, “SAP Business One Project Manager”, and“SAP Business One Consultant” – that is you!The goal of each phase in the methodology is:

Phase 1: Kick-off the implementation with the client. You should ensure that the client has staffedthe project team and that the project is supported by the client company owner or sponsor.Phase 2: Gather the detailed client business requirements and map them into SAP Business One.Phase 3: Implement the client requirements in SAP Business One. This can involve changes to userroles and jobs.Phase 4: Prepare the client and the client system to use the system in production. This includestraining and transferring opening balances.Phase 5: Hand over the SAP Business One production system to the client. After this, the clientmoves into support mode.

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Note: The AIP materials are also available in a wiki on the SAP Community Network:

http://wiki.sdn.sap.com/wiki/display/B1/SAP+Business+One+Accelerated+Implementation+Program+2.0

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This is an overview of the high-level tasks for each phase in the SAP Business One AcceleratedImplementation Program. These tasks will be covered in more detail in the other units of this course.

The tasks are explained in detail in the Implementation Guide which covers all 5 phases. In theGuide, you can easily see who performs each task. Note: Task durations listed in the ImplementationGuide are estimates and can vary depending on the size and complexity of the project.

A project plan is included in the AIP, and you can use this as the basis for your own project plan.

We recommend you study the Implementation Guide first and determine the tasks and documents thatfit to both your needs and the client needs. You may need to use different documents depending on theclient’s size and business.

Tip: To ensure project success, you or your project manager should have the customer sign-off on aphase before you proceed to the next phase.

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One of your critical tasks will be to accurately estimate the time required to implement variouscustomizations. Remember these are not estimated in the AIP.

The project plan includes time estimates for a standard company implementation of 15 SAP BusinessOne users. Note: these estimates do not include any configurations such as alerts, approval procedures,or user-defined fields and values. Therefore you should use these estimates only as a starting point, andadjust the times to meet your own project needs.

Factors that can cause actual time to increase include: more users, configurations such as alerts,approval procedures, user-defined fields and values, customizations such as new reports, size andcomplexity of customer data.

During this course you will get hands-on experience with implementing alerts, approval procedures,user-defined fields and values, as well as other configurations. This hands-on experience will help youto correctly estimate how these configurations affect the project timing.

Right at the start of the project, you need commitment from the client for client time resources. Wherestated, client resource effort is again an estimate. As a rule of thumb, consider that for every 10 hoursof partner time, at least 4-5 hours of client time will be required (40-50% of partner time). Assume thatin most cases, partner and client work together or simultaneously.

In many cases, the total client time will exceed this rule of thumb, especially where multiple clientresources are involved in testing and training.

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No project is free of pitfalls, however the AIP methodology and structured process will help you avoidcommon implementation pitfalls such as:

Lack of sponsorship or commitment to the project from the client company owner or MD. The kick-off meeting is an opportunity to assess this level of commitment and take remedial action.

To be successful, considerable resources are required from the client, especially for identifying andcleansing of legacy data, and for system testing. Use the kick-off meeting and other documents to setclient roles and responsibilities.

Unrealistic client expectations can occur any time during the project. There may be unrealisticexpectations about the capabilities of SAP Business One, so you need a thorough understanding ofclient requirements.

Hostility between the client and the partner can occur during the project, especially for fixed-priceprojects, where unexpected events can strain the budget. Make sure that project scope is defined andagreed with the client. Consider a chargeable, up-front scoping exercise (1-2 days) to enable you toaccurately cost a fixed-price project.

Project overrun can be caused by scope creep, client unavailability, or lack of communication. AIPmaterials are designed to encourage communication. Use the Handover from Sales to preventmiscommunication between the selling partner and the implementation partner. Use the Project RiskAssessment to identify and address any potential risks (for example, client expectations, clientresource availability).

One of the key advantages of the AIP is that it requires you to document all client meetings anddecisions. You do not have to use the AIP documents to do this, You can use your own versions aslong as all aspects of the implementation are fully documented.

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There are four topics in this unit. The topics cover aspects and tasks of the AIP Project Preparationphase that are performed by an implementation consultant.

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As an implementation consultant, your first involvement with the project is normally the saleshandover. You will meet with the sales account manager to learn about Light & Music’s businessoperations, business drivers and success factors, and the contract terms.

You will provide input to the project plan which will be presented to Light & Music during the kick-off meeting.

During the kick-off meeting you may be asked to demo SAP Business One. Note: some projects mayinclude an up-front scoping phase, paid for by the client, before the start of the implementation. In suchcases, you will demonstrate SAP Business One as part of the scoping process.

After the kick-off meeting, you will deliver and install the SAP Business One software at the clientsite.

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The Project Preparation phase is the bridge between the end of the sales process and the start of theimplementation. The suggested elapsed duration time for this phase is 37.5 hours. The purpose of thisphase is to internally plan and prepare for the SAP Business One implementation project.

As the implementation consultant, your involvement is to:

Attend the sales handover meeting

Assist in preparation for the kick-off meeting with the client. The kick-off meeting is vital because itsets the scope for the project. It also provides an opportunity to get a commitment from the clientsponsor for client resource availability.

Attend the kick-off meeting to listen, ask questions, demonstrate SAP Business One whereappropriate, and gather high-level requirements from the client. Note: the kick-off meeting isnormally conducted by your project manager.

Install SAP Business One in a test system at the client site, with the demo database, so that you candemo the standard processes in the next AIP phase.

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To be successful, the partner team needs to:

Obtain a clear understanding about the sales process and client requirements from the sales team(handover from sales). This includes an assessment of potential project risks.

Conduct the kick-off meeting with client to establish roles and responsibilities, and scope.

Deliver and install SAP Business One software in a test system with the demo database. The clientshould sign that the software has been delivered.

Obtain project phase sign-off from client for Project Preparation.

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To be successful, resources must be committed from both the partner side and the client side. The slideshows suggested time estimates from the AIP Implementation Guide. Your own estimates may bedifferent, but the ratio of the partner time compared to the client time should be similar to the ratioshown in the slide.

The kick-off meeting provides an opportunity to get the client to commit resources to the project.

The partner-side project manager (PM) is responsible for the overall execution, risk management, andsuccess of the project. The PM effectively schedules, organizes, and moderates project meetings. ThePM communicates and coordinates with the client sponsor.

The implementation consultant takes part in the handover from sales and the planning for the kick-offmeeting. After the kick-off meeting, the implementation consultant installs the software, working withthe client IT Administrator.

It is important that the sales account manager attends the kick-off meeting. It is possible that thecustomer will raise additional requirements at this meeting, and so it is crucial to manage customerexpectations according to the contractual agreement.

It is also important that the client project manager is involved to plan the kick-off meeting and ensurethat client resources are dedicated to it.

For the kick-off meeting, client experts from the various areas (sales, purchasing, etc.) should attendthe kick-off meeting so you can collect detailed requirements from each area.

The client executive sponsor should attend the kick-off meeting to underline the importance of theproject.

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The main event of this phase is the Kick-off Meeting.

Before the kick-off meeting, you meet with the sales team and your Project Manager for internalproject planning.

Your team should review all information gathered during the sales process. You, together with thesales account manager and the project manager, need to assess what might be the possible risks to theproject success. The Risk Assessment is a spreadsheet tool you can use to quickly categorize the levelof risk.

You and the partner project manager should get confirmation from the client that they have theappropriate hardware and software in place to run SAP Business One. If this is not in place, this couldput the project at risk.

The sales team, together with the implementation team, should also produce the project plan that willbe presented at the kick-off meeting. The sample project plan includes the tasks and time estimates.

The kick-off meeting template shows the agenda for the 6 hour kick-off meeting with the client. It isimportant that everyone’s roles and responsibilities are described and agreed upon.

When you deliver the SAP Business One software to the client they should sign the Software DeliveryReceipt, and at the completion of the phase, sign-off on the phase completion.

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Risk factors can include:

Customer requirements or critical success factors that are not clearly defined

Business requirements that are not fully scoped or that may require custom development

The customer has a high rate of transactions, or a large number of users

The roles and responsibilities between SAP and the client are unclear or not communicated

The customer’s infrastructure is not capable of running SAP Business One. This can sometimeshappen when clients are moving from a manual system.

The timeline is unrealistic

The client sponsor is not fully committed to the success of the project

Data conversion will be complex due to a large number of legacy systems, or a large amount ofrequired data cleansing. For example, the customer wants to implement a new numbering scheme forproducts.

The SAP Business One solution will have a major impact on the client’s business operations

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Remember that the AIP time estimates are for an implementation of standard SAP Business One, withno customizations.

The initial scope of the SAP Business One implementation project includes the migration (but not thecleansing) of legacy master data. It also covers the migration of opening balances.

It covers basic system initialization and setup for financials, banking, sales opportunities, sales,purchasing, inventory, production, and MRP.

It includes general and data ownership authorizations, but not alerts and approval procedures.

During the kick-off meeting you need to clearly present to the client what is included in the project.

After initial go-live, additional features and functions may be implemented as a further phase.

Changes to scope need to be documented using the ‘Change Request’ form.

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The standard AIP time estimates do not cover the functions listed in this slide.

If the client requires these functions, you will need to adjust the AIP time estimates (and costs).

Note: user-defined fields, tables, and values are customizations that will be covered later in this course.

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Where information is not known, you can guess or type in 3 (Neutral) in the risk assessmentspreadsheet.

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After you complete the risk assessment, you need an action plan for every risk you marked with a 5.

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The most important part of Phase 1 is the kick-off meeting with the client. Since this is a 6 hourmeeting with the client, you need to be well prepared.

As an implementation consultant, this may be your first meeting with the client.

It is important that the sales account manager is involved in this phase and attends the kick-offmeeting. It is possible that the customer will raise additional requirements at this meeting, and so it iscrucial to manage customer expectations according to the contractual agreement

It is also important that the client project manager is involved to plan the kick-off meeting and ensurethat client resources are dedicated to it.

Client experts from the various areas (sales, purchasing, etc.) should attend the kick-off meeting so youcan collect more detailed requirements from each area.

The client sponsor should also attend the kick-off meeting to underline the importance of the project.

The SLA is important since it states the responsibilities of the client and the partner.

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1. The kick-off meeting is important because in this meeting the sales account manager and project leadpresent the project goals.

2. The project plan and timeline is presented. Use the supplied AIP project plan as a starting point. It isimportant that you plan and prepare the presentation to take account of the risks that you haveidentified in the risk assessment. Note that at this stage the project plan is at a high level, unless youhave already done a scoping exercise in advance.

3. To be successful, resources must be committed from the client side. During the kick-off meeting, theproject teams from the partner and the client are introduced. The client must commit client resourcesfor the project.

4. During the Kick-off meeting, you should agree with the customer what is in-scope and what is out-ofscope. If the customer wants you to implement an out-of-scope feature, you will need to addadditional costs, tasks, and time to the project plan. At this meeting you must ensure that the clientowner or sponsor is fully supporting the project.

5. The roles and responsibilities of each team member (on both sides) are presented.

6. Lastly, general procedures for the project are presented.

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In this topic we switch to the technical task of installation.

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After the kick-off meeting, the next task for the implementation consultant is to deliver and install thesoftware.

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For a company such as Light & Music, the SAP Business One server will likely be installed at HQ.Local users will access the server locally. The sales, purchasing, and inventory users at the other 3locations will need to access the SAP Business One server over a network. Many companies install aCitrix client or Windows Terminal Server (WTS) client on the remote workstations, connecting to aCitrix Presentation Server or a Microsoft Terminal Server at the headquarters. This can improve theperformance for the remote users, and remove the need to install the SAP Business One client for eachuser.

The common database is often referred to as SBO-COMMON and does not hold any end user data. Itholds version and upgrade information.

Note that in this setup the server is a single point of failure. Therefore you should create a disasterrecovery plan

Note: The License Server can run on the production SAP Business One Server, or can run on anotherserver in the network.

For platform hardware requirements refer to http://channel.sap.com/sbo/platforms

For hardware and software requirements check the current SAP Business One System Requirementsdocument: http://channel.sap.com/sbo/documentation

For server and network configuration estimates, refer to the Best Practice System Setup and SizingGuide. You can find the link to this wiki page in the Implementation section of the portal.

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Refer to the Best Practice System Setup and Sizing Guide wiki:https://wiki.sdn.sap.com/wiki/pages/viewpage.action?pageId=147263734

You can find this link on the Product Availability page on the channel partner portal.

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The installation process is very easy to follow, since it is driven by a wizard. You can download theinstallation files from the channel partner portal, or purchase an installation DVD. The installationprocess is described in detail in the Administrator’s Guide.To install SAP Business One:

Install one of the supported database servers. Note: Microsoft SQL Server licenses can be optionallypurchased from SAP.Install the SAP Business One Server Tools.Install the SAP Business One Server.Install the Remote Support Platform (RSP). This will be covered later in this course. RSP monitorsthe customer system to prevent problems.Install the SAP Business One Client on every client. Note: When you start the client for the first timeyou must connect the client to the server by entering the server name.Install the SAP Business One Add-Ons on every client on which you want to use them. ChooseAdministration Add-ons Add-on Administration to select an add-on. When you register theadd-on, you locate the installation files from the installation archive or DVD. You can find the add-on files within the Packages folder.Install the online help files. You can install the help files in the local language directly on each clientworkstation, or you can install the help files centrally in a shared folder.

Note: You can run the newly-installed SAP Business One product version for 31 days without alicense. To continue working with the application after 31 days, you must install a valid license keyassigned by SAP.For detailed, step-by-step instructions on installing the software, reference the Administrator’s Guidein the documentation resource center http://channel.sap.com/sbo/documentation.

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If your implementation involves an upgrade to release 8.8 from an earlier version, you will use theUpgrade Wizard. You can upgrade using the wizard to release 8.8 from:

SAP Business One 2005 A SP01 and SAP Business One 2005 B

SAP Business One 2007 A, SAP Business One 2007 B, and SAP Business One 2007A SP01

Refer to the Administrator Guide for more details.

Before you upgrade a customer installation, refer to the Accelerated Upgrade Program (AUP) on thechannel partner portal. The AUP contains guidelines and tips for preparing and performing an upgrade.

Note: The site user password is required to run the upgrade wizard.

Note: from release 8.8 and onwards, the license key is version specific, therefore if you upgrade to anew version (not a new patch) you must re-apply for a new license key after you do the upgrade. Anew license key will be issued if the customer is current on maintenance.

The upgrade wizard performs checks on the structure of the databases, and also makes a backup copyof each database prior to doing the upgrade. The wizard also checks that there is sufficient disk spacefor the backup files. The upgrade wizard simultaneously upgrades the server components and multiplecompany databases. You can only upgrade company databases that have the same localization as thelicense. If any component fails to upgrade, the wizard will roll back all components to the pre-wizardstate.

A client upgrade is carried out automatically the next time you log on to the client. Both the client andthe DI API are upgraded. You need to perform the client upgrade on every single client.

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The simulations will be provided to you by the class instructor.

Download the Administrator’s Guide and the License Guide to reference as you run the simulations.

If you know how to do an installation, try the upgrade simulation. The upgrade wizard is a new featurein the 8.8 release.

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During installation, the B1_SHR directory is automatically created on the SAP Business One server.This directory is shared with all client workstations. This folder contains the installation files for theclient software, which you can use to install the client software on the client workstations. Make surethat the user workstations have permissions to access the shared folder.

You can set up shared folders that contain templates for exporting SAP Business One documents toMicrosoft Word and Excel, and folders for storing images and attachments. Note: You do not have toput these in the B1_SHR directory; however, to include these files in a backup using the ServiceManager backup service, you need to place them under the B1_SHR directory.

Choose Administration System Initialization General Settings and then the Path tab to definethe paths to these directories:

ExcelDocs - for exports to Microsoft Excel

WordDocs – for exports to Microsoft Word. Choose the relevant localization folder. The followingtemplates 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

Bitmaps - for pictures in master data

Attachments - for attachments of all types to internal e-mails, contacts, and so on.

Make sure that the client workstations can access the shared folders on the server.

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The SAP Business One Service Manager and its services are installed automatically when you installthe SAP Business One server.

After the installation, you need to configure the services in the SAP Business One Service Manager.

To open the Service Manager, double-click the icon in the Windows taskbar. You can select, set, start,pause, or stop services individually.

The following services are provided:

SBO Backup Service. The SBO Backup service can be used instead of the Microsoft SQL Serverbackup. The advantage of the backup service over a backup using the SQL Server is that the backupservice also includes the shared folders (attachments, images, and Microsoft Excel files). When youstart a backup, the service first compresses the selected company databases and the directories in thegeneral settings individually in the temporary directory. It then packs the compressed files from thisdirectory into a single *.zip file in the backup directory and deletes the contents of the temporarydirectory. If you want to reload a backup, you must load the database backup using the MicrosoftSQL Enterprise Manager and copy the contents of the packed directories manually into thedirectories.

License Manager. You must enter connection details for the license server, and start it.

SBO Data Interface Server. In Data Interface Server Settings you specify the Log File and theMinimum and Maximum amount of Connection Settings.

SBO Mail Service (if installed)

Note: If Remote Support Platform (RSP) was installed, you will find a separate icon on the clientdesktop. RSP is not part of Service Manager.

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The SAP Business One Backup Service gives you the option to back up SAP Business One databasesand the folders: Microsoft Word Template Folder, Microsoft Excel Folder, Picture Folder andAttachments Folder defined in the Path-tab in Administration System Initialization GeneralSettings.

Instructions:

Make sure the License Manager service is running.

Double-click the Service Manager icon

Select the Backup service

Choose Schedule. You will perform a backup now. Set to run on a specific date, with today’s dateand the current time.

Choose Settings and browse to set the backup file paths.

Choose Connection and select the DB Type and DB Server.

Choose Database and select a company database on your laptop.

Start the Backup Service

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These AIP best practices can help you avoid problems during this phase:

Manage customer expectations, especially during the kick-off meeting, when new requirements maybe raised by client staff who were not involved during the sales cycle. Involve your sales team.Clearly state what the project includes and what is out-of-scope.

Explicitly confirm hardware, software, and resource availability before kick-off meeting with clientproject manager and/or IT administrator. Having to wait for hardware or resource availability willjeopardize the project timeline.

Perform a high level SAP Business One product demonstration as part of the kick-off meeting inorder to give all team members a visual understanding of the product and to address early questions

Communicate the time requirements for client resources and get commitment.

Ensure that right from the start the client CEO, managing director or owner provides committed,executive management support of the implementation project

Make sure to get client sign-off when all milestones are complete.

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The topics in this unit focus on the key tasks that are performed by an implementation consultant –gathering requirements and mapping them into SAP Business One in the Business Blueprint document.

This unit does not cover all the project tasks for phase 2 of the AIP. For more information on thegeneral project tasks, refer to the AIP e-learning courses on the channel partner portal.

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The kick-off meeting has taken place.

As the implementation consultant, your focus is now on preparing for and conducting the requirementsgathering workshops with the client leads from the various departments at Light & Music.

After you have gathered the customer business processes and requirements, you create the BusinessBlueprint. This serves as a technical and functional guide during the subsequent phases of the SAPBusiness One implementation project.

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The Business Blueprint phase is where you conduct one or more requirements gathering workshops todefine and analyze client business processes and individual functional requirements. One or morerequirements gathering workshops may be conducted, depending on the size of the client and how theyrun the business processes.

The outcome of this phase is a Business Blueprint which is a mapping of the client requirements intoan SAP Business One configuration.

In addition, the workshops serve to refine the original project goals and objectives as well as to revisethe overall project schedule, if necessary.

As the implementation consultant, you may need to assist in project planning. After the kick-offmeeting, the project plan may need to be revised, especially if out-of-scope items are needed.

After the workshops, you will map the detailed requirements to SAP Business One setup andconfiguration, and create a Business Blueprint to serve as a technical and functional guide during thesubsequent phases of the SAP Business One implementation project.

The suggested elapsed time for this phase is 26.5 hours.

Note: If the client has contracted with you for an up-front scoping project, then you will conduct thisphase before the start of the implementation project.

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Milestones:

Business requirement gathering workshops with client functional leads conducted

Business Blueprint document completed with mapping to SAP Business One

Any changes to project scope and time schedule are reflected in the project plan

Client sign-off for “Business Blueprint” and project plan. At this point, the requirements are frozen.Any subsequent changes must be handled using the change request process.

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The partner account manager is not involved in this phase. The partner-side project manager is nowresponsible for the overall execution and success of the project. This includes scheduling the businessrequirements gathering workshops together with the client project manager.

You, the implementation consultant, conduct the business requirements gathering workshops togetherwith the client functional leads. The recommendation is to conduct 5 separate workshops, each lasting3 hours (total 15 hours). You will then create the Business Blueprint and review it with the projectmanagers. Note: the hours shown in the slide are based on a standard implementation for 15 users. Youmay need to spend longer on this phase if the client business processes are complex.

During the business requirements workshops, client functional leads should be prepared to discussdetails of each business process they oversee and to walk the consultant through their operations.

The client IT administrator should attend some of the workshops. If this is not possible, he or sheshould be briefed on the outcome of each workshop to ensure that requirements defined are feasible inthe client’s IT environment.

The client IT administrator needs to be involved when requirements are discussed for:

authorizations and data ownership

data migration

interfaces and integration points

system performance

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During the business requirements workshops, client functional leads should discuss details of eachbusiness process they oversee and to walk the consultant through their operations.

The partner Project Manager will schedule these workshops, but you as an implementation consultantwill lead them. For your first set of workshops, you should work with an experienced consultant whohas led these workshops before. You will need to determine how many workshops, the focus of eachworkshop, and which client leads should attend. Depending on how the client is organized, the sameclient lead may need to attend multiple workshops.

The client IT administrator should be involved for discussing technical requirements such as legacydata and external interfaces.

You should be prepared to ask questions, and to listen to the client leads.

You will need to demonstrate standard SAP Business One processes for each area. If you can, handover the controls to the client lead so they become familiar with the documents and document flow. Ifthe client is more familiar with a new system, they are more likely to accept changing their existingprocesses to fall in with SAP Business One.

You have to be careful with client expectations during these workshops. The client’s current businessprocess may require a configuration (alert, approval procedure) or a customization (user-defined field,report, etc.) that is outside the scope of the core AIP. If you have no flexibility to implementconfigurations or customizations during the project, the client may be unhappy and the project could bein jeopardy.

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How you structure each workshop depends on the client organization and how they run their business.Can you segregate their business into 5 discreet areas (e.g. sales, purchasing, inventory, accounting andbanking, and service)? Or do the areas overlap to such extent that you need to hold fewer meetingswith multiple client leads in attendance?

You need to balance getting the right information from the right people against wasting the clientleads’ time.

According to the Handover from Sales, the main business drivers for Light & Music are:

To optimize production and reduce time to assemble products for sale and rental. Often there aredelays when components used in production of the multi-screens need to be shipped from anotherwarehouse. They need to see how Production is integrated with Sales and Purchasing.To manage inventory levels and valuations across multiple warehouses and product lines.To manage vendor (supplier) relationships, including vendor discounts and contracts.To improve sales forecasting and sales pipeline execution. Their current system does not monitor thesales pipeline and sales opportunities. The owner needs visibility to sales opportunities that havebeen inactive for a month.To clearly report revenues and expenses for the different business areas: sales, rentals, installations,and consulting.To expand by opening new locations and warehouses with no disruption to existingbusiness operations.

How would you structure the five workshops for Light & Music? The key processes to be analyzedare: Purchasing, Production, MRP, Inventory, Master data (vendors), Financial Accounting andReporting, Sales, Service and Support. You also need to include alerts, approval procedures,authorizations, payments, inventory valuation, item pricing, and warehouse management in theappropriate workshop.

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Write down ideas for the content of each workshop.

Your instructor will provide some suggestions.

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In this activity we focus on Light & Music’s sales process.

The goal is to define in detail the sales process for Light & Music so that this can be mapped andimplemented in SAP Business One.

Your strategy is to ask the client leads to describe their processes.

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Write down some of the questions here:

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At the end of the workshops you should thoroughly understand the Light & Music sales processincluding any special requirements. You should also have a clear picture of the documents they use,which people are involved in the sales process, and which G/L accounts are used.

In the case of Light & Music, during the workshops you should demonstrate the following:

Documents and document flow (copy to/from)

Sales opportunities and reports

Print layouts

Service invoices

Down payments for deposits

Alternative items

ATP report

Gross Profit

Approval procedures

Master data: payment terms, discounts, credit limits

Aging Report and the Open Items list.

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Write down your tips here. The instructor will also provide you with some additional tips and bestpractices.

You will need to use these techniques when:

The information you need is not documented in the company, and may only be known by oneperson.

The client leads are uncooperative or not fully engaged in the workshop

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During the requirements gathering workshops you should carefully document the business processrequirements.

Your next step as the implementation consultant is to map the requirements to SAP business Onefunctionality before entering them in the Business Blueprint document.

You need to examine each requirement to see if it can be implemented using standard functionality(setup or configuration in SAP Business One).

Later the partner project team should review the Business Blueprint. Requirements that are out-of-scope should be discussed back with the client.

Customizations should be scoped, and the time and effort added to the project plan.

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Open the list of requirements for Light & Music. You can find them in the exercises section of yourworkbook.

Some of the requirements have been already mapped for you. Focus on the requirements that have notbeen mapped (the rows are shaded).

Keep the mapped requirements as a reference.

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The Business Blueprint is where you document the mapping of the requirements. The Blueprint isorganized so that you can follow it to configure the system in the correct order.Open the Business Blueprint document in the course materials. This has been partially completed forLight & Music.Note that the Business Blueprint document only covers the standard SAP Business One processes andsettings for setup and initialization of a company. The document is arranged according to the windowsin SAP Business One, and can be quire overwhelming to a new consultant.The Business Blueprint does not cover the mapping or configuration of:

User authorizationsBOMs (which BOM to choose) and Production OrdersActivitiesPrice ListsLinked Word documentsOnetime customersUDFs and UDVsMaster data propertiesAlerts and Approval ProceduresPick and PackService

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Open the Business Blueprint in the course materials folder

To save time, this has been partially completed for Light & Music

Access the demo database where necessary

Complete sections 8 and 10 of the business blueprint

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Your instructor will review the business blueprint sections.

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Review the Business Blueprint with your project team and then with the client project manager.

Make sure that any additions or changes that resulted from the requirements gathering workshops arenot going to affect the project costs or timeline. If you feel that the changes will affect the project, your(partner) Project Manager should communicate back to the client project manager immediately.

Make sure the project plan is up to date.

Get client sign-off for phase 2. Once the client has signed the phase complete, the Business Blueprint isnow frozen. From this point on, no changes can be made that are not documented in the BusinessBlueprint.

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These are the best practice recommendations from the AIP:

Conduct both one-on-one and group workshops so you can discuss individual requirements as well asoverlaps and dependencies between departments

Have a SAP Business One system available during the workshops to demonstrate how businessrequirements can be addressed by the system

Use real client data where possible (either add client master data to the demo database, or create ablank company and enter/import master data).

Note: we recommend you use the template chart of accounts and adjust it to meet the clientrequirements. If you use the template chart of accounts, the system creates financial report templatesfor you.

Communicate that data migration includes only master data from legacy system to SAP Business One;if client wishes to migrate historical transaction data, defer to a separate project following the initialimplementation

Confirm detailed documentation of requirements in Business Blueprint and emphasize to client thateven seemingly small changes to scope and/or requirements can have a significant impact on cost,resources, and timeline of the project

Obtain client sign-off on Business Blueprint

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The purpose of the Project Realization phase is to implement all the business requirements that weredefined during the previous phases and documented in the Business Blueprint.

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So far in the implementation project you have installed the SAP Business One software and workedwith a test or demo company to review the client business processes and map them to an SAP BusinessOne configuration.

In this phase you, the implementation consultant, will create and initialize the client company. Thisrepresents a significant commitment of your time during the project.

You will also work with the client to migrate the legacy data to the new company.

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This phase represents the most significant phase of the implementation project. The suggested elapsedtime for this phase is 86 working hours. This phase encompasses both project management tasks andtechnical tasks. As the implementation consultant, you will spend the majority of time implementingthe Business Blueprint on the customer production system.

There are many tasks for the project team during this phase. The slide shows the tasks that theimplementation consultant does.

After you have configured the client company, you should make a copy of the database, and use thiscopy for system validation and system testing and for training.

There may be a need for change management during this phase, since client employees will be usingthe system for the first time. You can use the AIP documents to assist you. The Change ManagementCommunication Guide is full of tips you can use to prevent or resolve communication and changemanagement issues that may arise during the project. Meeting minutes and project plan are usedthroughout the project.

In this phase you also need to look ahead to the next phase. You and your project manager should planthe training for end users that will be delivered in the next phase of AIP. The Training Plan is atemplate you can use for estimating training times and content for various client roles.

Encourage the client to create operational procedures for use after go-live. There are advantages tocreating these during this phase. First, it is much easier to create these at the time that the businessprocesses are being validated. Second, they can be used and proofed during system testing. The clientleads can use the test cases supplied with the AIP as a base for developing procedures for systemtesting that can be used later on in production.

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The milestones for this phase, according to the AIP, are:

SAP Business One production system installed and configured based on Business Blueprint.Note: from an AIP perspective, this does not include customizations such as user-defined fields, orconfigurations such as alerts and approval procedures.

Data migration complete (if applicable)

System setup validated

System testing complete

Training and cut-over plan defined

Obtain project phase sign-off from customer for “Project Realization”

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The suggested time involvement for partner and client side resources is shown here.Note: these times are just a guideline. Depending on the size of the client company, more or fewerresources will be required. For example, if the client has a large number of users or complex processes,then the project manager and consultant hours may increase.

In this phase, obviously, the majority of the work is performed by the implementation consultant. Theimplementation consultant initializes the production system. This includes creating users, requestingand assigning licenses, setting user authorizations, and importing master data.

The client IT administrator should be available to support you and to learn to perform theadministration tasks such as setting security, creating users, and managing authorizations. The client ITadministrator is also responsible for extracting and cleansing legacy data before it is imported using theData Transfer Workbench.

Project management and change management involves planning for how end users will use the system,and developing the training materials.

Client leads are mainly involved in the creation of validation and test scripts for business processes, aswell as performing the actual validation and system testing. This will be done on a copy of the newly-configured production system. Client leads are responsible for confirming that the configurations inSAP Business One correspond to the agreed-on business requirements and provide the solutionexpected.

The whole project team should be involved in planning for the cut-over.

Check the Implementation Guide for more details on the tasks for this phase.

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The client company is created as a new SQL Server database. To create a new company, chooseAdministration Choose Company. Then choose New. Choose the localization, the chart ofaccounts, and posting periods. You cannot change the localization after the company is created. Thelocalization activates local tables and local functionalities for the new company.Before you create the company, you should make decisions with the client about the chart of accountsand the posting periods.

SAP Business One is supplied with chart of account templates for each localization. If you choosethe “template” option, you can edit the accounts in the template. Alternatively you can choose theoption “user-defined”, and you will see a blank chart of accounts that you can manually create.Note: You cannot change the chart of accounts option after you have posted transactions.If you intend to import or post transactions for the previous fiscal year, you must define the postingperiods for the previous year before you define the periods for the current year. Once you havedefined the periods for the current year you cannot add posting periods for an earlier year.

You can choose if you want to copy the user-defined fields and tables from your existing company tothe new company. This can be useful when you create a copy of the configured client productioncompany for use in system testing.When you create a new company, the user “manager” is created by default. You enter a password forthis user, and you use these credentials to login to the company for the first time.If you are creating the company in a release 8.8 system, the new company must be for the samelocalization as specified in the installed license. If this is a new SAP Business One installation and thelicense has not yet been installed, you can still create new companies. Check the Trial Versioncheckbox in the create company window. Even if the 31 day window expires, you can still install thelicense key and apply it to the trial company.

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The site user provides an additional layer of security in SAP Business One release 8.8, that is higherthan the super user. The site user is not associated with a user account.

The site user is created when the release 8.8 system is installed. The site user password should becarefully controlled in the client company.

The site user password is required for authentication against the license server to:

Create new companies

Run the upgrade wizard to upgrade to a new release or patch level

Configure the Service Manager settings for a new installation (one time)

Assign the credentials for a read-only database user within SAP Business One

Note: to change the site user password, select the License Manager in the Service Manager. ChooseSettings, then, in the General Information window, choose Configure Security. Of course you mustenter the existing site user password first, before you are allowed to change it.

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After you have created the company database, you set the basic company details. ChooseAdministration System Initialization Company Details.On the General tab, enter the address and communication data for the company. The Company Namefield is used only internally for displaying information in the header area of the SAP Business Onemenu tree. The other data can be used on printed documents. You can store all general data in a localand a foreign language.On the Accounting Data tab, enter tax information, such as the name of the tax office, federal tax IDs,and so on. You can also select and maintain your holiday calendar.The Basic Initialization tab contains the most critical settings in the system, since you cannot changemost of them after you have created documents in the company. Therefore you need to plan thesesettings together with the client. These settings on the Company Details cannot be changed after youpost any transactions:

Chart of Accounts template (you can change this before any transactions are posted)Local Currency and System CurrencyDisplay Credit Balance with Negative SignPermit More than One Document Type per SeriesUse Segmentation Accounts. This mainly affects the US localization.Use Perpetual Inventory (Use Continuous Stock)Manage Item Cost per WarehouseUse Purchase Accounts Posting System

Note: if you enable the multi-language support feature, you can translate fields such as itemdescriptions and save multiple language versions of each field. To switch to a foreign translation, selectthe required language in the business partner master data.

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Due to data dependencies, there is a suggested order for completing the system initialization and setupfor a new company. This should be done before master data is imported:

Period Indicators

Document Numbering

G/L account determination

General Settings (default settings for business partners, inventory, field display and file paths).

Document Settings. Specific document settings can be set for some document types, for example,Sales Quotation, Sales Order, Purchase Order, etc. They can affect how the document is processed.

House Banks. You associate each house bank with a G/L account

Business Partner Payment Terms and Payment Methods (for Payment Wizard)

Currencies

Print Preferences are set on each client workstation

Reference the document “How to Configure the Initial Settings” in the document resource center onthe channel partner portal.

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When the company is first created, a Period Indicator called Default is created. The Default PeriodIndicator is assigned to the posting periods that were set for the new company.SAP Business One automatically numbers sales and purchasing documents, and manual journalentries, so there are no gaps in the numbering. When you create the company, a default numberingrange for documents is created (Primary series). This starts with the number 1. To avoid incorrect orillegal numbering on documents, it is crucial that you set the first document number correctly. ChooseAdministration System Initialization Document Numbering. Here you can set the firstdocument number for the default Primary series, or you can create a new Series.Only document numbers for a Series with the same Period Indicator as the current posting period canbe posted. To see which Period Indicator is linked to a document numbering series, double-click therelevant row in the Document Numbering window.You can create multiple series with different ranges of document numbers, if, for example, you wantdifferent sales or purchasing staff to use their own number ranges. If you create multiple ranges(series), you must specify the last number for each series and there cannot be gaps between the lastnumber of one series and the first number of another series. Note: To restrict a user to a specificnumbering series, assign a Group to the series and then assign a general authorization to the user. Toset the authorization, choose Administration System Initialization Authorizations GeneralAuthorizations and navigate to Administration > System Initialization > Numbering Series where youcan find the authorizations to the groups.If you create a new Period Indicator and want to use this for the existing posting periods, you must dothis before any document postings. Choose Administration System Initialization PostingPeriods to change the Period Indicator for the posting periods.You can set up a new numbering series for a different Period Indicator, for example, for the start of anew financial year.

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General Settings are very important and should be set after discussion with the client:

BP – Set defaults for new business partners. These defaults can be changed after initialization. Youcan also activate credit checking and approval procedures here.

Budget - Select to manage the budget in your company. Once this option is selected, the budget-related functions appear in the Financials module. The block or warn settings apply to all users.

Services – Actions specified under this tab are carried out each time the user logs on to thiscompany. These settings are specific to the current user and determine if windows open forexchange rates and alerts.

Display - Define the language and the ‘skin’ for the user, and how different variables, such as dates,numerical values, and currencies are displayed. Note: some settings apply immediately percompany, for all users, for example, time and date formats, decimal places and character separator.After a journal entry has been posted, you can only increase the number of decimal places. Thischange is irreversible. Decreasing the number of decimal places after a journal entry has been postedis impossible.

Font & Background – Set the text and background for the current user.

Path – Set the file paths for storing images and attachments. You can also specify the file paths tothe server folders for Microsoft Word and Excel templates which are referenced when the userexports an SAP Business One document to Word or Excel. These settings apply to all users.

Inventory – Use the Items tab to define the management method for serial numbers and batches, thedefault warehouse and the default inventory G/L method. Use the Planning tab to enter MRP-relatedinformation. These settings are updated immediately, per company, for all users.

Note: some localizations may have additional tabs in the General Settings.

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Before you post any transactions, you need to set the G/L account determination. This is a list ofdefault G/L accounts that are used by SAP Business One documents for posting automatic journalentries. Choose Administration Setup Financials G/L Account Determination.If you selected a chart of accounts template when you created the new company, the systemautomatically sets up most of the accounts in the G/L account determination using accounts from thetemplate. You still need to review the G/L Account Determination with the client accountant to ensurethat every default account matches to an account that the client uses. You should review all default G/Laccounts with the client before any transactions are posted.If you select the chart of accounts as “user-defined”, you need to define your own chart of accounts inthe system, or import one using the Data Transfer Workbench (DTW). You then need to select thedefault accounts to go in the G/L Account Determination. You need to define default accounts at aminimum for the standard sales, purchasing, and inventory processes. Note: the Inventory tab isdisabled if perpetual inventory is not used.The G/L Account Determination can be set by financial year – you can select the period indicator forthe financial year. This allows you to change the default accounts for each financial year. The clientaccountant should review and make any necessary changes when the new posting periods are definedfor the new financial year.For inventory, in the General Settings Inventory tab, you set the default level for new items:warehouse, item group, or item level. You can override the system default G/L accounts at thewarehouse, item group, or item level. This allows inventory postings and valuation for a location, itemgroup or by item. When you define a new warehouse or item group in the company database, thesystem level default accounts are copied to the Accounting tab of these master record types. You canthen select the accounts you want to override. When an Item is defined as item master data, the G/Laccounts used for postings are determined by the “Set G/L Accounts By” option on the Inventory tabof the item master. If you choose in the item master data to set G/L accounts at the item level, you canspecify G/L accounts for the item.Note: The default A/R and A/P control accounts can be overridden at the business partner master level.

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The Document Settings window contains two tabs: General and Per Document.The General tab applies to all types of documents. Settings here influence:

how gross profit is calculatedwhether the remarks on the marketing documents include the base document number, or thecustomer or vendor reference numberwhether the sales price of the item should be displayed in a sales BOM at the level of the soldproduct or at the level of the components in the sales documenthow the system will react when the inventory level falls below the minimum quantity as the result ofa sales document or goods issue.if the system should block documents that would cause the level of inventory to fall below zerowhether the amounts and prices that appear in marketing documents should be rounded by currencyor by document.the date used to calculate exchange rates: Posting Date or Document Datewhether to add a Freight field in all sales and purchasing documents. This field allows you tocalculate additional costs connected to a document, such as, delivery charges and deposit tax.

The Per Document tab settings apply only to a specific type of document. For example:For sales orders you can enable automatic checks on the available quantities of items and offeralternate products if necessary.For sales orders, if you enable the “Allow changes to sales orders” checkbox, you cannot change thissetting once documents have been posted.For purchase orders, you can split a purchase order that relates to more than one warehouse.

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Follow the exercise “Create and Initialize a Company”.

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To use SAP Business One, all users need a user account and password.

You can configure a global password policy for all users, which will dictate the strength of the userpassword and how often it needs to be changed. To change the password policy from the default,choose Administration Setup General Users Security Password Administration.

To create user accounts, choose Administration Setup General Users.

You can pre-define a set of default values, such as print preferences for documents. You can thenassign these defaults to one or more user accounts by entering it into the Defaults field. ChooseAdministration Setup General User Defaults. For example, users who work with a regionalwarehouse can have this warehouse set as default.

If you check the Superuser checkbox when you create a user account, the user will have fullauthorization to every function in SAP Business One. A super user can reset the passwords of otherusers and can set authorizations for other users. Obviously you should limit the number of superuseraccounts.

If you do not check the Superuser checkbox, the user by default has no authorizations to any systemfunctionality. General Authorizations must be set for each user.

For sales and purchasing employees, you can also assign a default salesperson to customer master data,or a default buyer to vendor master data. You enter the employee names in the SalesEmployees/Buyers window. Choose Administration Setup General SalesEmployees/Buyers.You can also set commission rates in this window.

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Authorization to the various functions in SAP Business One is controlled through a combination oflicense and general authorizations. These are set by user account.

The type of license assigned to a user determines which functions the user is legally contracted touse. If the use tries to access a function that is outside the scope of the license, the user will get anerror generated from the license server.

By default, all newly created users (except for superusers) have NO ACCESS to any SAP BusinessOne function. General Authorizations must be set for each user to permit access to SAP BusinessOne functions. This has nothing to do with the license but is set based on client requirements.General Authorizations must be set for every user who is not designated as a superuser. If the userhas access to a function through the license, and the general authorization to the function is not set,the user will receive an authorization error when they access the function.

If you assign a Professional license type to a user who is not a superuser, you still must set generalauthorizations to SAP Business One functionality for that user.

There is another type of authorization that allows for document ownership and security. This is usefulfor departments where multiple employees work on the same types of documents, for example, salesorders, purchase orders. Using Data Ownership Authorizations, you can restrict access to thedocuments owned by another user in the same team or department. To set Data OwnershipAuthorizations, you must first define employee master data. This defines each employee’s role andplace in the organizational structure (branches, departments, manager, etc.).

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User licenses are purchased by the partner from SAP.

There are several types of licenses for SAP Business One, at different prices for access to differentfunctionality.

When the partner enters the order in the SAP channel partner portal, the number and type of the endcustomer licenses is recorded.

The contract specifies both the user license types and the localization. If the customer runs in multiplecountries, they need a contract per country. When you request a license key, the license key is countryspecific. When the users are assigned a license, they are only permitted to access companies of thelicensed localization.

When you implement the system, you will request a license key on the SAP channel partner portal,based on the recorded information. You will install this license key on the client production system.You need to request a license for every localization that the client will run.

In release 8.8, you can install the multiple license files for different localizations on the same licenseserver.

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For a release 8.8 system, the valid license types are:Professional. This is the most comprehensive license and provides unrestricted access to all SAPBusiness One functionality, and the SDK tools. If the user is a super user (checkbox in useraccount), you should assign a Professional license type.Limited CRM, Limited Logistics, and Limited Financials. The limited users are aimed foremployees that perform daily operational tasks, rather than yearly or periodic tasks such asdetermining budget and profit centers. Limited licenses do not provide access to all functionality inSAP Business One. However, you can assign multiple limited license types to a user, for example, alimited logistics license and a limited financials license. In this case the highest authorization willapply. If you assign a Limited license type to a user, you still must set general authorizations for allfunctions that are provided in the license. Note: if you set General Authorization to functions thatare not provided by the license type, the user will receive an error from the license server if they tryto access these functions.Indirect Access. This user is not authorized to any functionality within the SAP Business Oneapplication interface, but is only used for accessing licensed third party add-ons which do not useany of the standard SAP Business One screens. For add-ons that use SAP Business One forms withmodifications, one of the limited users is needed. Note: an Indirect Access license provides access toSAP Business One tables from an unlimited number of licensed third-party add-ons.

Note: The Professional and Limited licenses automatically provide access to SAP Business One tablesfrom an unlimited number of licensed third-party add-ons.If the sales contract was prior to May 1st, 2008, additional “older” license types can be requested whenyou upgrade to release 8.8:

CRM Sales and CRM ServiceAdd-on Access. This differs from the Indirect Access license in that you need to purchase an Add-onAccess license for each add-on.

This slide shows a few of the functions for each of the licenses types. You can also find a licensecomparison chart on the channel partner portal http://channel.sap.com/sbo/license

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As the implementation consultant, you need to carefully assign each license to the correct user, basedon their role and the tasks they do. Sometimes it is necessary to assign two limited licenses to a user.

In this case, Light & Music has contracted for 3 professional licenses, a total of 9 limited license types,and 2 indirect access licenses. In the exercise, 9 users will use the system. Some users need aProfessional license based on their role. Other users need one or more limited licenses based on theirrole.

How will the license types be assigned to the users? Use the license comparison chart that is includedin your course materials, or access the chart on the channel partner portalhttp://channel.sap.com/sbo/license

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It is important that you understand how license localizations work. In this example, a new customerrunning SAP Business One release 8.8 has operations in 3 countries – the United States, India andChina.

They run two servers, one in India for US and Indian operations, and one in China for Chineseoperations.

To run their business they need 5 SAP Business One company databases – there are two legal entitiesin the US (Company A and Company B as shown here) and in China (Company D and Company E).

How many license keys are required?

_________

If the same 10 users are accessing all the companies, does it mean that you need to purchase only 10users from SAP?

__________

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As the implementation consultant, you need to request a license key, which you will install on the newclient system. When submitting the license request, you should enter the same license types asspecified in the contract.

To request a license key, open the SAP Business One Service Manager on the client system, andview the settings for the License Manager. The license manager displays a hardware key. Thehardware key is generated from the hardware data (motherboard) of the server on which the licensemanager is installed. You need the hardware key to request a license for installation.

You then enter the License Key Request on the SAP channel partner portalhttp://channel.sap.com/sbo/licensekeys. Select the customer installation and either select an existingsystem or create a new system. You will see the contracted license types displayed.

For a new system, enter all system details on the request form (release, patch level, database, andsystem type) and paste the hardware key into the correct field. Next, select the number of users foreach license type and for any third-party components. The third-party partner will receive a list oflicenses that have been given out to customers.

SAP then generates a license file for this system and sends it to you as an attachment to an e-mail.

Note: A license key will only be issued by SAP if the client is active on maintenance. A temporarylicense may be issued in some circumstances, such as a request for more than contracted number oflicenses.

Note: After installation, you can use SAP Business One for one month without a license. This meansyou can start your implementation project immediately without waiting for your license. However, youshould apply for a license as early as possible.

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The licenses for all users of SAP Business One and any add-on solutions are centrally managed by thelicense server. The license server is a software service that is part of the Service Manager. It can beinstalled on any computer within the company network.

In SAP Business One 8.8 the license server functions also as a security server. It is crucial that thelicense manager service is always running so that users can login to SAP Business One.

In release 8.8, the license server is the central repository for credentials information, including thedatabase user ID and password (one for all SAP Business One users). The database credentials arestored safely in the license server, with additional encryption. When a user logs on, the user’scredentials (SAP Business One user ID and password) are used to obtain the database accesscredentials so that the user can connect to the database.

The licenses are stored in a license file. You only need one license file for all kind of license packages(such as licenses for special user types or add-on solutions).

Multiple SAP Business One Server installations can use the same license server and the same licensefile. This means that you can use one central license server for your entire system landscape(production server, test server, development server, and so on). Note: if you are upgrading to release8.8 from an earlier version of SAP Business One, you cannot install the license file for release 8.8 onthe same physical server that runs the earlier version of the license manager. Therefore you need aseparate server for the release 8.8 license manager, at least for the duration of the upgrade.

Note: the license server communicates using port 30000 and you are advised not to change this.

Refer to the Administrator’s Guide and the License Guide for more details. For any issues withMicrosoft Windows services, check the community network forums.

Note: The SAP Business One OBServer is part of the SDK Data interface API.

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Each user account must be assigned a license to use SAP Business One, in accordance with thecontract. You cannot create more user accounts than the number of contracted licenses. If the user hasthe same code in several company databases or even several servers, he can use the same license fromthe license file to access up to two databases at the same time. License localization checks apply.

Whenever a user accesses a form in SAP Business One, the system checks if the user has the requiredlicense for that form. This check is independent of the general authorization check.

After you install the license key, you assign the individual licenses in the license file to your namedusers. Choose Administration License License Administration.

Note that the license key is issued for a specific localization as specified in the sales contract. If theclient operates in multiple countries, you need a separate license for each localization.

In the Components tab, you can also view the total number of licenses for each component, the numberof licenses that are not yet assigned to any user (Available License Numbers), and the begin date andexpiration date.

If you want to change the license assignment for a user, the user must be logged off from the system.Only superusers (administrators) can change the license assignment.

If you want to remove a user account from the system, you need to first remove the license assigned tothe user.

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If you did not complete the license simulations in Unit 02, you can do this now.

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Normally the partner purchases user licenses when the contract is signed. During the business blueprintphase you discover the client roles and how they need to use SAP Business One. This might influencethe types of licenses required.

Some tips are:

Start with 3 or 4 professional licenses for the client leads who will use the system early on, thenpurchase the limited license types for the remaining users, during the implementation, when theexact functionality required by each user is known.

Sometimes the client will fund a 1-2 day scoping effort before the start of the implementationproject, where you can spend time with the client to determine the exact roles and license needs. Thecost of this scoping effort is often paid back in terms of more accurate purchasing of licenses, andmore accurate project estimates.

You can run a new SAP Business One installation for 31 days before you must install the license. Ifyou can complete the business blueprint within this time, you can more accurately assess the correctmix of license types and purchase these during the implementation.

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Once the license has been assigned, you need to set authorizations to SAP Business One functionality.General authorizations can restrict if a user is allowed full access, read-only access, or no access to afunction.

Choose Administration System Initialization Authorizations General Authorization toestablish general authorizations for all users who are not superusers. Note: Users who are designatedas superusers (the checkbox in the user account) automatically have Full Authorization to allfunctionality. You must assign a Professional License to each superuser.

You can assign one of three different authorization levels for each functional area:

Full Authorization - The user can display and change data of this authorization object.

Read Only - The user can only display data of this authorization object.

No Authorization - The user has no access to this authorization object.

You can assign the same authorization to each object, or, if you expand the tree structure for the objectyou can assign different authorizations to the menus and windows within each area. If you do this, yousee the authorization for the area becomes “Various Authorizations.”

Tip: To see the entire list of expanded general authorizations, you can export the complete list ofauthorizations to Microsoft Excel. This allows you to review each authorization offline with the client,and make any required adjustments. Refer to SAP Note number 1086776 for the steps to produce theExcel file.

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The easiest way to allocate licenses and assign general authorizations is by role.

Since authorizations are set user-by-user, we suggest you draw up a set of authorizations common toeach user role. One way of doing this is to present the various SAP Business One functions (modulesand menus) to the client in a matrix. Ask the client to nominate a representative for each role. Thisperson then marks the functions that they do. Since general authorizations basically follow the SAPBusiness One module and menu order, it is easier to map the required functions to generalauthorizations.

Create a user account and assign the correct license type to this user. Test to make sure that thecombination of license and general authorizations provides access to the required functionality for therole.

You can then copy this set of authorizations from one user to another user with the same role. To copya set of authorizations, select the target user name in the Authorizations window, then select the sourceuser name and drag the source user name over the target user name. You will be prompted to confirmyou want to copy all authorizations.

Note: if you have created new forms with the Software Development Kit, you can create additionalauthorization objects for these forms. These new authorizations will be added to the list ofauthorization objects under the title User Authorizations. Choose Administration SystemInitialization Authorizations Additional Authorization Creator to create and maintain newauthorization objects.

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If you have users who only need to print reports from SAP Business One, and you want to secureaccess to the company database, you can assign a read-only database user to the user accounts. Forexample, you might employ a consultant to review or audit your reports.

First you need to create a read-only user in the SQL Server database. Map this user to the SBO-Common database and to the company database. Set the database role membership as db_datareaderand db_denydatawriter.

Then, in SAP Business One, choose Administration Setup General Security Read-OnlyDB User. You need the site user password to do this. In this window, enter the name of the read-only database user and the password you defined in SQL Server.

Finally, in SAP Business One, in the General Authorizations window, you need to set read-onlyauthorizations for SQL executions. To do this, select the users and choose No Authorization to thefunction “Execute Non-select SQL statement.”

See the Administrator’s Guide for more information on security in SAP Business One.

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Follow the exercise “User Accounts and Authorizations”.

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Data migration involves selecting, extracting, and importing business data from the client’s legacysystem to SAP Business One.

Note: Often the client will use data migration as an opportunity to cleanse their legacy data, especiallytheir customer and vendor data. This is the client’s responsibility, but you should be aware that thiscould cause delays to the implementation project. Experienced partners mention that this point is veryoften under-estimated and can have a serious impact on the success of the project.

There are two main ways to import legacy data into SAP Business One – from within SAP BusinessOne you can use the Data Import from Excel utility, and from outside of SAP Business One you canuse the Data Transfer Workbench (DTW).

Using the Data Import from Excel utility, you can import business partner data and item data. Youcannot import G/L accounts or transactional data.

Using the Data Transfer Workbench, you can import a wide variety of objects, including businesspartner and item data, the chart of accounts, and transactions such as journal entries and invoices.

You can also export transactions (documents) from an existing SAP Business One company databaseand import them into another SAP Business One company, using the Import Transactions from SAPBusiness One window.

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Using the Import From Excel utility, you can import data for business partners, items, and price liststo a company in SAP Business One. In addition to creating new master records, you can also updateexisting master records.You prepare the data in Microsoft Excel with the data in columns and then save the spreadsheet as text(tab delimited).Then, in the utility, you select either BP or Items, and you see a complete list of all master data fieldsfor BP or item master data. You then select the fields to match to the columns in the Excel spreadsheet.As you select each data field, it is removed from the selection list so you cannot assign the same fieldtwice.The following fields are mandatory in a Microsoft Excel spreadsheet to be imported:

Business Partner: Code, name, and type (customer, vendor, or lead). If no entry exists for the typeof business partner, the system automatically selects type C for customer.Item: Only the item number is required for importing new item master records and updating existingmaster records. SAP recommends that you import the expense and revenue accounts for the item toprevent errors. You can also upload price lists. Specify the item code, and for every price you wantto upload, specify the price list code, price, and price list currency.

Choose Administration Data Import/Export Data Import Import from Excel to start theimport from Microsoft Excel.After a successful upload, create a query on the table OCRD (business partners), OITM (items), orITM1 (price lists) to check if the data was imported correctly.Note that, even thought the templates contain every field for the object, you do not have to enter everyfield. Leaving them blank in the import file will simply result in them being blank or defaulted in SAPBusiness One.

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To import complex or related data, use the SAP Business One Data Transfer Workbench (DTW).

With DTW, you can import a wide variety of objects, including Activities, Budget Scenarios, Chart ofAccounts, Contract Templates, Customer Equipment Cards, Item Groups, Journal Entries,Transactions, Payment Terms, Sales Opportunities, etc. Note: you should import the data in the sameorder that you would manually create the data. For example, chart of accounts, item and businesspartner groups before item and business partner data.

Compared to the Import from Excel utility, the DTW is more robust becuase it offers the option for asimulation run, and for rolling back the database in case of an error during the import.

DTW is provided with the SAP Business One installation files and comes with sample templates foreach of the various business objects. Data Transfer Workbench is not part of the SAP Business Oneclient and can be installed on any workstation within the network of the SAP Business One Server.The DI-API must be installed on the client.

DTW supports data mapping and data import. Data export and data cleansing is not part of DTW andmust be provided by the legacy system.

You can also use the Data Transfer Workbench to import and update data on a regular basis.

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DTW provides Microsoft Excel templates that correspond to the tables in SAP Business One. Eachtemplate is a Microsoft .xlt file and corresponds to an SAP Business One database table. Each templatename starts with the 4 character table name, for example, the main business partner master data table isOCRD.

The template contains a title row and comments regarding the type of data that is required for eachcolumn. Refer to the How To Guide for DTW in the SAP Business One documentation for additionalinformation.

Do not delete the first two rows in the templates. Start entering your data on row 3.

Add one additional column for every user-defined field that you want to import.

After you have entered or pasted your data, save the template as a text file that is tab-delimited orcomma delimited (file type .txt or .csv).

Note: To import an object, you must have with full authorization to create the object in the SAPBusiness One general authorizations. Therefore you must login to DTW as a user with theseauthorizations.

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In row 1 of the template there are tooltips that provide information of the type of data required in afield, for example:

Integer

String and length

Enum

The tooltip for an enum type field provides the list of accepted values, for example:

cCustomer or cSupplier

tYES

tNO

bop_None

bom_Buy

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If a business object is represented by only one table in SAP Business One (such as G/L accounts), onlyone template is necessary. If a business object is represented by more than one table (for example,business partner master data where multiple tables are used for addresses and contact persons), onetemplate for each table is provided.

The templates are related in a parent and child relationship through Column A.

There can be multiple rows in a child spreadsheet for a single row in the parent spreadsheet. Forexample, there may be multiple contact employees for a business partner.

The LineNum column in child templates is used only during Update mode. LineNum must be aninteger so if you want to update the first line/record you assign the value 0 to the LineNum field in thedata file. If you wish to update the second line/record, you assign the value 1 to LineNum and so on.

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DTW provides a step-by-step wizard for importing the prepared data in the .txt or .csv file. This usesthe Data Interface API to ensure data consistency.

You choose the business object that you want to import or update. You can only import or update oneobject at a time.

You choose the data files that you want to import and link them to the object. Depending on thebusiness object there may be several data files for different tables of the same business object.

Once you have linked the files to the object, you should verify that all source fields are mapped to thecorrect target field. If you have not made any changes to columns in the template files, the mappingshould be correct. In the mapping rules you determine which column in the data file (source fields)belongs to which field in the system (target fields). The target fields include user-defined fields andyou will need to map them to source fields. You can choose to skip the import of certain columns bychoosing Leave it Blank. You can save and reuse mapping rules.

You can also let the system check the mapping. It returns error messages if:

You mapped two different target fields to one source field or two different source fields to one targetfield

You did not map a source field to a mandatory target field

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Follow steps 1-1 to 1-4 in the exercise “Data Transfer Workbench”.

Note: before you import business partners, you should set up sales employees, business partner groupsand default payment terms. You will do this in the exercise. You should also set up the tax groups orcodes that you will use. If you plan to use user-defined fields for business partners, you should createthe user-defined fields in SAP Business One before the data import.

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You may have noticed that the Microsoft Excel templates are based on a preconfigured data transferinterface that maps to SAP Business One tables.

You can create custom templates to better match to the data you are importing. For example, if you donot use most of the columns in the object spreadsheet, you can create a custom spreadsheet with justthe columns you need to import.

Choose Start Programs SAP Business One Data Migration Data Transfer Workbench.Select Templates Customize Templates.

When you expand the node for an object, such as the Items object, you see a list of the fields that theData Transfer Workbench expects as columns in the spreadsheet.

You can rearrange the order of the fields by dragging and dropping. So you can move the fields yourequire to top of the tree so they appear first in the template. You can also remove unwanted fields oradd new fields such as user-defined fields. Note that you cannot remove mandatory fields.

You save your selections as a new template for the object. The template is saved as a .xlt file. You canthen enter your data into the template and create a new .csv file for the import.

You can still leave unwanted fields blank in the import file if you do not require them to be imported.

Creating a new, custom template is useful if you intend to repeatedly import a business object, since itsaves you having to manually map fields on every import.

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Complete the exercise “Data Transfer Workbench”.

Before you import items you should configure your inventory management method and G/L accounts.If you plan on using user-defined fields for items, you should create them before you import the data.You can import item groups using DTW, or create them manually in the system, but you need to dothis before you update the items.

After you import items you can import item prices, special prices, Bills of Material, etc.

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The first time you use the Data Transfer Workbench you should work with an experienced consultantwho knows the DI-API and table structure in SAP Business One. Familiarize yourself with commontables such as OACT, OITM, OITB, and OCRD by running SQL queries.Follow the same order as you would for manually creating data, for example, create or import the chartof accounts, currencies, business partner groups, banks, payment terms, item groups and warehousesfirst before you import business partners, items, and transactions.If you do not need a field, leave it blank. Many fields are set to a default value. If you only use a fewfields, create a customized template.If you encounter an error during the import, try creating the same data manually in SAP Business OneLeave the LineNum column blank for import. This is only used for update runs.Format each cell in the spreadsheet as text. This prevents Excel from formatting or truncating numericvalues.Some fields require the internal code from SAP Business One instead of the name, for example:

Item group codes are internally numbered starting at 100, 101, 102, etc.Chart of accounts drawers are internally numbered as 100000000000000, 100000000000000,100000000000000, etc.

Enter all dates as yyyymmdd, regardless of localization (for example, 20101215). Make sure youformat the cell as text.Enter decimal places as used in the localization, for example, 10,50 or 10.50If you import text fields, such as Remarks, make sure the text does not contain the delimiter characterthat you are using in the import files, for example, if you are using comma deleted files, then theRemarks text should not contain any commas.To import a journal entry for a business partner, use the Journal Entry templates and leave theAccountCode field empty and enter the BP code in the ShortName field

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After you have completed the system initialization for the new company, and migrated the legacy data,your next task in this phase is to validate the data and client business processes. You will validate eachbusiness process with the client leads, using the newly migrated data in the new company. Use a copyof the company database.

As well as ensuring that the business processes run as expected, the team should ensure that themigrated data is correct.

You should also ensure that the initial settings are validated. Many of these setting are irreversible oncethe client has gone into production.

To ensure that you cover all crucial tasks, you can use the Business Process Master List from the AIPmaterials. This is a spreadsheet, and you can filter the processes so that it shows only the businessprocesses that are considered in-scope for this part of the implementation. You should complete theBusiness Process Master List together with the client functional leads.

You can record the date when each process was validated with the client.

All processes from the business process master list should be validated and agreed with the clientleads. Any changes to setup or scope should be documented.

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After validation, the next step is system testing. System testing is performed by the client leadsfollowing documented test plans and with documented test data. Documented test plans enable theclient leads to use the system with minimal training. As an added benefit, the client users becomecomfortable with the system, and the test plans can be used as procedures once the system is inproduction.Note: Use a copy of the SAP Business One company database.

Sample Test Plans are included in the AIP materials for the main sales and purchasing documentsand can be adapted for the system testing. Test plans should be largely produced by the client leads,with your assistance. Any customizations made to marketing documents or business processeswill need to be incorporated in the sample test plans.You can document test data for the test plans in the Test Case Template. We recommend that youuse real customer transactions; for example, use the last 15 sales and purchase orders that wereentered in the legacy system.Note: to run sales orders, you may need to manually enter goods receipts to add items to inventory.Another suggestion is to start system validation with the purchasing process and create goodsreceipts during the testing.

If the actual result matches the expected result as defined by the Test Plan, the client lead should signthe document and return it to you. Tip: You should also run and print reports as part of systemvalidation.Any errors should be logged and documented by the client leads. They can use the Issue Log todocument and assign responsibility for problems encountered during testing.Use the Change Request Form to document and formalize new changes requested by the clientduring this phase.Use the Change Log to keep track of changes that are agreed.All test cases must be completed successfully, and the results reviewed.The Project plan should be updated if any changes were noted in system validation or testing.

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Locate the test plans in the AIP materials.

Open the Sales Order test plan.

Follow the steps in the test plan.

Select one of the customers that you imported using DTW, and use item MS3x3.

Note: if you did not complete the exercises on DTW, you will need to manually create an item andreceive the item into inventory.

If the actual result is not the same as the expected result, make a note in the column.

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The limited logistics user type is for employees that handle daily operational tasks in sales, after thedeal has been closed, as well as purchasing and inventory. This user has:

Full authorization for sales documents and items but view only for sales quotationsFull authorizations for the A/P module (except for A/P Invoice and Credit Memo)Full authorization for Business Partners, except for internal reconciliationFull authorization for the Inventory and the Production module. The logistics user cannot howeverupdate price lists and Bill of Material prices.

The limited CRM user type has:Partial authorization for AdministrationFull authorization for Sales Opportunities and Business PartnersFull authorizations for sales documents: quotation through a return document.This user has view only for A/R Invoice and Credit memo.Full authorization for Purchase Order and purchasing reportsFull authorization for the Service menu and reportsFull authorization for item master data

The limited financials user type is aimed for employees that handle daily operational tasks in financialsand payment processing. This user type has:

Partial authorization for AdministrationFull authorization for Financials except Budget and Cost AccountingPartial authorization for A/P – can issue A/P invoice, credit and landed cost documents.View only for Sales documentsFull authorization for Business Partners and Banking. This includes internal reconciliation.View only for the Inventory module.

Important: You can find additional details in the license comparison chart found on the partner portal.

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Data Ownership allows you to establish an “owner” for a document, and to permit another personaccess to that document based upon the person’s relationship to the owner. This is mostly relevant forclient departments such as sales and purchasing where there might be a need to restrict access todocuments from within a department.First, create employee master data to define the organizational hierarchy. To create employee masterdata, choose Human Resources Employee Master Data. You can link employee master data touser accounts.Second, define Data Ownership Authorizations. Choose Administration System InitializationAuthorizations Data Ownership Authorizations to define the required data ownershipauthorizations.By reporting line:

Peer: The user can access documents owned by a colleague on the same level in the hierarchy.Manager: The user can access documents owned by his direct manager.Subordinate: The user can access documents owned by any of his direct subordinates.

By organizational line:Department: The user can access documents owned by any user who is member of the samedepartment.Branch: The user can access documents owned by any user who is member of the same branch.Team: The user can access documents owned by any user who is member of the same team.

The following levels of authorization are possible:None: The user cannot access documents of the authorization group.R/O (Read Only): The user can display but not change documents of the authorization group.Full: The user can display and change documents of the authorization group.

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Data ownership is driven by the owner field in sales and purchasing documents. Every document oreven every line item within a document must have an owner. The owner and his data ownershipsettings control who can display and change the document.

A Sales Employee or Buyer is assigned to the master data of a business partner.

When you select the business partner a document, the system accesses the business partner masterrecord and retrieves the buyer or the sales employee to copy it into the relevant field in the document.

If the buyer or sales employee is assigned to an employee master record, this employee is defaultedas the owner of the document and the owner of the line items.

If the buyer or sales employee is not assigned to any employee master record, the current user isdefaulted as the owner of the document and the owner of the line items.

You can change the default, but once an owner is assigned, only this owner or a superuser can changethe owner. A user can always access his own documents.

To activate the data ownership authorizations, choose Administration System InitializationAuthorizations Data Ownership Exceptions and select the Owner Filtering Active indicator.Furthermore, for every document you have the following options:

No Filtering: The document is available for all users. Data ownership is not active for that documenttype.

By header and row owners: Any owner on header or row item level is considered to be an owner ofa document of that document type.

By header owner only: Only the owner on header level is regarded as owner of a document of thatdocument type.

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If the legacy data is in a SQL database, you can import using SQL Select statements over an ODBCconnection. First create a data source using ODBC. Choose Control Panel Administrative ToolsData Sources (ODBC) to create a Data Source Name (DSN).

In the Data Transfer Workbench import wizard, choose "ODBC" from the drop-down list "SourceData Type". Select the object. For data records selected through ODBC, you can use SQL statementsto extract data records from the database. For example, to import business partners, select the DSNfrom the dropdown list and enter the database user and password for the legacy database. In the SimpleSelect Statement field, enter the SQL statement (for example, Select CardCode as RecordKey, * fromthe legacy database table name).

Note: The DTW does not support a scheduled run that imports data through ODBC. For moreinformation, see SAP Notes 908042 and 883770 and the How to Guide for Data Transfer Workbench.

Note: Where the object contains dependent tables, such as business partner with the Contact Personand Address, you separately select the data for Business Partner and the data for Contact Person andAddress through ODBC.

Note: If the data files contain both header and item files, you must define the primary keys, such asRecodKey. For example, for the SQL statement "Select CardCode as RecordKey", * from OCRD canbe applied to BusinessPartners of the object oBusinessPartners. For the SQL statement "SelectCardCode as RecordKey", * from CRD1 can be applied to BPAddresses.

If the data file contains only header files, you do not need to define the primary keys. For example, youcan retrieve data from table OACT using the SQL statement "Select * from OACT" to apply to theobject oChartOfAccounts.

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5-1

In this unit, you learn to use the configuration and customization tools provided with SAP BusinessOne. These tools are accessible from the SAP Business One client, and do not need the SDK.

You will practice using these tools to make simple customizations on the new database that you havecreated for Light & Music. This experience will give you a feel for the amount of effort that isinvolved to implement each customization.

This will in turn make it easier for you to accurately assess the time needed to complete theseconfigurations, in a real implementation project.

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Customization tools allow you, as an implementation consultant, to implement client requirementswithout the need for SDK programming.

In this unit we will first look at how you can use queries. Queries are the basis for manycustomizations. In addition to using queries to produce ad-hoc reports, you can also combine querieswith user-defined values and user-defined fields, alerts, and approval procedures.

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A query is an ad hoc report that directly reads the required tables from the database and displays themformatted using a structured query language (SQL). In order to run queries you need to have someunderstanding of the SAP Business One tables and fields.

Queries are important because they can be used with other customization tools: user-defined values,alerts, and approval procedures.

SAP Business One provides two different tools to create the necessary SQL statements:

Query Wizard

Query Generator

Both tools offer you the same functions, and allow you to save the queries in SAP Business One.However, the following distinction can be made:

The Query Wizard guides you step-by-step through the process of creating a query. The systemgenerates the SQL statements in the background and keeps them permanently hidden. The user doesnot need to have much SQL expertise.

The Query Generator has a user-friendly one-screen interface for creating a SQL statement. Thesystem displays the SQL commands so that you can edit them directly. Knowledge of SQL is anadvantage. If you have some basic SQL knowledge, you will find the Query Generator much fasterthan the Query Wizard.

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A query, or the underlying SQL statement, contains one or more of the elements listed on the slide.

First, you select the tables that contain the fields you want to display in your query. If you selectseveral tables for a query, you normally need to create relationships between them. For example, youlink the tables for sales orders (ORDR) and the master records of business partners (OCRD) using thebusiness partner code. The Query Wizard and Query Generator tools automatically create these links.

You select the fields from the selected tables that you want to display in the query result. You may addcalculation fields that display the result of an addition, subtraction, multiplication, or division of twofields.

The GROUP BY statement is used in conjunction with an aggregate function (such as SUM) tosummarize the results. You can group by one or more columns. The fields can be grouped by:

Number of data records in the group (total records)

Number of distinct data records in the group (total distinct records)

Total of the field (amount)

Minimum of the field (minimum)

Maximum of the field (maximum)

Average of the field (average)

You can define fixed conditions (for example, business partner type = ‘C’), or specify parameters thatyou can enter when the query runs.

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You can use System Information to easily find the table and field names to use in queries.

The status bar, which extends along the entire lower edge of the SAP Business One Main Window,contains various text fields.

The left side displays status and debug information about any window that is opened. By selectingSystem Information from the View menu, you can view detailed information of any given field whenthe cursor passes over it.

For example, in the Business Partner Master Data window, if you move the mouse over the Code field,the status bar will show the name of the table (OCRD) and the field name from the table (CardCode)

If you open a document that contains rows, such as a Sales Order, and move the mouse over thecolumns in the row, the system information will show, in addition to the table and field name, theColumn and Variable for the field in the active window. This can be useful in queries where you wantto retrieve a specific value of a field in the active window.

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The Query Generator allows you to create an SQL statement in a single step. To use the QueryGenerator, choose Tools Queries Query Generator.

You can enter the required table names in the left column. The system automatically determines therelationship between the selected tables. If you select a user-defined table, you have to add squarebrackets to the name of the user-defined table, for example SELECT * FROM [@<table name>]

After you select a table, the Query Generator shows the fields of the selected table and theirdescriptions. You can select the required fields by double-clicking. If you want to performcomputations, you must manually add these using SQL syntax.

You can add conditions for the selected data records by choosing Conditions and using the rightdisplay frame.

Double-click to select the fields you want the system to use in the WHERE clause and the SORT BYclause.

You can also specify grouping fields for aggregating data; however, you must manually enter the typeof grouping for the selected fields. The syntax for the grouping is as follows:

Total records COUNT(field)

Total distinct records COUNT(DISTINCT field)

Amount SUM(field)

Minimum MIN(field)

Maximum MAX(field)

Average AVG(field)

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After you create the query using one of the two tools, the system executes the query. You canoptionally display the results as a graph.

You can save the query and assign it to a category. The General category is provided in the system,but you can add new categories. To add a new category, from the Save Query window choose ManageCategories.

You can add a new category and assign it to one or more authorization groups. In the generalauthorizations, you can authorize a user to run queries that belong to a certain authorization group.

Queries provided by SAP are located in the System category. Choose Tools Queries SystemQueries <query name> to run a system query.

Queries that you create and save in a category are located as User Queries. Choose Tools QueriesUser Queries <query category> <query name> to run a saved user query.

Once you save and close the query, you can only change it by editing the SQL statement and saving itagain.

To define a print layout to print a query, choose Tools Queries Query Manager, then chooseCreate Report to associate a print layout.Note: print layouts will be covered later in this unit.

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Follow the exercise “Queries” to create basic queries using the Query Generator.

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Alerts in SAP Business One are used to inform certain users when certain events occur in the system.

Choose Administration Alerts Management to define and maintain alerts.

You can distinguish between predefined alerts and user-defined alerts.

Predefined alerts:

SAP Business One contains six predefined alert functions (deviation from budget, deviation fromdiscount (in %), deviation from percentage of gross profit, deviation from commitment, deviationfrom credit limit, and minimum stock deviation). For the predefined alerts, with the exception ofminimum stock deviation, you can decide which documents to check and therefore limit or expandthe scope of the alert.

For some of the predefined alerts, you also have to specify a condition (for example, the discount%), and the documents that the system should check.

User-defined alerts:

User-defined alerts are based on queries. The system triggers an alert when the conditions of a queryhave been met. The query result is then displayed as an alert.

For user-defined alerts, you must specify how often the system should run the query in thebackground. For user-defined alerts, you can also decide whether a new alert should overwrite anold alert or not (select the Save History indicator).

For all alerts, you must specify to whom the system should send the alert, and how this should happen(internally, e-mail, SMS, or fax), and the priority of the alert. In addition, you have to activate the alertfor it to take effect.

Note: to see the predefined alerts, type the wildcard character ‘*’ in the Alerts Management window.

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Follow the exercise “Alerts Management” to set up alerts for Light & Music.

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Alerts inform users of events after they have happened. In contrast, approval processes can blockevents until they are approved by a responsible party.

In SAP Business One, you can set up approval procedures for sales, purchasing, and inventorydocuments.

Approval procedures allow you to model a manual approval procedure electronically with SAPBusiness One.

When you add a document to the system, the system checks the approval procedure conditions and, ifthe conditions are fulfilled, prevents the document from being processed further. The system informsyou that an approval is required and you may enter any additional text for the approver. The systemsaves the document as a draft and informs the potential approvers that a document requires theirapproval.

The document may go through one or more approvals or approval stages before it can be finallyposted. After the approval, the originator receives a message and can finally generate the documentfrom the draft. As an alternative, the approver can directly generate the document from the draft. In thiscase, the originator also receives a message.

Note: Approval procedures use alerts to notify the approvers.

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To model the workflow for approval processes, you first define approval stages.

Each approval stage contains the names of users who need to approve the document. You can specifymultiple names to approve a document at a stage. You can require that one or more of the named usersapprove the document. Specifying a list of multiple approvers for a stage enables the workflow tocontinue even when some of the approvers are away from the office.

Example: In stage one, approval can be granted by both Ms. Smith and Mr. Jones. But an approval isonly required from one of them. In other words, even though you have assigned two users to stageone in the system, the number of required approvals is only one.

Note: all approvers must reject the document for it to return to the originator.

You can have more than one approval stage in the approval process for a document.

Note that the approval process will not move to the next stage until the document has been approved atthe previous stage.

Choose Administration Approval Procedures Approval Stages to define and maintain approvalstages.

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The approval template is where you define the conditions for the approval process:

Which users (originators) are subject to the approval process. You need to select all users by name.If a user is not named in the approval template, there will be no approval triggered.

Which documents are subject to the approval process. For example, for a sales approval process,you can select Sales Quotations, Sales Orders and Delivery documents for the same approvalconditions. Note: you cannot mix sales and purchasing documents with inventory documents(Goods Receipt, Goods Issue and Inventory Transfer) in a template. You need to define two separateapproval templates.

The list of approvers and stages you defined earlier. The system informs the approvers at each stagewith an alert that requests a decision from them (approve or reject).

The terms under which the document is blocked for further processing. You can choose theseoptions:

always trigger the approval procedure when one of the originators creates one of the selecteddocument types.

trigger the approval procedure if one of the predefined terms is met (for example, amount > USD5000, or discount > 10 percent, and so on).

trigger the approval procedure depending on the results of a user-defined query.

Choose Administration Approval Procedures Approval Templates to define and maintainapproval templates. Once you have added an approval template you cannot change or remove theapproval template, only make it inactive. Note: A user who is entered as the originator of a documentin an approval procedure cannot deselect the Active indicator or change the approval template.

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If you select more than one predefined term, the system links all terms using an OR operator, whichmeans that only one term has to be fulfilled to trigger the approval procedure.

You can include predefined terms and user queries in the same template. If you combine a predefinedterm with a user query, the system will trigger an approval process if one of the conditions is satisfied.In other words, the conditions are evaluated using OR logic.

If you need all terms to be fulfilled before the approval triggers, you should use a user-defined query tospecify multiple conditions (in the SQL syntax use AND to link the conditions). In this case, do notselect any of the predefined terms.

If you use a user-defined query in an approval process, the query must start with SELECT DISTINCT‘TRUE’. Such a query results in a TRUE statement if the conditions of the query are fulfilled. TheTRUE statement then triggers the approval procedure.

Note: In a user-defined query, you can only refer to fields in header tables (for example, OINV,ORDR) and not fields in row tables (for example, INV1, RDR1). Therefore you can only use headerfields, not row fields, in the query.

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A query displays only records that were already added to the system in the past. When you use a queryin an approval procedure the query needs to retrieve data out of the current window, for example, aninvoice before it was added to the system.

To retrieve data from the active window, you need to create the query in a certain way. There are twopossible syntaxes:

Using the syntax $[Table name.Field name] to refer to fields in an entry screen. The table name isthe name of the database table for the entry screen, for example, OINV for the A/R invoice entryscreen.

Using the syntax $[$Field Index.Field Column.Number/Currency/Date/0] to refer to a field in theactive window. The system uniquely identifies each field of a document using an Item number(index) and a Column number. This syntax is recommended for use in alerts and approvalprocedures, since the query applies to all document entry screens that share the same structure. If thefield is a row field, specifiy both Field index and Column. If the field is a header field, set theColumn to 0 (for example, $[$29.0.0].When retrieving from the active window, the result is always a string. Therefore if a calculation orcomparison is used it must be converted into a string in the syntax:

- Number: retrieves the numeric value out of a field, for example, $[$24.0.number]

- Currency: retrieves the currency symbol out of a system field

- Date: retrieves the string as a date field that can be used for calculations

- 0: retrieves the string on the screen as plain string

Tip: Use View System Information to see the field’s item number and column number in the statusbar at the bottom of the screen.

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SAP Business One features two reports for approval procedures:

Approval Status Report: Shows all documents (from the view of the originator) that have triggeredan approval procedure as well as their status. The originator can cancel the approval process byhighlighting the document that he or she created, and choosing Data Cancel. This can bereversed by Data Restore.

Approval Decision Report: Shows documents (from the view of the approver) that are pendingapproval. From here the approver can directly approve or reject a document or even a number ofdocuments at the same time (sweeping update).

Choose Administration Approval Procedures Approval Status Report to run the approval statusreport.

Choose Administration Approval Procedures Approval Decision Report to run the approvaldecision report.

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Follow the exercise “Approval Procedures” to set up approval processes for Light & Music.

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User-Defined Values are a mechanism to automate entering data into form fields. The user-definedvalues can be a either list of valid values for the user to choose from, or a query that populates the fieldvalue. Either of these techniques helps to ensure that the user enters valid data.

Authorized users can add user-defined values to any form field, in existing record as well as newrecords. The general authorization Customization Tools User-Defined Values – Setup is required.

To add a user-defined value to a field, select the field and press Alt+Shift+F2. A window opens thatallows you to select an option:

Without search in user-defined values:use this option to remove user-defined values from a field

Search in existing user-defined values:allows you to create a fixed list of values that the user can select from. For example, in a sales orderyou want to enter how the customer heard about your company. You can have a list that includesWeb site, email, trade publication, etc.

Search in existing user-defined values according to saved query:allows you to add a query that can automatically populate the field, for example, using a calculation,or picking up a value from another table or field.

Note: when you add a user-defined value to a field in a marketing document, it applies to everyinstance of that document.

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Search in Existing User-Defined Values is the simplest type of user-defined values.

For any field (regardless of whether it is a standard field or a user-defined field), you can define a listof values. When the user selects the field and chooses Shift+F2, the list is shown and the user canselect from it. For example, on a sales order you might want to record how the customer heard aboutyour company. You can add the list of values to any existing, unused field in the sales order, forexample, the Remarks field.

Another example might be if you have standard blocks of text that you want to record in the Remarksfield in a document. You add user-defined values to the Remarks field in a document and define a listof standard text blocks. The user can then choose the appropriate text from the list, instead of having totype the remarks each time.

After you add the user-defined values to a field, a magnifying glass icon will appear in the field. If youdo not see this, you can toggle this by choosing View Pickers Display User-Defined Values. Themagnifying glass will show for every field that has user-defined values.

You can change and maintain the list of values at any time by choosing Shift+Alt+F2. Here you canalso remove user-defined values from a field, by choosing “Without Search in User-Defined Values”

Note: To use this type of user-defined values, the user must always press Shift+F2 in the field.

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You can base user-defined values on a query instead of a fixed list of values. This is much morepowerful, since it allows the field to be populated based on a parameter that the user enters, ordepending on the value of another field in the same document or elsewhere in the database.

The example shown in the slide prompts the user to enter a parameter for the query. When the query isrun, the list of items is filtered by the parameter entered by the user.

To add a query to user-defined values:

1. Create a query and save it.

2. Add user-defined values to a field and select the option Search in Existing User-Defined Valuesaccording to Saved Query.

3. The user presses Shift+F2 in the field to run the query and the results of the query populate the field.

Tip: Always test the query independently before you add it as user-defined values. Be aware of themaximum size of the field you are using for the user-defined value and make sure than the query resultdoes not exceed this size.

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If the query needs to retrieve data from the current active window, you need to use the special syntaxfor referring to fields:

$[Table Name.Field Name]

If you want to use the same query syntax across multiple documents with the same structure, use thesyntax below:

$[$Field item.Field column.NUMBER

$[$Field item.Field column.CURRENCY

$[$Field item.Field column.DATE

$[$Field item.Field column.0 (Note: this is the syntax most commonly used)

Tip: Use View System Information to see the field’s item number and column number in the statusbar at the bottom of the screen.

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You can choose the option to automatically run the query, without the user having to press Shift+F2 inthe field. To activate this, choose Auto Refresh When Field Changes.

You can then select a dependent field data that causes the query to run when the dependent fieldchanges in value.

User-defined values added to a header field in a document can be refreshed based on other headerfields only. This includes all fields in the document that are not in the row table. In the slideexample, the query “Add reference number” will enter the customer or vendor reference numberfrom the master data into an invoice. The query will run when the Customer/Vendor Code changes(that is, when the user opens an invoice and selects the business partner from the list).

User-defined fields added to the row of a document can be refreshed based on other header or rowfields.

You can choose a further option to limit the number of times the query is run:

Refresh Regularly: the query runs every time the dependent field changes (using Find mode,browsing using the last/next record icons, or the orange drill-down arrow). This option can result inthe field value changing when the document is re-opened and could cause performance problems.

Display Saved User-Defined Values: retains the value calculated or fetched by the query when it isfirst run. Note: this option is recommended since it maintains the initial value of the field.

These options apply as well to user-defined values that you add to user-defined fields. This will becovered later in this unit.

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Follow the exercise “User-Defined Values” to add user-defined values.

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SAP Business One allows authorized users to add new fields to the business objects in the system. Youcan add fields to master data, to marketing documents, and to other forms such as the pick list, profitcenters, and journal entries. Examples: additional classification of customers and vendors, direct accessto the Internet using defined customer or vendor URLs, addition of company logo or route descriptionsto the customer, and display of item pictures.

Choose Tools Customization Tools User-Defined Fields Management to create user-definedfields. User-defined fields can be added at the header (title) level or the row level of a document:

At the header level: The system displays the user-defined fields in an additional window positionedby default to the right of the existing window. You can move the position. To make this windowvisible, choose View User-Defined Fields. The user-defined fields at the header level can beorganized into categories for display. This is especially useful if you use a large number of user-defined fields. When you add a user-defined field to marketing documents it is automatically addedto all Sales and Purchasing documents. Since some of the new fields may not be relevant for alldocuments, you can sort and display the required fields by category. To define categories, open adocument with a user-defined field and choose Tools Customization Tools Settings then openthe Category dropdown list and choose Define New to create the category.

At the row level: The system adds this field as an additional column to the table. The field is visibleand active by default. You can make the user-defined field invisible or inactive by using the standarddocument settings under Tools Form Settings…

The user-defined field functions as a normal field and can be used in queries and reports. You canimport data into user-defined fields using the Data Transfer Workbench.

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When you add a user-defined field, the system assigns the prefix U_ to the user-defined field in thedatabase. This makes is easy to locate these fields in reporting tools where the database field names areused.User-defined fields have a certain Type and optionally a Structure that is dependent on the Type. Thestructure influences the length and format of the field:

Fields of type Alphanumeric allow you to have different structures. For example, the Text structurecan accommodate 2 GB of text in header fields and 255 KB of text in row fields. The Regularstructure can accommodate up to 254 characters.Fields with the Date structure are displayed in exactly the same way as all the other date fields in thesystem and also allow the same entries.Fields of type General allow you to attach files, hyperlinks, or images. You can open hyperlinks bydouble-clicking them. Images are stored in the picture folder or the attachments directory that youentered in the General Settings.

Note: You cannot change the field type later.If you have defined your field as alphanumeric or numeric, you can define a list of valid values forthat field. You can enter a list of valid values directly in the definition of the user-defined field. Thislist is then available for the field as a dropdown list.You can set a default value for the user-defined field.You can make the user-defined field mandatory. If you do this, you need to supply a default value.Refer to the how-to guide for user-defined fields and tables for more information.Note: User-defined fields follow the display settings defined in the General Settings, for example,decimal places.

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As well as adding a fixed list of values to a user-defined field, you can also add user-defined valueswith a query to enter data into a user-defined field automatically.

Example: You have included a user-defined Account balance field in the Invoice document. You wantthe system to fill this field automatically with the account balance of the business partner. For this, youdefine a query that selects the account balance of the business partner. You then define this query asuser-defined values for the Account balance field. To make sure the system displays the correctbalance, you define it so that it updates the contents automatically if you change the Customer field.

Since you want to always see the latest account balance whenever you open the document, you wantthe query to refresh regularly.

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SAP Business One lets you create your own database tables (user-defined tables). For example to:

Manage sets of related custom data, for example, a fleet of cars or a list of available meals.

Maintain valid values for a user-defined field located in either a system table or a user-defined table.

User-defined tables become part of the company database. They are identified by the @ prefix.

To build new tables, choose Tools Customization Tools User-Defined Tables Setup…. Entera table name and description. The Object Type field sets the table type as a master data or a document.

To add fields to the user-defined table, choose Tools User-Defined Windows and select the tablename. Note that this menu option only appears after you add a user-defined table.

As a default, user-defined tables are created with two fields: Code (the key, which must be unique),and Name (description).

Instead of adding a fixed list of values or user-defined values to a user-defined field, you can link auser-defined table to the field. You can link the same user-defined table to multiple user-definedfields. Note: you can only link a user-defined table to user-defined fields defined as alphanumeric orregular. Open the setup for the user-defined field in the User-Defined Fields - Management windowand select Set Linked Table. Note: this checkbox only shows after you have created a user-definedtable. For more information, see the how to guide “How to Create User-Defined Fields and Tables.”

Tip: when you create a new company you have the option to copy user-defined fields and tables to thenew company.

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Follow the exercise “User-Defined Fields and Tables” to create new fields and tables for Light &Music.

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Print layouts are templates that define how a document will look when it is printed.

In addition, reports in SAP Business One also have a predefined print layout. However, ad hoc queriesdo not.

When you implement SAP Business One, you can use the predefined layouts as templates to createclient-specific printed documents. This is typically done for external documents, but you can alsocustomize the layouts for internally used documents such as pick lists and Bills of Materials.

You can also create new layouts for customized reports that you develop.

Although you can have multiple print layouts for a document, you must set one layout as the defaultfor each document.

When you print preview, or print a document, the layout you see is specified in the print layout.

Note: If you print or preview a document before you add it to the system, the system automaticallyadds the Draft watermark to the printout.

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From an open document or report, you can choose the Print Layout Designer icon to see a list of allprint layouts stored in the system.

The default layout is highlighted in bold.

Authorized users can select a different layout as default. To be authorized, you need Full Authorizationto General Change Default Report in the General Authorization’s window.

A new template can be set as default for:

All users

Current user

Specific users that you select from the list of users

Documents for a business partners for which a default template has not yet been assigned

Documents for business partners – this opens the BP Properties selection criteria so you can SelectAll BPs, choose a range, or choose business partners based on their groups or properties.

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In release 8.8 and on, print layouts can be created in Print Layout Designer (PLD) or in CrystalReports. Use the Report and Layout Management window to manage all print layouts. ChooseAdministration Setup General Report and Layout Management.

From this window, you can import and export layouts developed in Crystal Reports between SAPBusiness One and Crystal Reports, or between SAP Business One systems (you cannot import orexport PLD layouts). When you export a layout from SAP Business One, it is exported as a package(*.b1p) and can only be imported into another SAP Business One system.

In addition, you can select a layout and edit it. If the layout is in PLD format, the Print LayoutDesigner tool will open for you. If the layout is in Crystal Reports format, Crystal Reports designerwill open if you have it installed.

You can also access the Report and Layout Management window by opening a document, andchoosing the Print Layout Designer icon from the top menu, and then selecting a template. The Reportand Layout Management window opens, and from here you can edit the layout.

Using Crystal Reports, you can create a master layout for sales and purchasing documents that can beapplied to various other sales and purchasing document types. For example, a master layout that iscreated for a sales invoice can be applied to sales quotations or deliveries.

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The integration features between SAP Business One and Crystal Reports enable you to quicklydevelop and edit print layouts.

A print layout is basically a Crystal Report (*.rpt) that includes a special field called ObjectID. Thisfield identifies the document source for the layout.

In Crystal Reports, the SAP Business One tables are shown to match the application menu structure,and tables are automatically linked.

To use the integration features, you need to select SAP Business One as the data source in CrystalReports. To do this, choose the Database Expert and, under Create New Connection, choose SAPBusiness One. Once you have established the connection, whenever you open a print layout in Crystal,the tables from SAP Business One will display.

The integration between Crystal Reports and SAP Business One allows you to work in two ways:

You can work exclusively in Crystal Reports. You switch between the Design mode, where you editthe layout, and the Preview mode, where you can Preview the printed document. To work in thisway, you need to enter two pieces of information to Crystal Reports: the document number that youopened in SAP Business One, and the ObjectID of the document.

You can work in Design mode in Crystal Reports, and switch back to SAP Business One to Previewthe printed document

In SAP Business One you can also preview a marketing document using a different print layout (notthe default layout). This is useful when you are editing print layouts during the implementation.Choose File Preview Layouts...

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The report explorer displays the areas in the layout, as well as the fields in each area

The database expert allows you to add additional tables to the layout

The field explorer displays fields for the selected tables, and you can drag them into the layout. Fieldsthat are used in the layout are marked with a checkmark. Formulas allow you to show fields based onconditions. You can add formulas, and parameters, and group and running totals.

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The generic Crystal Reports print layouts include sections for:

Page Header: This information is printed at the top of every page. You can add additional pageheaders (b, c, etc.) for information to be printed on the first page only

Group header: If the layout is grouped, you will see Group headers and Group Footers. You canuse the group header for item row headings.

Details: This contains the main body, such as the items.

Group Footer: Contains footer information for a group

Report Footer: This information is printed once, at the end of the report. It contains totals andoptionally sub-reports. In the Sales Quotation layout, there is a sub-report for the tax boxes and asub-report for the subtotal and grand total.

Page Footer: This information is printed at the bottom of each page. It is used for page numbers andother company information.

The ObjectId is unique for each marketing document, for example, Sales Quotation is 23, A/R Invoiceis 13. To find the ObjectID for a document, run a SQL query on the document’s table. You will need toknow the ObjectID when you Print Preview a layout in Crystal Reports.

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Complete the exercise “Changing Print Layouts”.

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Choose Tools Queries Query Wizard to start the Query Wizard.

The Query Wizard guides you through the process of creating a query:

The system allows you to select one or more tables on which you want to base your query. Thetables that are linked to the selected tables are displayed in the lower section of the screen. You canadd these to your selection by double-clicking.

You then select the fields that you want to use in your query. Press Tab to see all the fields for thetable you have selected, and choose one or more fields.You can also change the column headers and include calculation fields that add, subtract, divide, ormultiply two fields with each other.Using the Sort Order field determined how the query results are sorted.You can also group the data records, if desired.

You then define the conditions for selecting a data record. You can also use variables that must beentered as [%0], [%1], and so on.The system automatically determines the relations between the selected tables. You can change theseconditions if required.

Finally, the system displays the SQL statement that is automatically generated. To execute thestatement, choose Finish.

If you are satisfied with the query, you can save it in SAP Business One.

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The goal of this phase is go-live. Therefore most of the activities in this phase focus on the tasks thatmust be done in order to move the customer into production.

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Once system testing is complete, your focus now turns towards making sure that the client users andthe client system are prepared for the switch to production.

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The purpose of this phase is to bring the new SAP Business One system to the point where the clientcan switch it into production (Go-Live).

The main tasks for the implementation consultant in the early part of this phase are:

to make sure all issues raised and documented during system testing are resolved and if necessaryconfigured in the production system

to deliver training to the end users and system administrator. Note: this might be the first time thatthe end users are involved with SAP Business One.

to install the SAP Business One client on the end user workstations

The final activities in this phase are performed in the hours before go-live, and focus on making surethat all last minute transactions and current balances from the legacy system are entered or migratedcorrectly into SAP Business One.

The suggested elapsed time for this phase is 42 hours. Most of this time is spent training users andmigrating or entering last minute data.

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The milestones for this phase are:

User and administrator training delivered.

System confirmed for go-live. About one week before the projected go-live, you and the clientshould run through a checklist to make sure everything needed for go-live has been done or is inprogress. The final decision to go live will be made together with the client project manager. Theclient IT administrator should be available since many of the decisions are about technicalprocedures such as backup and disaster recovery. All remaining critical open issues must be resolvedbefore go-live.

Completion of cut-over activities, which include copying or importing final legacy balances

Phase sign-off. Note that this is not the project sign-off. There is one more phase in the AIPmethodology, in which you closely monitor the new system in production.

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The best time to deliver the training to the end users is just before you start the cut over activities,since you may get very busy once cut over has started. Depending on the contract with the customer,the training might be delivered by you or by the client leads. If the client leads deliver the training youshould assist them in creating it. It is important that you provide a test system (sandbox) for the enduser training. This can be a copy of the production database. This allows the users to feel comfortablewith the system, while using master data that they are familiar with.

End user training should be tailored to the role of each user. To determine the training needed for eachrole, you should map each user to the set of SAP Business One menus that they will use in their dailywork. The easiest way to do this is to create a spreadsheet with all menus and interview the clientleads. They should provide the information on behalf of the end users. It makes sense to gather thisinformation in phase 2, as part of the business requirements gathering workshops. Doing this earlygives you plenty of time to develop the training materials.

Note:Some end user roles may change with the introduction of SAP Business One. Therefore you may needto address change management issues.

Continued on next page

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You can deliver the training to several users in a conference room or classroom, or you can mentor auser individually using a less formal approach.Tip: Provide the end users with the test plans used in Phase 3 so they can practice the tasks in the testsystem. The training should cover these areas:

Basic navigation

Adding and editing documents

Document trail (Copy To and Copy From)

Adding and editing master data (item and business partners)

Customer portal (for documentation and support)

Specific training by role:SalesPurchasingInventoryProductionServiceAccounting and Controlling

Tip: Use and edit the slides for the TB1000 and TB1100 training courses.

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The best time to train the IT administrator is during the course of the project when you work onadministrative and configuration tasks.

Note: if the administrator has prior experience with administering software servers, many of thesetasks can be learned “on the job” by working along side the implementation consultant. Therefore youshould encourage the IT administrators to work closely with you at all stages, especially when youinstall and configure the SAP Business One software in phases 1 and 3.

There is a sample training plan that you can reference in the AIP materials for this phase.

Make sure that the IT administrator is trained in these areas:

Database backup and restore

Network connectivity to the SAP Business One Server

Printing (Print Preferences and User Defaults)

The SAP Business One customer portal and

Administering users

User authorizations

License Administration

Password security and administration

Approval Procedures and how to change approval templates and stages

Alerts Management and how to change alerts

Continued on next page

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You should also demonstrate the customer portal to the administrators. Under the User DataMaintenance link is a detailed description of IT Administrator tasks.

If there are employees who will be super users, but who are not IT administrators, they may also needtraining in user and authorization management, and license administration.

Note: The IT Administrator should also attend the end-user training.

In addition to the training, provide the IT Administrator with the following SAP Business Onedocumentation:

Administrator’s Guide

License Guide (from the install CD)

Applicable How-To Guides

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During the final week several crucial tasks must be performed before the cut over to SAP BusinessOne.

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The period immediately before go-live is called cutover. At go-live, financial information and opentransactions in the SAP Business One system must match the legacy system information.

There is often a period of time between the initial data migration of master data, which is done in AIPphase 3, and the start of cutover in AIP phase 4. This time period could be one or two weeks, or longerif the go-live is to take place at quarter-end or year-end. Since new master data may have been addedto the legacy system, this new master data must be imported during the cutover period.

There is more than one way to manage the cutover phase. One method is to input new transactions intoboth systems in parallel. This is advantageous because it validates that the new system is working. Ifthis method is not used, all new transactions must be logged so they can be imported or created in thenew system after the old system is shut down.

At some point the legacy system must be frozen. The client should try to close as many open existingtransactions as possible, so there will be less open transactions to migrate.

The best time to go live is at the start of a new financial year. This allows the closing of a the previousfiscal year in the legacy system. If this is not possible, the client should try to go live at the start of aperiod.

The cutover period should be as short as possible to avoid the need for duplicate data entry. For thisreason, you should plan the cutover carefully.

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At go-live, you need to make sure the business partner balances in SAP Business One match the legacysystem. The client should run an aging report on the legacy system, as well as a list of opentransactions.There are several methods of transferring business partner balances, and the method you use maydepend on the client business, how many open transactions they have, and if they need to migrateclosed transactions (history).Basically, you need to transfer the open documents (orders, invoices, credit notes, etc.) for eachindividual business partner. When you do this, the A/R and A/P control account balances should becorrect. In order to support aging in the new system, you should transfer each open document with therelevant due date. Options include:

Using the Data Transfer Workbench to import open transactions for each business partner (sales andpurchase orders, invoices, etc.). We recommend you import open invoices as service typedocuments. To avoid a duplicate posting to the revenue account, use an opening balance account asthe offsetting account. Enter a manual number for the invoice, not the number from the legacysystem. Note: you should set up a document numbering series for the set of manual invoicenumbers. Make sure the first real document numbering for invoices is higher than this series.Posting manual journal entries to each business partner. In order to support aging in the new system,use a separate journal entry row and the due date for each invoice. Use an opening balance accountas the offsetting account. Note: journal entries can be entered manually or using the Data transferWorkbench.

Tip: if using journal entries, use the reference 1 and reference 2 fields to store legacy information, suchas old customer and vendor codes or document numbers, or reconciliation numbers for reconciledtransactions.After you have imported or entered the open transactions for each business partner, the A/R and A/Pcontrol accounts should match to the legacy system. If there are discrepancies, you need to investigateand make any corrections in SAP Business One using manual journal entries.

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After the legacy system has been frozen the client should conduct a physical inventory or stock count.You need the quantity and a value for each item so you can transfer the item quantities and costs toSAP Business One. Note: some clients may be reluctant to conduct the stocktaking, since they arebusy working on other aspects of the data migration. However, this information is crucial.

The easiest way to import inventory counts is to import goods receipts documents using the DataTransfer Workbench. This is the inventory transaction goods receipt and is not related to a purchaseorder or business partner. Use an opening balance account as the offsetting account so there is no affecton other general ledger accounts. Enter the item quantity from the stocktaking.

To enter the item cost you need to consider the client’s existing valuation system. The item cost maybe the client’s purchase price. If moving average is used to manage the legacy stock value, use the lastaverage purchase price from the legacy system. If the standard method is used, use the client’spurchase price. If FIFO is used, you should enter multiple document lines (rows) for an item in thegoods receipt template, or import multiple goods receipts. Each row or separate goods receipt will havea different cost to match to the legacy system cost. Note: the client’s valuation may be inaccurate,since there is often no perpetual inventory.

The easiest way to import batch and serial number information is using the goods receipt documents.

Note: You can enter the costs for items valued with standard cost when you initially import themaster data.

After you have imported or entered the inventory counts and costs, you should run the inventoryreports and match to the legacy system. You may have to create manual journal entries to correct anydifferences, especially if moving average is the management method.

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At go-live, G/L account balances in the new system should match to the legacy system.

Note: Do not transfer A/R and A/P control account balances if you have already imported businesspartner balances. And do not transfer inventory account balances if you have already imported itemquantities.

After the legacy system freeze, the client should run the trial balance report. If you need to transferP&L balances, the client should run the P&L report for each period since the start of the financial year.This will allow you to enter the balances for each period. Note: If your client goes live at the start of anew fiscal year, then only balances from the trial balance will be carried forward, not balances for P&Laccounts.

You can import the trial balance report balances as manual journal entries or using the Data TransferWorkbench journal entry template. Use an opening balance account as the offsetting account.

Tip: before you import house bank balances, the client should first reconcile the accounts. Then youshould enter separate journal entries for cleared (reconciled) and uncleared (unreconciled) balances.This will make it easier to reconcile these accounts in SAP Business One.

The trial balance report and the P&L report in SAP Business One system should match the legacysystem. Work closely with the client accountant to make any necessary adjustments if the two reportsdo not match.

Note: After you have balanced the report you may need to make adjustments to the house bankbalances for transactions occurring after the cut-off date.

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As an alternative to importing the beginning balances using DTW, you can use the Opening Balancestransactions in SAP Business One. The transactions are located under the following menu paths:

G/L accounts: Administration System Initialization Opening Balances G/L AccountsOpening BalanceBusiness partners: Administration System Initialization Opening Balances BusinessPartners Opening BalanceStock accounts: Inventory Inventory Transactions Initial Quantities, Inventory Tracking,Inventory Posting and choose the Initial Quantity tab.

These transactions are suitable when the client needs only the opening balance but not the individualline items.For business partner balances, enter the balance for an open invoice and use an opening balanceaccount as an offsetting account. You can run the transaction multiple times to record separate invoicesfor a business partner. The system posts a journal entry to the business partner account. When theclient subsequently processes a payment, they will match it to the journal entry. This will be reconciledwith the payment.For G/L accounts, enter the balance of each account and use an opening balance account as theoffsetting account. If the fiscal year does not start at the beginning of a financial year, you can changethe date in the entry screen of the opening balances. If you are starting in the middle of the financialyear and want to see beginning balances from the start of the year in SAP Business One, you mustenter the opening balances as of the start of the year, and then only enter the delta balances forsuccessive periods. You only need to enter profit and loss accounts if data is transferred during thefiscal year.For stock quantities, enter the quantity and price on the Initial Quantity tab. Use an opening balanceaccount so that the stock G/L account is not updated twice. Note: You cannot enter the item serialnumbers if you use this transaction. You also need to enter the quantities one warehouse at a time.

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Follow the exercise “Opening Balances”.

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7-1

7-2

Now that the client system is in production, you move into a supportive role with the client. Your toppriority is to resolve any immediate production issues with the new system.

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After you have transferred the opening balances, what criteria would you use to decide when to handover the system to the client?

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The implementation consultant has two major focuses in this phase:

To provide on-site support during the initial period after go-live. AIP recommends that you spendthe first 20 hours onsite at the customer. You are responsible for the system until all post go-liveissues have been resolved.

Handing over support and system administration to the client team. When all post go-live issues areresolved, you activate support in the channel partner portal under System Data Maintenance.

The project team should review all milestones and formerly close the project. The client signs off onthe project.

The project manager might plan a “Review and Optimization Conference” four to six weeks afterthe project closing meeting.

This is a good point to remember the Service Level Agreement (SLA) that the customer signs inphase 1 of the AIP. This states the operational responsibilities of the customer.

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7-7

Customers must pay maintenance in order to get support, software upgrades, and patches. Maintenanceincludes upgrades to new releases. Since SAP patches may include legal enhancements, you shouldensure your customer is on maintenance.

The customer purchases maintenance from the partner when the initial contract is signed for theimplementation. The customer does not purchase maintenance directly from SAP, and the customerdoes not receive support directly from SAP.

Support level 1 and 2 is provided by the partner, and SAP only gets involved at level 3 when there is asoftware defect. A portion of the maintenance that customers pay goes to you as a partner for level 1and 2 support. The customer must be current on maintenance in order to receive Level 3 support fromSAP.

It is essential that you have a clear understanding of what you must do at support level 1 and 2:

Level 1 and 2: When the customer reports a problem to you, you are required to perform initialtroubleshooting. This includes searching existing information sources, including SAP notes, todetermine if there is an available solution. If you cannot find a documented solution, you shouldreproduce the problem on your own system, using the demo database and the latest patch level.Verify that the problem is within SAP Business One. If possible, provide a workaround to thecustomer.

Level 3: Only if you are sure the problem is in SAP business One, and is reproducible, should youcreate a message to SAP. You need to provide as much information as possible, including screenshots, and events leading up to the problem. SAP will validate the accuracy and completeness of themessage, analyze, and reproduce the incident, and if necessary, with your help will access thecustomer system or request the customer database. SAP will provide a fix or workaround, andcreate an SAP Note.

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New partner companies are required to set up a support organization with an experienced, fully staffedsupport desk. You should also set up environments so you can quickly replicate customer problemsusing the localizations or versions in use at your customer sites. You should also offer a support hotlineto your customers.

Note: many partners use SAP Business One, especially the service and support modules, to supporttheir customers!

You need to provide your customer with the s-user so they can access the customer portal.

Customers can create support messages from either the SAP Business One application using the menuHelp Support Desk, or from the support area on the customer portal. Customers can additionallysearch the SAP Notes database to solve problems on their own. If the customer creates a supportmessage, it will be automatically forwarded to you for Level 1 and 2 support. It does not go to SAP. Ifthe customer reports the problem directly to you by phone, you will create the support message if yourequire Level 3 support.

You receive customer messages in your partner queue in the support area of the channel partner portal.If you find a solution, you should add this to the message and return the message to the customer.

Customers can track messages in the customer portal. Additionally the customer can be notified byemail when you send them a new message.

If you need to create a support message to SAP for one of your customers, you should select thecustomer as the requestor. This ensures that any answer goes to the customer’s inbox (and not yourinbox). Note: when the SAP Business One software order was placed with SAP, the partner–customerrelationship was created. Thus, when you create a support message, you can select your customer’sinstallation.

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Write down the support steps for this problem:

1. _______________________________________________________________________________

2. _______________________________________________________________________________

3. _______________________________________________________________________________

4. _______________________________________________________________________________

5. _______________________________________________________________________________

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SAP Notes are solutions for known problems. Whenever a new problem occurs and is subsequentlysolved by SAP, SAP creates an SAP Note describing the problem and the solution. You can search thisknowledge database using powerful search tools.

You can search by keywords, by application area (for SAP Business One, use SBO*), by softwarerelease, or any combination of these. Note 192194 provides an example for an SAP Note search.

Tips and Tricks:

Consider AND/OR combinations

Search for the topic area, for example, SBO-GUI for GUI problems

Set the language to English

Use placeholders (*)

We suggest you check the Support area of the channel partner portal at regular intervals.

A selection of SAP notes is published as SAP Hot News and you can subscribe to receive them onyour partner portal homepage or in a personalized newsletter. SAP Hot News are very high prioritySAP customer notes. These notes tell you how to resolve or avoid problems that can cause the SAPsystem to shut down or lose data.

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Start from the partner self-help application or use the pathhttp://service.sap.com/sap/bc/bsp/spn/smb_searchnotes/smb_index.htm

Enter keywords that describe the problem with the Pick list that you just discussed.

What is the number of the SAP Note?

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Write down the steps to troubleshoot this problem:

1. _______________________________________________________________________________

2. _______________________________________________________________________________

3. _______________________________________________________________________________

4. _______________________________________________________________________________

5. _______________________________________________________________________________

7-14

When you create a support message to SAP, the priority of a message reflects the impact that theproblem has on the customer’s business.Very High - You should only assign the Very High priority if the problem has very seriousconsequences for normal business transactions and urgent work cannot be performed. A very highpriority message requires immediate processing because the malfunction can cause serious losses to thecustomer. This is generally caused by the following circumstances:

Absolute loss of a systemMalfunctions of core SAP system functions in the production systemDelays to the planned production startup or upgrade within the next 3 workdays

Note: This priority is only justified for a production system. You must provide a phone number so thatSAP support can contact you.High - You should only assign the High priority if normal business transactions are seriously affectedand necessary tasks that are required immediately by the customer cannot be performed. A highpriority message requires immediate processing because the malfunction can seriously disrupt thecustomer’s entire production business flow.Medium - If a business process is affected, you should assign the Medium priority. This means thatnecessary activities cannot be carried out. This includes a function that is temporarily unavailable ordoes not work properly. Instructor guide, for example, the SAP Business One client crashed andproduced a dump file when the user tried to print invoices.Low - If business is not affected, you should assign the Low priority. This includes a function that istemporarily unavailable or does not work properly, which is not required for the daily business process.Tip: SAP Note 795206 contains a full definition of the priorities, and instructions for proceeding witha very high message priority.

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What priority would you assign?

What should you do to isolate the problem to SAP Business One, and therefore fulfill your Level 1 andLevel 2 support obligations?

1. _______________________________________________________________________________

2. _______________________________________________________________________________

3. _______________________________________________________________________________

4. _______________________________________________________________________________

5. _______________________________________________________________________________

7-16

As part of the maintenance revenue that you receive from a customer, you have the responsibility tosupport your customer. SAP is only responsible for supporting problems that are directly caused by theSAP Business One software. Therefore you have to make sure that you perform all necessary steps inthe support process:

Search all available SAP resources to see if known solutions to the customer problem have beenclearly documented by SAP. This includes SAP Notes, SAP documentation, the channel partnerportal pages, the SAP forums and Expert Empowerment Sessions. It is your responsibility to enterthe correct mix of keywords to find out if there is a known solution. If there is an error code youshould put that in the keyword search. Note: in release 8.8 many of the error messages you see at thebottom of the screen have a link to the online help. If the issue is known and is resolved in a patch, itis your responsibility to upgrade the customer.

Reproduce the problem at your own site using the demo database or a copy of the customerdatabase. If you can reproduce the problem, test it again using the latest patch and release level.Even if you can reproduce the problem, it might be caused by something in the client environmentthat is outside of SAP Business One.

Determine if the problem is caused by SAP Business One. You may need to check log files in SAPBusiness One.

If you can reproduce the problem at the latest patch and release level, and have isolated it to SAPBusiness One, then create a support message to SAP.

You must assign the appropriate priority and include a business impact.

Provide enough detail for SAP to process the problem. Include a clear description of the problem, withthe exact error message, screenshots, and the steps you have taken at level 1 and 2. You should createmessages in English.

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The following support services are offered to partners by SAP Business One Support:

Telephone Support Services

- Hotline: This can be used to contact SAP Support in case you need to follow up or request anupdate on a previously-submitted message. Note: You need to log a support message before youcall the hotline. You shoud have the message number available for the call. The hotline number ispublished on the contacts page per country.

- SAP Business One Duty Manager: Contact the duty manager only when you have created amessage with priority very high. This service can be used in critical situations in which the corebusiness processes are affected.

Internet Support Services

- Message Handling: To report a problem to SAP for level 3 support, use the message wizard.

- Notes database: Search for known solutions to help you in the problem solving process.

- Remote Support: If SAP support needs to verify the issue in the customer's database, a Webexmeeting will be requested. The customer's environment must be authorised to download andinstall the Webex runtime files. You should also use tools such as Webex to support yourcustomers.

The SAP support hours are 9.00 am to 18.00 pm local time.

Outside business hours, support is provided only for very high priority messages that are submitted inEnglish.

7-18

Write down the steps you would do:

1. _______________________________________________________________________________

2. _______________________________________________________________________________

3. _______________________________________________________________________________

4. _______________________________________________________________________________

5. _______________________________________________________________________________

7-19

Use the following guidelines when completing a support message:

Handle only one problem per message

Log the message in the customer’s name and specify the customer and system in which the erroroccurs

Specify the name and telephone number of your contact person

Specify the component as closely as possible (SBO-*)

Select a suitable priority according to SAP Note 67739

Specify the business impact

Write in English

Use meaningful, short text. Example:

Poor message description: "You cannot download anything to Excel."

Good message description: "Excel does not start when I click Export to Excel."

Describe the problem in detail

Frequency and time of occurrence

Procedure for reproducing the problem, including necessary data

Particular conditions (for example, upgrade)

Provide logon data for remote login

Document your own error analysis and SAP Notes search

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Before you activate customer support in the portal, you should also install and configure the remotesupport platform for SAP Business One (RSP).

Remote support platform is an automated tool that runs on the customer’s server. The tool allows end-to-end support between SAP and its customer base. As a proactive tool, remote support platform mayhelp identify system bottlenecks and prevent system issues. RSP can be configured to send results toSAP, to the customer, and to the partner.

The tool also enables SAP Support to query remote databases and prevent occurrence of known issues.

Note: RSP is independent of SAP Business One releases and is available for various releases of SAPBusiness One. However you can install RSP during the SAP Business One software installation.

RSP can proactively monitor the health status and integrity of customer databases and send the resultsto SAP support. SAP can then notify partners and administrators about known issues. RSP also allowsan automatic correction of databases via the execution of corrective tasks (this feature is available as ofRSP 2.1 SP01).

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Remote support platform for SAP Business One comprises the following components, whichcommunicate through the exchange of data, tasks, and task status information:

Backend: Backend system at SAP for delivering services to the end user installation

Agent: RSP Agent, which is installed on the SAP Business One server and allows task execution, taskscheduling, and distribution of results. The Agent operates as a Windows service and communicates toSAP support.

RSP Client which is a graphical inteface for managing the RSP Agent. The RSP Client can connect tomany different RSP Agents using a VPN connection over internet. The customer has the option toadminister RSP from this console. One of the key features is a highly configurable notification andalerting system for notification of partners and customers according to a pre-defined distribution list.

Task: An automated support or maintenance action that can be executed either automatically,according to a configured schedule, or manually upon user request. Three types of tasks are distributed:

Health Chceks – checking consistency of the database

Corrective Tasks – self-healing scripts for correcting affected databases

DB Maintanance Tasks – e.g. Db backup, restore, shrink

For help with RSP, contact your Local Product Expert.

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RSP offers several services. Note that the customer has the option to enable or disable a service.System Status Report: This is visible immediately after RSP is installed. It checks available diskspace, backup statistics, and data load of the customer’s installation. The customer is informed of theresults. You can also use this information to support your customer. This report should be run on aregular basis, and identifies critical issues before they become a problem. And since SAP has thisinformation, it can result in faster support from SAP.Pre-Upgrade Evaluation for SAP Business One 2007 A/B: Automatically checks a system againstknown upgrade problems. It potentially prevents an unsuccessful upgrade process. For more details,refer to the Accelerated Upgrade Program on the portal.Inventory Valuation Check-Up Service: Automatically checks if a database is a candidate for theInventory Valuation Check-Up services offered by SAP Business One Support. If feasible, anyinconsistent inventory values between stock-audit reports and general-ledger stock accounts will bedetected.Database Maintenance: This service schedules automated database back-up and, if necessary,performs automatic restore of previously backed up databases.SAP Business One Reliability Check: Checks if the system is affected by recently discoveredsupport issues. Takes actions to resolve issues before they affect the production system. SAP highlyrecommends to keep this task up to date and execute it on a regular weekly basis.Corrective Tasks: Collection of different tasks allowing automatic correction of well known issues.The number of this type of tasks will be successively extended over time.

Note: In order to have the Pre-Upgrade Health Check, the Inventory Valuation Check-up, and otherservices downloaded to the client installation, you first need to send the System Status Report resultsto SAP. Once SAP has received the basic set of information about the installation, other services andtasks will be assigned to the system, and you or the client will be able to download and use them.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0Handover from Sales Checklist - Extract

Unit: Project PreparationTopic: Risk Assessment

Handover from Sales Checklist (for Light & Music)

Background Summary

Background of theproject:Is this a Time andMaterials Project?Is there a retainer?What system are theymoving from?

Light & Music Ltd. sells, rents, and installs professionalmedia presentation systems for exhibitions and events.They also provide consulting services in planningcommunication systems for complex building projects.Michael Smith is the owner of Light & Music.Light & Music has signed a Time and Materials contractthat is not to exceed 45 days, and has ordered 15 userlicenses for SAP Business One.The company has very busy seasonal events and needs tobe running live in two months, before those events begin.They are replacing Quickbooks and various manualprocesses. The contract specifies the followingdeliverables:

Implementation of an SAP Business One solution forintegrating sales, purchasing, MRP, production, andinventory

Migration of data from legacy system. This includescustomer and vendor information, products andservices, and account balances

Company setup and basic initialization of chart ofaccounts, A/P, A/R, banking, warehouses, inventory

User authorizations

Alerts

Approval processes

Printing and emailing from SAP Business One

Print layouts

2-1

SAP Business One Accelerated Implementation Program (B1AIP) 2.0Handover from Sales Checklist - Extract

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

Business Objectives Summary

Yes No Comments

Have projectobjectives beendefined and are theyclear?

Their best selling product is a multi-screen, whichis a large display consisting of multiple 40 inchLCD screens together with a computer controllerand audio system. The components arepurchased and then assembled at Light & Music’smain warehouse. The multi-screen is offered forsale in standard sizes such as 3x3 and 4x4, andcan be built to order in different sizes, such as7x7.The multi-screens are sold or rented tocustomers.The main business drivers are to:

Optimize and reduce the elapsed time frompurchasing to production of multi-screens.They need to see how Production is integratedwith MRP, Sales and Purchasing.

Manage their vendor (supplier) relationships,including vendor discounts and contracts.

Better manage inventory levels and valuationsacross multiple warehouses and product lines.Often there are delays when components usedin production of the multi-screens need to beshipped from another warehouse.

Improve sales forecasting and sales pipelineexecution. Their current system does notmonitor the sales pipeline and salesopportunities. The owner needs visibility tosales opportunities that have been inactive fora month.

Clearly report revenues and expenses for thedifferent business areas. These areas aresales, rentals, installations, and consulting.

Expand their business during the next 12months with new locations and warehousesand with no disruption to existing business.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0Handover from Sales Checklist - Extract

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

Organization

Yes No Comments

Has a projectexecutive sponsorbeen identified?

Michael Smith. He is the founder and owner ofthe company.

Has the client’sexecutive sponsorbeen identified?

Because Light & Music is a small company,Michael Smith will also take on this role.Although he is busy, Michael wants to bepersonally involved with the project.Michael Smith sees the introduction of anintegrated system as his own personal duty. Hewants to be able to control the efficiency of hisbusiness processes at any time. He needs thesystem to help him advance his expansionplans.

Has ProjectManager/LeadConsultant beenidentified?

You

Has CoreImplementation Teambeen identified?

Client Project Manager –not assignedClient Lead – A/R – not assignedClient Lead – A/P (Edward Petty, Purchasingmanager)Client Lead – Financials (Claire Thomas, Chiefaccountant)IT Administrator – not assigned. Light &Musicdoes not have a dedicated IT administrator.Richard Long the Warehouse Manager claimsto have IT expertise and currently manages theQuickbooks database.Michael Smith has agreed to set up completeteam as soon as possible.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0Handover from Sales Checklist - Extract

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

Business Process Requirements

Yes No Comments

Have key businessprocesses beendefined andanalyzed?

Will do this during the requirements gatheringworkshops. The key processes to be analyzedare:

Financial accounting and reporting

Accounts Receivable, sales orders, pick andpack, deliveries, shipping, returns, A/Rinvoices, A/R credit memos.

Accounts Payable, purchase orders, goodsreceipts, goods returns, A/P invoices, A/Pcredit memos, master data (vendors)

Inventory (stock)

MRP, Production, BOMs

Service and Support

Are there any specialrequirements inAccounting, Banking,or Financials?

They want to track revenues and expenses fordifferent areas of their business. They alsowant to know the overhead for each type ofproduct they sell.

Are there any specialrequirements in Salesor Sales OpportunityManagement?

The main requirements are listed here:

When an order is placed, they want to knowhow the customer heard about them.

Light & Music Ltd. consults with architectsand engineers planning communicationsystems for complex building projects. Theywould like you to show how these consultingservices can be invoiced.

They need a solution for managing therental of multi-screens. Multi-screens thatare rented should be managed as separateinventory to the multi-screens that are sold.

A 5% discount is given to existing customersprovided there are no overdue paymentsand they placed an order previously duringthe last 6 months.

Note: Discounts over 10% must beauthorized by Michael Smith.

For orders over 25,000, customers must paya deposit of 15%.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0Handover from Sales Checklist - Extract

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

Yes No Comments

An important feature for Light & Music Ltd isto allow sales employees to display thegross profit per item when they areprocessing sales documents. They calculatethe gross profit percentage as profit dividedby the costs of the item.

Michael Smith wants to be informed if thegross profit falls below 30%

In order to maintain good customerrelations, Light & Music Ltd. sends abirthday present to the managing directorsof their 18 major customers.

The owner of Light & Music needs to seesales opportunities that have not been actedon for a month

If an item is not in stock, they want to checkall warehouses. If the item is not in anywarehouse, they want to check the localwarehouse to see if the product has beenordered and when it is due to arrive. If it isnot available in time, they want to offer thecustomer similar items.

The sales staff are to recommendaccessories when customers order themulti-screens.

The normal credit limit for all of theircustomers is 20,000. If the credit limit isexceeded by more than 2500 the systemshould block the order. Only Michael Smithcan approve such an order.

Their existing invoices include companylogo and a promotional message that variesby season.

For every delivery, Light & Music Ltd.charges a freight fee.

Are there any specialrequirements inPurchasing?

Company expenses need to be carefullycontrolled and in some cases must beapproved by the company owner.Light & Music negotiates prices with vendors(suppliers), and needs to make sure thatnegotiated discounts are reflected in the

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0Handover from Sales Checklist - Extract

This document was created with assistance of Omega Business Solutions. (www.vision-33.com).

Yes No Commentssystem.

Are there any specialrequirements inBusiness PartnerData Management?

No special requirements were mentionedduring the sales process.

Are there any specialrequirements inInventoryManagement?

Business process requirements will becollected during the requirements gatheringworkshops.

Are there any specialrequirements inProductionManagement orMRP?

They would like to see the integration ofproduction order recommendations andprocurement through MRP. They want to seethe process for producing the multi-screens.

Are there any specialrequirements inServiceManagement?

Service is a very important area for Light &Music. They have specialized service contractsthat need to be managed.Light & Music Ltd. includes a two-year warrantywith every multi-screen. The items have a serialnumber that is comprised of the item code, theyear, and a sequential number. The standardservice is limited to working days from 08:00 to17:00 and does not include holidays. Ifnecessary, a technician travels to the customerto fix the problem within 5 business days. Laborand travel are free of charge, as are any partsrequired to make the repair.They also need a solutions knowledge base.

Are there any specialrequirements in HR?

This was not discussed during the salesprocess.

Are there any specialrequirements withregards to Reporting?

They need a new report to show sales andpurchasing contracts. We have estimated thedevelopment of this report at 3 days, usingCrystal Reports.

Has the customervoiced any otherspecial requirementsnot listed yet?

Client is interested in a Production add-on.They may also need some additional customreports.

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Unit: Business BlueprintTopic: Requirements Gathering Workshops

Questionnaire for Business Process Analysis

When you are learning the customer’s business processes, it is important to let thecustomer lead the discussion and describe in his own words the process as it occurstoday. It is highly recommended to ask the customer for documentation prior to themeeting. That will encourage the customer to try and define the process themselvesbefore the meeting.The questionnaire will help you direct the customer to any unusual businessprocesses.

Sales and PurchasingQuestion RemarksWhat are the criteria for choosing abusiness partner in a marketingdocument?

Helps you to decide on business partnergroups, coding conventions, parentaccounts etc.

Which information needs to be displayedfrom the business partner on thescreen?

Helps you identify any gaps and anyneed for user-defined fields in amarketing document and in the businesspartner master data.

How many addresses need to be printedor displayed?

You might need additional addresses forbill-to and ship-to.

What are the criteria for choosing itemsin a marketing document?

Helps you to decide on item groups,types of items, coding conventions,alternative items and cataloguenumbers.

Which information needs to be displayedfrom the item master in the document?

Helps you to identify gaps and any needfor user-defined fields. Determine whichsystem fields should be visible andactive in the document in the row level.

How are freight and additional expensescalculated? Is there a third partyinvolved?

Helps you to identify if there is a specificneed requiring the use of SDK orformatted search. Identify whether thereis a need to implement the LandedCosts feature.

Get a current printout of every type ofdocument. Investigate whether usersneed different templates for the same

Helps you identify if there is a need forseparate print layout templates and howcomplicated they are.

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document

Get a printout from the customer of thepurchase and sales reports.

The printout will help you recognize aneed for additional user-defined fieldsand a need to create printout templatesfor the reports.

Are dunning letters sent out on a regularbasis?

Identify dunning terms, dunning levelsand if interest should be calculated.

How is gross profit calculated? Identify the process and determine thegross profit base (cost price, pricelistetc.).

Are there any restrictions for users forcreating marketing documents?

Helps you define user authorization,workflow and alerts.

Does the company drop-shipmerchandise?

Helps to determine if these is a need tocreate a drop-ship warehouse.

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InventoryQuestion RemarksWhich costing method is being used inthe company and is it affected by freightcosts?

Identify whether a Perpetual Inventorysystem is relevant, and determine whichmethod is relevant for which types ofitems (Standard Cost, Moving Averageor FIFO). Identify whether additionalexpenses could be stock relevant.

Are different costs maintained forseparate warehouses?

Identify whether to handle price systemby warehouse.

Are there separate inventory accountslinked to the different warehouse?

In the setup stage, make sure to link therelevant inventory account to therelevant warehouse.

Is there a need for serialized/batchitems?

When you import items, make sure therelevant items are marked as serialnumbers/batches.

Does the company provide warranty tosellable items? If so, are the itemsidentified by a serial number?

Link a template contract to serializeditems for the system to create acustomer equipments cardautomatically.

Do the items have more than one unit ofmeasure for sales and purchasing?

Identify whether the use of factors oritems per purchase / sales unit isneeded.

What is the pricing method forpurchasing and sales?

Helps you to define the number of pricelists, and special prices in the database.

Does the customer have a pick and packprocess in place?

Identify if Pick and Pack is needed.

Does the customer record packageswhen sending out a delivery/invoicenote?

Identify the package types and anyprinting requirement.

Is there a need for assembly of anykind?

Identify if there is a need to implementbill of material (BOM) functionality.

When using an assembly, do the childitems need to be displayed in themarketing document? If so, can the childitems be replaced for a specificdocument?

Helps you to decide which type of BOMyou need to implement (Sales, Assemblyor Template).

What is the level of complexity of theproduction process in the company? Is ita simple assembly or is a MRP run isneeded?

Helps you to decide if it can be coveredwith the MRP module (including leadtime and forecast calculations) or apartner solution might be needed.

Are there multiple levels of BOM?

3-3

What is cost used to calculate the parentitem cost? Is there a cost allocation fromthe child items to the parent?

Helps you identify the price list thatshould be used in the BOM. Also, youcan choose to implement the UpdateParent Item Prices Globally functionality.

How is the issue being done, manuallyor backflush?

Helps you to decide on the item setup aswell as if there is work-in-process (WIP)accounting needed.

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AccountingQuestion RemarksIs the default currency symbolacceptable?

In some localizations, customer mayrequest to use a different currencysymbol. For example instead of USD the$ sign is needed. Make sure you makethe change first thing after the databasecreation. The OCRN and OADM tablesneeds to modified.

Does the customer wish to import hisexisting chart of accounts (COA)?

If there is not a legacy COA, the SAPBusiness One template can be usedwith manual modifications.

What are the financial reportingrequirements (US-GAAP etc.)? Is itrequired to report in a different currency?

Helps you to identify whether accountsegmentation is needed (if notmandatory) and if a separate systemcurrency is needed..

How many segments are being usedand what are the criteria for the segmentdefinition?

Helps you identify whether you need toadd or remove segments in thedatabase, and understand structure ofthe company.

Get a printout of their financial reports. Identify if there is a need for creatingfinancial reports templates, in addition tothe COA.

How is the budget determined for a fiscalyear?

Helps you to identify whether the budgetis imported from previous year ordetermined independently each year.

Is there a need for more than onebudget scenario?

Create the relevant budget scenarioswith the appropriate ratio if relevant.

What are the restrictions and alertsneeded in case of budget deviation?

Helps you to define user authorization,workflow and alerts.

Are there recurring transactionsconducted on a regular frequency?

Helps you to identify whether toimplement the recurring posting orposting template functionality.

Is there a need to define profit centers toevaluate profitability of the differentdepartments?

Identify if profit centers or the use ofAccount Segmentation will fulfill thisneed.

Is the customer working with projectsthat are also relevant for financialreporting?

Helps you to identify whether projectsare needed and how complex projectaccounting is (Third Party solution mightbe needed).

Is there a need for consolidatingfinancial statements in the case of

Helps you to identify the number ofdatabases to be created, inter-company

3-5

multiple companies? functionality and whether a third partysolution is needed.

Depending on the country, check thelocal tax reporting.

Identify whether the tax declaration boxreport is needed.

3-6

CRM and ServiceQuestion RemarksWhat are the different sales stages usedfor lead generation?

Identify which sales stages to define.

Do the lead generation personnel haveadditional rules in the company?

Helps you to identify authorization andcreate a profile that can be copied to theother users.

Does the company bill for labor andtravel?

Create items for labor and travel andidentify whether they are included in theservice contract or not.

Is there a need to synchronize Outlookwith SAP Business One?

Identify whether to implement theOutlook integration add-on.

Does the customer need a scheduling ofsales or service people?

Identify whether the calendar in SAPBusiness One is needed

Check the reporting requirements Identify whether reporting by territory isneeded.

Does the customer have a businesspartner channel model?

Helps you to determine necessary BPmaster data

Does the customer work with servicequeues?

Is the definition of queues needed ornot.

Does the customer have requirementslike one sales person should not be ableto see the opportunities of another salesperson and what is the organizationalstructure?

Helps you to identify if data ownership isneeded and how to setup the employeesand their relationships

3-7

BankingQuestion RemarksDoes the company process credit cardpayments?

Helps you configure the credit carddefinition, and identify whether there is aneed for a third party for credit cardvalidation.

Will the company process paymentsautomatically?

Identify whether to implement andconfigure the payment wizardfunctionality.

Are advance payments being submitted? Helps you determine a strategy oflinking invoices for advance paymentsand which information is needed to berecorded in the payment to identify therelevant invoices or, in EU countries,whether the down payment invoice orthe down payment request is fitting forthe customer.

How are Bank Reconciliations handled? Helps you identify if there is a need forautomatic import of bank statement or ifmanual reconciliation is sufficient.

What is the format of the AP check(check-stubstub, stub-stub-check, stub-check)?

Prepare and test the check format inSAP Business One and check if there isa need for a different format. Apply theappropriate template to the appropriatehouse bank account setup.

Is there a need for electronic bank filetransfer?

Identify the needed bank file formatsand verify them with the involved banks.

3-8

Integration PointsQuestion RemarksWhich applications are currently usedwithin the company, and which ones willbe replaced with SAP Business One?

The goal is to replace as many existingapplications with SAP Business One.Helps you understand the companyactivity and any potential integrationpoints.

Which applications will not be replacedwith SAP Business One and what type offunctionality do they cover?

Is there a way to integrate this with SAPBusiness One?

Which data needs to be integrated withSAP Business One (items, businesspartners, documents etc.)

Identify which data needs to betransferred to and from SAP BusinessOne and the third party application,whether those objects are supported bythe SDK and if the coding is compatiblebetween the different systems.

Which platform is used in the applicationto be integrated (DOS, SQL…)?

Identify how easy it is for SAP BusinessOne to integrate with this application.

3-9

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

Sale

s

1Th

ree

type

s of

cus

tom

ers:

Hot

els,

Fair

s an

d Ex

hibi

tion

s, a

nd C

ompa

nies

S, I

Cust

omer

gro

ups

Wha

t are

the

thre

e cu

stom

er t

ypes

used

for,

in a

dditi

on t

o pa

ymen

tte

rms?

Are

they

use

d fo

r sal

esan

alys

is?

2Pu

rcha

ses

mad

e by

occ

asio

nal

cust

omer

s ar

e pr

oces

sed

unde

r th

ege

neri

c ac

coun

t K99

9.O

ccas

iona

lcu

stom

ers

mus

t pay

imm

edia

tely

.

S, I

Crea

te a

one

tim

e cu

stom

er m

aste

r da

tare

cord

wit

h co

de K

999.

Set

the

pay

men

tte

rms

as c

ash.

Set

the

cust

omer

as

defa

ult f

orA

/R In

voic

e +

Paym

ent.

Do

you

need

to

reco

rd a

ny a

ddit

iona

lda

ta fo

r the

se c

usto

mer

s, fo

r exa

mpl

e,fo

r sal

es a

naly

sis?

3Li

ght &

Mus

ic L

td. o

ffer

s a

stan

dard

2% d

isco

unt t

o fa

irs

and

exhi

bitio

nsw

hen

paid

wit

hin

the

first

14

days

.Fu

ll pa

ymen

t mus

t be

rece

ived

wit

hin

30 d

ays.

Hot

els

are

requ

ired

to p

ay w

ithi

n on

ew

eek.

S, I

Def

ine

paym

ent t

erm

s fo

r fai

rs a

ndex

hibi

tion

s:

30 d

ays

net

2% d

isco

unt

Def

ine

paym

ent t

erm

s fo

r hot

els:

Net

7

No

disc

ount

How

do

you

mon

itor o

utst

andi

ngpa

ymen

ts?

Ther

e ar

e se

vera

lop

tions

in S

AP

Busi

ness

One

: agi

ngre

port

, cus

tom

er s

tate

men

ts,

cust

om r

epor

t.

Whi

ch p

aym

ent t

erm

s sh

ould

be

set a

s de

faul

t in

the

Gen

eral

Sett

ings

?

Are

ther

e sp

ecia

l req

uire

men

ts fo

rha

ndlin

g ca

sh d

isco

unts

in th

elo

caliz

atio

n?

3-10

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

4Ex

istin

g cu

stom

ers

get 5

% d

isco

unt

prov

ided

ther

e ar

e no

ove

rdue

paym

ents

and

they

pla

ced

an o

rder

prev

ious

ly d

urin

g th

e la

st 6

mon

ths.

C, O

Add

Use

r-D

efin

ed V

alue

s to

the

Dis

coun

t fie

ldin

Sal

es d

ocum

ents

, and

bas

e on

a q

uery

tha

tca

lcul

ates

dis

coun

t whe

n th

e tw

o co

nditi

ons

are

met

. Not

e: t

his

cust

omiz

atio

n is

cons

ider

ed o

ut-o

f-sc

ope

for a

sta

ndar

d A

IPim

plem

enta

tion.

5Cu

stom

er d

isco

unts

ove

r 10%

mus

tbe

aut

hori

zed

by M

icha

el S

mit

h or

his

assi

stan

t.

S, O

Def

ine

an a

ppro

val p

roce

ss fo

r dis

coun

ts o

ver

10%

, with

Mic

hael

Sm

ith o

r his

ass

ista

nt a

sap

prov

ers.

Not

e: a

lthou

gh th

is is

sta

ndar

dfu

nctio

nalit

y, a

ppro

val p

roce

dure

s ar

eco

nsid

ered

out

-of-

scop

e fo

r a s

tand

ard

AIP

impl

emen

tatio

n.

6W

hen

an o

rder

is p

lace

d, th

ey w

ant

to k

now

how

the

cus

tom

er h

eard

abou

t the

m.

C, O

Ther

e is

no

exis

ting

fiel

d fo

r thi

s in

form

atio

nin

the

sale

s do

cum

ent.

Add

a U

ser-

Def

ined

Fiel

d to

Sal

es d

ocum

ents

, wit

h a

List

of V

alue

sfo

r the

pos

sibl

e so

urce

s. T

he s

ales

per

son

sele

cts

from

the

List

of V

alue

s. N

ote:

thi

s is

cons

ider

ed o

ut-o

f-sc

ope

for a

sta

ndar

d A

IPim

plem

enta

tion.

Not

e: th

ere

is a

n In

form

atio

n So

urce

fiel

d in

the

Sale

s O

ppor

tuni

ties

docu

men

t, on

the

Ask

the

clie

nt if

this

nee

ds to

be

am

anda

tory

fiel

d. If

so,

you

will

nee

d to

set a

def

ault

valu

e fo

r th

e fie

ld.

3-11

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

Gen

eral

tab.

7Fo

r ord

ers

over

25,

000,

cus

tom

ers

mus

t pay

a d

epos

it of

15%

.S,

ID

own

paym

ent (

paym

ent n

ot b

ased

on

invo

ice)

.W

hat i

s yo

ur c

urre

nt p

roce

ss fo

rde

posi

ts?

Doe

s it

star

t fro

m a

sal

esor

der?

Do

you

wan

t the

dow

npa

ymen

t lin

ked

to a

n in

voic

e? N

ote:

InSA

P Bu

sine

ss O

ne, d

own

paym

ents

can

be e

nter

ed in

the

sale

s or

der,

or

usin

g D

own

Paym

ent R

eque

st o

rD

own

Paym

ent I

nvoi

ce. T

hese

docu

men

ts a

ffec

t acc

ount

ing

diff

eren

tly a

nd th

e pr

oces

s ca

n va

ry b

ylo

caliz

atio

n.

8Sa

les

empl

oyee

s ne

ed th

e ab

ility

todi

spla

y th

e gr

oss

prof

it pe

r ite

mw

hen

they

pro

cess

sal

es d

ocum

ents

.Th

ey c

alcu

late

the

gros

s pr

ofit

perc

enta

ge a

s pr

ofit

div

ided

by

the

cost

of t

he it

em fr

om th

e go

ods

rece

ipt.

Hin

t: c

heck

the

Doc

umen

t Set

ting

s.Ve

rify

wit

h th

e cl

ient

how

the

gros

spr

ofit

cal

cula

tion

is c

urre

ntly

don

e.

3-12

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

9M

icha

el S

mith

wan

ts to

be

info

rmed

if th

e gr

oss

prof

it fa

lls b

elow

30%

S, O

Stan

dard

ale

rt fo

r gr

oss

prof

it d

evia

tion.

How

doe

s M

icha

el w

ant t

o re

ceiv

e th

eal

ert?

10In

ord

er to

mai

ntai

n go

od c

usto

mer

rela

tions

, Lig

ht &

Mus

ic s

ends

abi

rthd

ay p

rese

nt to

the

man

agin

gdi

rect

ors

of th

eir 1

8 m

ajor

cust

omer

s.

S, O

This

requ

irem

ent c

an b

e m

et in

two

diff

eren

tw

ays:

1.St

ore

the

anni

vers

ary

date

in th

ebu

sine

ss p

artn

er m

aste

r dat

a re

cord

(use

the

Rem

arks

fiel

d in

the

Cont

acts

tab,

or

add

a us

er-d

efin

ed fi

eld)

. Th

en c

reat

e an

aler

t wit

h a

quer

y to

not

ify s

omeo

ne a

tLi

ght &

Mus

ic in

adv

ance

of t

he d

ate.

2.Cr

eate

an

Act

ivit

y (T

ask

or N

ote)

for

the

busi

ness

par

tner

for t

he a

nniv

ersa

ryda

te. T

his

will

sho

w in

the

cale

ndar

.

How

is th

e lis

t of t

op c

usto

mer

sob

tain

ed a

nd m

aint

aine

d?

Who

is in

volv

ed w

ith th

is ta

sk?

11Th

eir c

urre

nt s

yste

m d

oes

not

mon

itor

the

sale

s pi

pelin

e an

d sa

les

oppo

rtun

ities

.

The

owne

r ne

eds

to k

now

abo

utop

port

unit

ies

that

hav

e no

t bee

nac

ted

on in

the

last

mon

th.

Not

e: th

ere

are

two

sepa

rate

req

uire

men

tshe

re.

12If

an it

em is

not

in s

tock

, the

y w

ant t

och

eck

all w

areh

ouse

s. T

hen

if no

t in

S, I

In D

ocum

ent S

ettin

gs, a

ctiv

ate

the

item

avai

labi

lity

chec

k fo

r th

e Sa

les

Ord

erdo

cum

ent.

The

n yo

u ca

n di

spla

y qu

antit

ies

in

3-13

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

stoc

k th

ey w

ant

to c

heck

the

loca

lw

areh

ouse

to s

ee if

the

prod

uct h

asbe

en o

rder

ed a

nd w

hen

it is

due

to

arri

ve.

If it

is n

ot a

vaila

ble

in ti

me,

they

wan

tto

off

er t

he c

usto

mer

sim

ilar i

tem

s.

othe

r war

ehou

ses.

If n

ot in

sto

ck in

the

othe

rw

areh

ouse

s, c

heck

the

Ava

ilabl

e to

Pro

mis

ere

port

to s

ee th

e st

atus

of p

urch

ase

orde

rs.

Set u

p al

tern

ativ

e ite

ms

(Inve

ntor

y>It

emM

anag

emen

t>A

ltern

ativ

e It

ems)

. Sal

es s

taff

can

see

thes

e fr

om th

e It

em A

vaila

bilit

y ch

eck

or fr

om th

e sa

le o

rder

row

by

righ

t-cl

icki

ng.

13Th

ey a

lso

wan

t to

reco

mm

end

acce

ssor

ies

whe

n cu

stom

ers

orde

rth

e m

ulti-

scre

ens.

C, O

You

need

to s

et u

p a

rela

tions

hip

betw

een

the

mul

ti-sc

reen

and

the

acce

ssor

y ite

m.

Ther

e ar

e se

vera

l way

s to

do

this

:Li

nk th

e ite

ms

by c

heck

ing

the

sam

e It

emPr

oper

ty in

the

mas

ter d

ata.

Link

the

acce

ssor

y ite

ms

with

the

sam

eite

m g

roup

.

To s

how

the

rela

ted

item

s in

a s

ales

ord

er,

add

Use

r-D

efin

ed V

alue

s (f

orm

erly

kno

wn

asFo

rmat

ted

Sear

ch) t

o th

e ite

m c

ode

field

inth

e Sa

les

Ord

er d

ocum

ent.

Incl

ude

a qu

ery

tosh

ow th

e re

late

d ite

ms.

How

do

they

cur

rent

ly m

ake

the

asso

ciat

ion

betw

een

the

prod

ucts

?

Is th

e se

t of a

cces

sori

es fi

xed,

or d

oes

the

sale

s em

ploy

ee d

ecid

e w

hich

acce

ssor

ies

to o

ffer

the

cus

tom

er?

Can

the

requ

irem

ent b

e m

et w

ith a

Sale

s BO

M th

at in

clud

es th

e m

ulti-

scre

en a

nd a

cces

sori

es?

14Th

e no

rmal

cre

dit l

imit

for

all o

f the

ircu

stom

ers

is 2

0,00

0. If

this

lim

it is

S, I

Act

ivat

e cr

edit

limit

che

ck in

Gen

eral

Set

tings

.Se

t cre

dit l

imit

in P

aym

ent T

erm

s. N

ote:

toD

o an

y cu

stom

ers

have

a d

iffer

ent

cred

it li

mit?

3-14

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

exce

eded

by

over

1000

, the

empl

oyee

ent

erin

g th

e or

der s

houl

dre

ceiv

e a

war

ning

so

that

he

or s

heca

n in

form

the

cust

omer

abo

ut it

.

incl

ude

exis

ting

deliv

erie

s in

the

calc

ulat

ion,

sele

ct th

e “C

onsi

der

Del

iver

ies

Bala

nce”

chec

kbox

.

15If

the

cred

it lim

it is

exc

eede

d by

mor

eth

an 2

500

the

syst

em s

houl

d bl

ock

the

orde

r. O

nly

Mic

hael

Sm

ith o

r the

acco

unta

nt c

an a

ppro

ve th

is o

rder

.

S, O

Stan

dard

app

rova

l pro

cedu

re fo

r sa

les

orde

rs.

Not

e: th

ere

is a

sta

ndar

d al

ert f

orcr

edit

limit

dev

iatio

n, b

ut it

doe

s no

tbl

ock

the

orde

r pen

ding

app

rova

l.

16Th

eir

exis

ting

invo

ices

incl

ude

com

pany

logo

and

a p

rom

otio

nal

mes

sage

that

var

ies

by s

easo

n.

S, I

Chan

ge p

rint

layo

uts.

Incl

ude

a fo

rmul

a to

chec

k th

e se

ason

for t

he c

urre

nt d

ate.

17Li

ght &

Mus

ic L

td. i

nclu

des

a tw

oye

ar w

arra

nty

wit

h ev

ery

item

they

sell.

The

item

s ha

ve a

ser

ial n

umbe

rin

the

form

of i

tem

cod

e, y

ear,

and

ase

quen

tial

num

ber.

The

sta

ndar

dse

rvic

e is

lim

ited

to w

orki

ng d

ays

from

08:

00 to

17:

00 a

nd d

oes

not

incl

ude

holid

ays.

Lab

or a

nd tr

avel

are

free

of c

harg

e, a

s ar

e an

y pa

rts

requ

ired

to m

ake

the

repa

ir.

Hin

t: s

tart

wit

h th

e G

ener

al S

ettin

gs fo

rin

vent

ory.

18Fo

r eve

ry d

eliv

ery

Ligh

t & M

usic

Ltd

.ch

arge

s a

fixed

frei

ght f

ee.

S, I

Sele

ct M

anag

e Fr

eigh

t in

Doc

umen

t Set

ting

s.Se

t up

frei

ght.

Ass

ign

appr

opri

ate

GL

Are

ther

e an

y va

riat

ions

on

the

frei

ght

char

ge, f

or h

eavy

item

s or

for

3-15

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

acco

unts

.ov

erse

as s

hipp

ing?

Wha

t shi

ppin

g ca

rrie

rs a

re u

sed?

19Li

ght &

Mus

ic L

td. c

onsu

lts

wit

har

chite

cts

and

engi

neer

s pl

anni

ngco

mm

unic

atio

n sy

stem

s fo

r com

plex

build

ing

proj

ects

. The

y w

ould

like

you

to s

how

how

the

se c

onsu

lting

serv

ices

can

be

invo

iced

.

Acc

ount

ing

and

Bank

ing

20Th

e co

mpa

ny’s

fisc

al y

ear

corr

espo

nds

to th

e ca

lend

ar y

ear a

ndth

ey c

reat

e th

e an

nual

fina

ncia

lst

atem

ent o

nce

a ye

ar. T

hey

need

twel

ve p

erio

ds fo

r the

ir in

tern

alco

ntro

lling

.

S, I

Def

ine

12 m

onth

ly p

ostin

g pe

riod

s st

artin

gfr

om Ja

nuar

y.As

k th

e cl

ient

for t

he c

urre

nt p

roce

ssfo

r cl

osin

g ou

t a p

erio

d. T

his

may

affe

ct th

e da

tes

for

the

post

ing

peri

ods.

Als

o, s

ince

you

mus

t add

pos

ting

peri

ods

in s

eque

nce,

you

nee

d to

know

if y

ou n

eed

to a

dd p

osti

ngpe

riod

s fr

om th

e pr

evio

us fi

nanc

ial

year

in o

rder

to p

roce

ss o

pen

invo

ices

.

21Th

ey w

ant t

o us

e th

eir e

xist

ing

char

tof

acc

ount

s.S,

IYo

u co

uld

choo

se a

“us

er-d

efin

ed”

char

t of

acco

unts

whe

n yo

u cr

eate

the

com

pany

;ho

wev

er, w

e re

com

men

d yo

u ch

oose

the

You

need

to d

eter

min

e th

e si

ze a

ndco

mpl

exity

of t

he c

hart

of a

ccou

nts.

3-16

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

tem

plat

e ch

art o

f acc

ount

s.Yo

u ca

n re

view

the

tem

plat

e ac

coun

ts w

ith

the

clie

nt th

enad

d, d

elet

e or

edi

t acc

ount

s. Y

ou a

lso

get

the

stan

dard

Fin

anci

al R

epor

t Tem

plat

es fo

r the

loca

lizat

ion.

How

har

d is

it to

ada

pt th

e te

mpl

ate

char

t of a

ccou

nts

to m

eet t

he n

eeds

?

If it

is h

ard

to a

dapt

the

tem

plat

ech

art o

f acc

ount

s, y

ou c

an d

efin

e it

man

ually

, or i

f mor

e co

mpl

ex, i

mpo

rtit

usin

g D

ata

Tran

sfer

Wor

kben

ch.

22Th

ey w

ant t

o re

port

on

the

reve

nues

and

expe

nses

of d

iffer

ent b

usin

ess

area

s: s

ales

, ren

tals

, ins

talla

tions

, and

cons

ultin

g.

Hin

t: w

hat a

re th

e w

ays

in S

AP

Busi

ness

One

to h

ave

reve

nues

pos

ted

to d

iffer

ent G

/Lac

coun

ts?

23Th

eir b

ank

is c

alle

d N

atio

nal B

ank

S, I

Add

a G

/L a

sset

acc

ount

. Cre

ate

a H

ouse

Bank

and

ass

ign

the

G/L

acc

ount

to th

e ho

use

bank

.

Are

ther

e ot

her b

anks

or

cash

acco

unts

?

24Th

eir m

ain

paym

ent m

etho

d fo

rve

ndor

s is

by

bank

tran

sfer

.S,

ITh

e so

lutio

n de

pend

s w

heth

er B

ank

Stat

emen

t Pro

cess

ing

is a

vaila

ble

for t

his

loca

lizat

ion.

If Ba

nk S

tate

men

t Pro

cess

ing

is to

be

used

,en

able

the

func

tiona

lity

and

conf

igur

e th

eex

tern

al b

ank

code

s to

mat

ch th

e cl

ient

bank

s. U

se th

e SA

P BT

HF

add-

on.

If Ba

nk S

tate

men

t Pro

cess

ing

is n

ot u

sed,

set

How

are

inco

min

g an

d ou

tgoi

ngpa

ymen

ts c

urre

ntly

pro

cess

ed?

Are

pay

men

ts p

roce

ssed

in b

atch

es?

Are

out

goin

g pa

ymen

ts m

ade

usin

gBa

nk S

tate

men

t Pro

cess

ing?

Whi

chba

nk fo

rmat

s ar

e us

ed?

Wha

t ext

erna

lco

des

are

used

by

Nat

iona

l Ban

k?Th

ese

are

requ

ired

for B

ank

3-17

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

bank

tran

sfer

as

the

defa

ult P

aym

ent M

etho

din

the

Gen

eral

Set

ting

s an

d us

e th

e Pa

ymen

tEn

gine

add

-on,

and

pos

sibl

y a

spec

ial b

ank

file

form

at.

If pa

ymen

ts a

re b

atch

ed, c

onfig

ure

the

Paym

ent W

izar

d an

d se

t up

Paym

ent R

unD

efau

lts.

Stat

emen

t Pro

cess

ing.

25W

hen

Ligh

t & M

usic

par

ticip

ates

intr

ade

fair

s, L

ight

& M

usic

wan

ts to

trac

k or

ders

rece

ived

dur

ing

the

trad

e fa

ir.

Hin

t: r

esea

rch

the

way

s th

at re

venu

es c

an b

epo

sted

to a

fixe

d-te

rm e

vent

.

26Li

ght &

Mus

ic L

td. h

as in

sure

d it

sst

ock

agai

nst d

amag

e by

fire

and

wat

er. T

he a

nnua

l cos

t for

insu

ranc

eis

12,

000.

In Ja

nuar

y Li

ght &

Mus

icLt

d. p

osts

the

ent

ire

sum

to a

nA

dvan

ce P

aym

ent a

ccou

ntim

med

iate

ly a

fter

pos

ting

the

invo

ice.

Thi

s ac

coun

t is

then

gra

dual

lycl

eare

d th

roug

hout

the

year

as

anin

sura

nce

paym

ent o

f £1,

000

ispo

sted

eve

ry m

onth

to th

e st

ock

insu

ranc

e ac

coun

t.

S, I

Post

a p

repa

id e

xpen

se fo

r 12

,000

to a

nad

vanc

e pa

ymen

t G/L

acc

ount

. Cre

ate

are

curr

ing

post

ing

jour

nal e

ntry

eac

h m

onth

for 1

,000

to th

e ex

pens

e ac

coun

t.

3-18

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

27M

onito

ring

thei

r liq

uidi

ty is

ver

yim

port

ant t

o Li

ght &

Mus

ic L

td.

Recu

rrin

g po

stin

gs n

eed

to b

eau

tom

atic

ally

incl

uded

in th

e ca

shflo

w fo

reca

st. F

utur

e in

vest

men

tssh

ould

als

o be

incl

uded

whe

n th

eyar

e al

read

y kn

own.

S, I

Recu

rrin

g Po

stin

gs a

nd Jo

urna

l Ent

ries

can

be

incl

uded

in th

e Ca

sh F

low

repo

rt, i

nclu

ding

proj

ecte

d po

stin

gs.

Inve

ntor

y

28It

ems

are

grou

ped

into

the

follo

win

gca

tego

ries

:

mul

ti-sc

reen

s (p

lann

ed a

ndpr

oduc

ed in

hou

se)

acc

esso

ries

(pur

chas

ed to

sel

l),

set

s (a

ssem

bled

from

oth

erpr

oduc

ts)

raw

mat

eria

ls (p

urch

ased

for

S, I

Item

gro

ups

Why

are

item

s gr

oupe

d in

this

way

?Fo

r acc

ount

ing,

or f

or s

ales

or

purc

hasi

ng?

If th

e pu

rpos

e is

for

acco

untin

g, a

dditi

onal

G/L

acc

ount

sne

ed to

be

set i

n th

e G

/L a

ccou

ntde

term

inat

ion.

3-19

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

mul

ti-sc

reen

pro

duct

ion)

29Th

ey w

ant t

o tr

ack

the

cost

of g

oods

sold

sep

arat

ely

for t

he m

ulti-

scre

enpr

oduc

t typ

e.

Hin

t: h

ow c

an y

ou s

et th

e de

faul

t cos

t of

good

s so

ld a

ccou

nt fo

r a

prod

uct t

ype?

30Cu

rren

tly

all s

tock

is p

oste

d to

asi

ngle

sto

ck a

ccou

nt. W

ith

the

impl

emen

tati

on o

f SA

P Bu

sine

ss O

ne,

they

wan

t eac

h ite

m g

roup

to

have

its o

wn

stoc

k ac

coun

t.

S, I

Ass

ign

a di

ffer

ent s

tock

acc

ount

as

defa

ult i

nth

e ite

m g

roup

mas

ter

data

.

31Th

ey p

erfo

rm q

uart

erly

sto

ck c

heck

s.S,

ICy

cle

coun

ts w

ith

aler

t in

item

gro

up m

aste

rda

ta.

32D

isco

unt i

s gi

ven

if a

cust

omer

ord

ers

a se

t of p

rese

ntat

ion

item

s co

mpa

red

to in

divi

dual

com

pone

nts.

Hin

t: h

ow c

an y

ou g

roup

mul

tiple

item

s so

that

you

can

sel

l the

m to

geth

er?

33Th

eir b

est s

ellin

g pr

oduc

t is

a m

ulti-

scre

en, w

hich

con

sist

s of

mul

tiple

40

inch

LCD

scr

eens

toge

ther

wit

h a

com

pute

r con

trol

ler a

nd a

udio

syst

em.

The

com

pone

nts

are

purc

hase

d an

d as

sem

bled

at t

he

S, I

To im

plem

ent t

his,

use

a P

rodu

ctio

n BO

Man

d is

sue

Prod

uctio

n O

rder

type

Spe

cial

.W

hat i

s th

e le

ad ti

me

for p

rodu

cing

the

mul

ti-sc

reen

pro

duct

?

Wha

t is

the

orde

ring

qua

ntit

y fo

r LC

Dsc

reen

s?

Wha

t is

the

min

imum

ord

erin

g

3-20

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

mai

n w

areh

ouse

. The

mul

ti-sc

reen

isof

fere

d fo

r sal

e in

sta

ndar

d si

zes

such

as 3

x3 a

nd 4

x4, a

nd c

an b

e bu

ilt to

orde

r in

diff

eren

t siz

es, s

uch

as 7

x7.

They

nee

d to

red

uce

the

time

it ta

kes

to a

ssem

ble

thes

e it

ems

and

wan

t to

see

how

Pro

duct

ion

is in

tegr

ated

wit

h M

RP, S

ales

, and

Pur

chas

ing.

quan

tity

?

This

info

rmat

ion

is re

quir

ed fo

r set

ting

up th

e ite

m g

roup

or

item

mas

ter

data

.

34Li

ght &

Mus

ic L

td. r

ents

out

item

sfr

om a

ll ite

m g

roup

s. R

enta

lcu

stom

ers

rece

ive

a pr

inte

d re

ntal

agre

emen

t tha

t inf

orm

s th

em th

atth

e it

ems

mus

t be

brou

ght b

ack

in a

nun

dam

aged

sta

te a

nd if

ther

e is

any

dam

age,

the

cust

omer

will

hav

e to

pay

for r

epai

rs.

Hin

t: y

ou n

eed

to c

onsi

der h

ow it

ems

can

becl

assi

fied

as r

enta

l ite

ms.

You

mig

ht a

lso

need

to c

onsi

der

if th

ere

are

insu

ranc

e or

depr

ecia

tion

con

side

ratio

ns.

Are

the

item

s fo

r ren

tal s

epar

ate

toth

e ite

ms

for s

ale?

35N

eed

to s

tore

item

des

crip

tions

and

free

text

com

men

ts in

mul

tiple

lang

uage

s. E

very

cus

tom

er s

houl

dre

ceiv

e co

rres

pond

ence

auto

mat

ical

ly in

the

corr

ect l

angu

age.

S, I

Mul

ti-la

ngua

ge s

uppo

rt. E

nabl

e in

the

Com

pany

Det

ails

. Tra

nsla

te th

e te

xt in

toot

her l

angu

ages

. In

the

busi

ness

par

tner

mas

ter d

ata,

sel

ect

the

lang

uage

to b

e us

edfo

r the

bus

ines

s pa

rtne

r co

mm

unic

atio

n.

36Ea

ch o

ffic

e ha

s it

s ow

n w

areh

ouse

S, I

Set u

p 2

war

ehou

ses

for

each

off

ice

loca

tion

Whe

n th

ey r

ecei

ve it

ems,

how

do

they

3-21

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

whe

re it

stor

es re

ntal

item

s an

d sa

les

item

s. R

enta

l and

sal

es it

ems

are

kept

sepa

rate

d be

caus

e Li

ght &

Mus

ic L

td.

only

sel

ls n

ew it

ems.

(one

for r

enta

l and

one

for

sale

s ite

ms)

.

Not

e: m

ay n

eed

a th

ird

war

ehou

se to

han

dle

retu

rn o

f ren

tal i

tem

s.

In th

e us

er d

efau

lts, s

et t

he re

ntal

war

ehou

seas

a d

efau

lt fo

r use

rs w

ho p

roce

ss re

ntal

s.

deci

de w

heth

er th

is is

ren

tal o

r sal

es?

Whe

n re

ntal

item

s ar

e re

turn

ed, c

anth

ey g

o ba

ck to

the

sale

s w

areh

ouse

?

37Th

e w

areh

ouse

in L

ondo

n co

mpr

ises

five

row

s of

she

lves

with

five

she

lves

on th

ree

leve

ls. E

very

item

has

a fi

xed

stor

age

loca

tion

. Bec

ause

Lig

ht &

Mus

ic L

td. o

ften

em

ploy

s te

mpo

rary

wor

kers

for p

icki

ng, t

hey

need

tosh

ow a

nd p

rint

the

stor

age

loca

tion

of th

e ite

m o

n th

e pi

ck li

st.

C, O

Solu

tions

:

1.U

ser-

defin

ed fi

eld

in it

em m

aste

r da

taw

ith

list o

f val

id v

alue

s fo

r st

orag

elo

catio

n. A

dd q

uery

to p

ick

list d

ocum

ent

to re

trie

ve th

e st

orag

e lo

catio

n fr

om t

heU

DF

2.Th

ird

part

y ad

d-on

for b

in lo

catio

n

38Li

ght &

Mus

ic L

td. c

ondu

cts

thei

rin

vent

ory

valu

atio

n on

ce a

yea

r. W

ith

SAP

Busi

ness

One

, the

y ex

pect

toha

ve a

per

man

ent o

verv

iew

of t

heir

curr

ent s

tock

leve

l. Al

l pur

chas

edgo

ods

shou

ld b

e va

lued

with

the

mov

ing

aver

age

pric

e pe

r ite

m a

nd

S, I

Set p

erpe

tual

inve

ntor

y in

Com

pany

Det

ails

wit

h m

ovin

g av

erag

e va

luat

ion

for p

urch

ased

item

s.

Not

e: P

erpe

tual

inve

ntor

y ca

nnot

be

disa

bled

afte

r tra

nsac

tions

hav

e be

en p

oste

d.

3-22

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

war

ehou

se.

39Th

e m

ulti

scre

ens

whi

ch a

repr

oduc

ed b

y th

em s

houl

d be

val

ued

wit

h a

stan

dard

pri

ce o

f:

1000

0 fo

r a 3

x3 m

ulti

scre

en

1800

0 fo

r a 4

x4 m

ulti

scre

en

2800

0 fo

r a 5

x5 m

ulti

scre

en

40Th

ey w

ant t

o m

aint

ain

a m

inim

umst

ock

leve

l of t

wo

mul

ti sc

reen

s of

each

sta

ndar

d ty

pe (3

x3, 4

x4, a

nd5x

5) s

o th

ey c

an fu

lfill

shor

t-te

rmde

man

ds.

S, I

Def

ine

the

min

imum

sto

ck le

vel i

n th

e ite

mm

aste

r dat

a. S

et u

p M

RP s

cena

rio,

run

MRP

to g

ener

ate

a pr

oduc

tion

orde

r.

How

do

they

cur

rent

ly ru

npr

oduc

tion?

Do

they

use

MRP

?

41Fo

r pac

king

, Lig

ht &

Mus

ic L

td. w

orks

wit

h tw

o pa

ckag

e ty

pes;

one

for

S, I

Set u

p a

Pack

age

Type

for

the

two

wei

ghts

(Set

up>I

nven

tory

>Pac

kage

Typ

es).

3-23

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

item

sun

der1

00 k

g an

d th

e ot

her

for

item

s th

at a

re m

ore

than

100

kg.

In P

ick

and

Pack

, cre

ate

deliv

ery

and

choo

seG

oto

Pack

agin

g. In

SA

P Bu

sine

ss O

ne y

ouca

nnot

set

up

a re

latio

nshi

p be

twee

n th

ew

eigh

t lim

it an

d th

e pa

ckag

e ty

pe to

auto

mat

ical

ly s

elec

t the

cor

rect

pac

kage

type

. It h

as to

be

man

ually

sel

ecte

d.

42Li

ght &

Mus

ic L

td. h

as a

n ex

tens

ive

sale

s an

d re

ntal

cat

alog

cov

erin

gth

eir r

ange

of p

rodu

cts.

The

y w

ould

like

to s

tore

the

cata

log

pict

ures

so

that

they

can

use

the

m in

pri

nted

quot

atio

ns.

S, I

Add

pic

ture

s to

item

mas

ter d

ata.

Purc

hasi

ng

432

type

s of

ven

dors

– c

ontr

acto

rs a

ndin

depe

nden

t ven

dors

S, I

Vend

or g

roup

sW

hat a

re th

e tw

o ve

ndor

type

s us

edfo

r?

44N

eed

to s

tore

the

pro

gres

s of

ongo

ing

vend

or n

egot

iatio

ns in

the

syst

em.

S, I

Act

ivit

ies

in b

usin

ess

part

ner m

aste

r da

ta

45Al

l ven

dors

off

er a

3%

dis

coun

t if

paym

ent i

s m

ade

wit

hin

one

wee

kan

d 2%

dis

coun

t in

the

seco

nd w

eek.

3-24

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

Full

paym

ent i

s ex

pect

ed w

ithi

n 30

days

.

46N

eed

to a

pply

ven

dor

disc

ount

sau

tom

atic

ally

at e

nd o

f neg

otia

tions

.S,

I1.

Pric

e lis

t tie

d to

ven

dor

2.En

ter d

isco

unt i

n Pa

ymen

t Ter

ms

at e

ndof

neg

otia

tions

47Ed

war

d Pe

tty

need

s to

app

rove

all

expe

nse

POs

over

200

0. M

icha

elSm

ith n

eeds

to a

ppro

ve a

ll PO

s ov

er20

,000

.

S, O

Stan

dard

app

rova

l pro

cedu

res.

Not

e: n

eed

aw

ay to

iden

tify

expe

nse

POs

from

nor

mal

POs.

How

are

exp

ense

PO

s cu

rren

tlypr

oces

sed?

48N

eed

to s

tore

ven

dor a

gree

men

ts in

the

syst

em. T

hese

ven

dor

agre

emen

ts a

re in

the

form

of W

ord

docu

men

ts.

S, I

Link

Wor

d do

cum

ent

to a

ctiv

ity in

ven

dor

mas

ter d

ata

49Li

ght &

Mus

ic L

td. p

urch

ases

mos

t of

thei

r ite

ms

from

thei

r con

trac

tors

.W

hen

ente

ring

an

orde

r, th

ey w

ould

like

the

syst

em to

sug

gest

onl

y th

e

C, O

Add

use

r-de

fined

val

ues

(for

mat

ted

sear

ch)

on th

e it

em n

umbe

r fie

ld in

the

Purc

hase

Ord

er d

ocum

ent.

Add

a q

uery

to

filte

r ite

ms

by th

e se

lect

ed v

endo

r.

3-25

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

item

sth

at a

re s

uppl

ied

by th

eco

ntra

ctor

alr

eady

ent

ered

.

50Th

ey h

ave

all t

heir

ven

dors

’ pri

ce li

sts

avai

labl

e. In

gen

eral

, pri

ces

are

valid

for o

ne c

alen

dar y

ear a

nd t

heve

ndor

s se

nd L

ight

& M

usic

Ltd

. new

pric

e lis

ts r

egul

arly

. The

con

trac

tors

send

the

pric

e lis

ts a

s Ex

cel s

heet

s.

To d

efin

e da

te d

epen

dent

pri

ce li

sts,

cho

ose

Pric

e Li

sts>

Perio

d an

d V

olum

e D

isco

unts

,th

en c

hoos

e Ad

d It

ems

to d

ispl

ay th

e Sp

ecia

lPr

ices

win

dow

. Dou

ble-

clic

k th

e ro

w fo

r the

item

to s

et th

e va

lid d

ate

rang

e in

the

Peri

odD

isco

unts

win

dow

.

How

com

plex

are

thei

r pri

ce li

sts?

Can

they

be

impo

rted

usi

ng th

e Im

port

from

Exc

el u

tility

?

51In

ord

er to

com

pare

ven

dor p

rice

s,Li

ght &

Mus

ic L

td. w

ants

to

be a

ble

todi

spla

y al

l pri

ce li

sts

in a

tabl

e, s

o if

this

is p

ossi

ble,

ple

ase

also

dem

onst

rate

this

.

S, I

Run

the

Item

s Li

st re

port

und

er In

vent

ory

tose

e al

l the

pri

ce li

st p

rice

s fo

r an

item

.

To d

ispl

ay th

e la

st p

urch

asin

g pr

ice

for a

nite

m, r

un th

e La

st P

rice

s re

port

.

You

can

also

dis

play

the

last

pri

ce in

the

purc

hase

ord

er b

y pr

essi

ng C

trl+

Tab

in th

eU

nit P

rice

fiel

d.

Is th

ere

a ne

ed to

cal

l up

this

repo

rtfr

om th

e Pu

rcha

se o

rder

?

52Li

ght &

Mus

ic L

td. h

as a

spe

cial

agre

emen

t wit

h M

edia

Equ

ipm

ent

Corp

for

the

40-in

ch L

CD d

ispl

ays

for

the

mul

ti sc

reen

s. W

hen

they

buy

50

Hin

t: c

heck

the

func

tiona

lity

unde

r the

Pri

ceLi

sts

men

u.

3-26

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

piec

es, t

hey

get a

dis

coun

t of 1

0%.

Whe

n th

ey b

uy 1

00 p

iece

s, th

ey g

et a

disc

ount

of 1

5%.

53Li

ght &

Mus

ic L

td. w

ants

to

subm

it a

war

rant

y cl

aim

to th

e ve

ndor

if a

prod

uct i

s de

fect

ive.

The

refo

re, w

hen

Ligh

t & M

usic

Ltd

. rec

eive

s it

ems

equi

pped

with

ser

ial n

umbe

rs b

y th

em

anuf

actu

rer,

thes

e se

rial

num

bers

mus

t be

ente

red.

S, I

Whe

n yo

u cr

eate

the

Goo

ds R

ecei

pt P

O,

ente

r the

man

ufac

ture

r se

rial

num

ber

as w

ell

as th

e Li

ght &

Mus

ic s

eria

l num

ber.

Sele

ct “

On

ever

y tr

ansa

ctio

n” a

s th

em

anag

emen

t met

hod

for s

eria

l num

bers

inth

e G

ener

al S

ettin

gs.

Use

rs

5415

em

ploy

ees

will

use

SA

P Bu

sine

ssO

ne.

The

mai

n em

ploy

ees

who

will

use

the

syst

em in

itial

ly a

re:

Mic

hael

Sm

ith –

ow

ner

Clai

re T

hom

as –

Chi

ef A

ccou

ntan

t

Sara

h M

iller

– S

ales

Man

ager

Mag

gie

Burn

s –

Sale

s Em

ploy

ee

Dav

id B

urns

– S

ales

Em

ploy

ee

Edw

ard

Pett

y –

Purc

hasi

ng M

anag

er

S, I

Crea

te d

epar

tmen

ts a

nd u

sers

. Not

e: fo

r dat

aow

ners

hip

and

com

mis

sion

, nee

d to

cre

ate

empl

oyee

mas

ter d

ata

as w

ell.

Nee

d to

kno

w th

e or

gani

zatio

nal a

ndre

port

ing

stru

ctur

e fo

r :

auth

oriz

atio

ns, d

epar

tmen

ts, a

ppro

val

proc

edur

es.

3-27

Map

ping

Lig

ht &

Mus

ic’s

Req

uire

men

ts t

o SA

P B

usin

ess

One

TB12

00 S

AP

Busi

ness

One

– Im

plem

enta

tion

and

Sup

port

Are

aLi

ght &

Mus

ic R

equi

rem

ents

Ana

lysi

s:S

– S

tand

ard

I –

In S

cope

O –

Out

of S

cope

C –

Cus

tom

izat

ion

Map

ping

Idea

sA

ddit

iona

l Que

stio

ns fo

r C

lient

John

Edi

son

– Pr

oduc

tion

Man

ager

Rich

ard

Long

– W

areh

ouse

Man

ager

55O

nly

Mic

hael

Sm

ith a

nd C

lair

eTh

omas

can

run

the

fina

ncia

l rep

orts

S, I

Gen

eral

aut

hori

zatio

ns.

56Th

e sa

les

man

ager

, Sar

ah M

iller

, doe

sno

t wan

t sal

es e

mpl

oyee

s to

hav

eac

cess

to e

ach

othe

r’s

sale

sdo

cum

ents

. On

the

othe

r ha

nd, S

arah

wan

ts to

hav

e ac

cess

to a

ll sa

les

docu

men

ts.

S, I

Dat

a ow

ners

hip

auth

oriz

atio

ns. N

eed

tocr

eate

em

ploy

ee m

aste

r dat

a an

dde

part

men

ts.

57M

icha

el S

mith

is v

ery

conc

erne

dab

out s

ecur

ity a

nd r

equi

res

pass

wor

ds to

be

chan

ged

on a

regu

lar b

asis

, sev

eral

tim

es a

yea

r.

S, I

Set p

assw

ord

secu

rity

leve

l to

med

ium

3-28

SAP Business OneBusiness Blueprint

forLight & Music

Public

SAP Business OneAcceleratedImplementation Program

Version 2.0

3-29

SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Table of Contents

Section 1 Company Details

Section 2 General Settings

Section 3 Currencies

Section 4 General Ledger Account Segments and Chart ofAccounts

Section 5 Bank Information

Section 6 G/L Account Determination

Section 7 Warehouses

Section 8 Item Groups

Section 9 Sales Tax Codes

Section 10 Payment Terms and Payment Methods

Section 11 Company Credit Card Information – A/R

Section 12 Company Credit Card Information – A/P

Section 13 Users and Passwords

Section 14 Territories, Commission Groups and Salespeople

Section 15 Customer Groups

Section 16 Vendor Groups

Section 17 Manufacturers

Section 18 Shipping Types

Section 19 Document Settings

3-30

SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

1. Company Details

Company Name:Used in reports and with the company addressinformation

Light & Music Ltd.

Company Address 49 Business St

Internet Address www.lightandmusic.com

Phone 1 020 234 5678

Phone 2

Fax

Company general information E-Mail address info@lightandmusic.com

Local Currency use local currency, e.g., British Pound

System Currency use local currency, e.g., British Pound

Will your business use any of the SBO (SAPBusiness One) tax features?Tax types may include Sales Tax, Use Tax,Value Added Tax

Yes

Does your business currently use a segmentedChart of Accounts? No

Does your business require Multi-LanguageSupport?This function is used to translate field names inBusiness One to foreign languages and printthem in documents you send to foreign businesspartners.

Yes

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Which inventory valuation method would you liketo default into new item records? This assumesPerpetual Inventory is to be used.Note this can be changed to another method atthe time a new item master record is created.

Options:Moving Average

StandardFIFO

Moving Average

Note: Light & Music will use MovingAverage for purchased items, andwill use Standard for multi-screensthat are produced in house. Thedefault valuation method for themulti-screens will be set in theitem group master data.

Does your business allow a stock releasewithout a cost?Permits items to be included in documents suchas deliveries or A/R invoices, even when a costprice has not been determined. Select when theinventory valuation is performed according tomoving average or FIFO. If you selectedStandard Price, a price has already beendefined.

No

Do you want the system to display credit valueswith a minus sign? If so, select the Display CreditBalance with Negative Sign checkbox.

Note: this checkbox is usually set automaticallybased on local practices. It cannot be changedafter you have posted transactions.

Display Credit Balance withNegative Sign

Do you want the system to reverse an amountusing a negative amount or a debit/credit switch?If you want to use a negative amount, select theUse Negative Amount for Reverse Transactioncheckbox.Note: this checkbox can be changed at any time.

Use Negative Amount for ReverseTransaction

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

2. General Settings

What are the standard posting periods for yourbusiness?

Fiscal CalendarDate From: January 01 to December31Number of Periods: 12 (months)Start of Fiscal Year: January

Customer Activity Alerts Options:You can restrict the creation of sales documentsfor customers and prompt a warning messageaccording to the following parameters:Credit Limit:

Select to check whether adding the salesdocument for the customer causes deviationfrom the credit limit defined for the customerin the Business Partner’s Master record.

Consider Deliveries BalanceSelect to check the customer's accountbalance and also the balance of their opendeliveries while applying the selectedrestrictions for customer activity.

Credit Limit: Consider Deliveries Balance

After you select the option(s)described above, select the typeof documents to which therestrictions apply and for which awarning message is launched:

A/R InvoiceDelivery

Sales OrderPick List

How does your business set the commission rateby, If used?Define how commissions are calculated. Acommission can be awarded based on the salesemployee, item, or customer specified in thedocument.

This setting influences where you can specify thesales commission percentage, but does notautomatically calculate any commissiontransactions.

You can change this setting at any time.

Sales employeesItemsCustomers

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

What default payment terms would you like touse for customer Sales Orders and A/R InvoicesNote: This is only a default that is used when newcustomer records are created. Payment termscan be changed in the customer record and insales documents.

Net 30 (30 days net)

What default payment terms would you like touse for vendor Purchase Order and A/P InvoicesNote: This is only a default for when new vendorrecords are created. Payment terms can bechanged in the vendor record and in purchasingdocuments.

Net 30 (30 days net)

Which time format would you like to use on thescreen display:

24 Hour

Which Date Format would you like to use on thescreen display:

DD/MM/YY

How many decimal places would you like to bedisplayed and used in calculations for:Note: This setting will define the respectivenumber of decimal places displayed for amounts,prices, exchange rates, quantities, percentages,and units.

Note: After a journal entry has been posted in thesystem, you cannot decrease the number ofdecimal places. You can only increase thenumber of decimal places up to 6 digits. Thischange is irreversible. The change will be appliedon future actions only, and has no retroactiveinfluence.Your selection effects calculations in SAPBusiness One, and the values that will be savedin the database. For example, if you chose 2decimal places for amounts and you work with 6decimal places for very small prices andquantities, totals might be not accurate.

Currency Amounts 2Prices 2Rates 2Quantities 2Percentage 2Units 2

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Does your business use Serial Numbered Items?If Yes: Choose the required method for assigningserial and batch-managed numbers to items:

On Every Transaction – you are required toassign serial or batch numbers for everyinventory transaction.

On Release Only – you are required to assignserial or batch numbers for inventory releasetransactions only. It is optional for othertransactions.

Are serial numbers unique by:

None

Manufacturer’s serial no

Serial no

Lot no

Note: Unique serial numbers are required forautomatic creation of equipment cards.

Yes

On every transaction

Serial no

Automatically create customerequipment card

Does your business track items by lots orbatches?

No

When new items are added to your Item Masterdata, would you like all items to be available in allwarehouses or select which items are available ineach warehouse?

All Items available in all warehouses.

Where should the system find the default G/Laccounts for inventory postings?

Warehouse

Item Group

Item level

Item Group

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

3. CurrenciesList the currencies that your business may use in your sales or purchases

Currency Name Currency Code

UK Pound GBP

US Dollar Yes / No USD

Euro Yes / No EUR

Other add additional currencies if used in your localization

4. General Ledger Account Segments & Chart of Accounts Please provide a current copy of your business’s Chart of Accounts in Excel

format if possible. Note: this section is valid only for certain localizations.

Does your current Chart of Accounts use account segmentation? If so how are segmentsset up?

Segmentation Name Size Type

i.e. Natural Account___________________

i.e. 8 _____ Alphanumeric or Numeric only

i.e. Department___________________

i.e. 3______

Alphanumeric or Numeric only

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

5. Bank Information

Bank Acct 1 Bank Acct 2 Bank Acct 3 Bank Acct 4 Bank Acct 5

Bank Code(up to 19characters)

National

Country Code(if other thanUSA)

UnitedKingdom

Bank Name National Bank

AccountNumber(Last 4 digits)

12345678

Branch 112233

Address

City, St Zip

Bank G/LAccount

Select theNational BankG/L accountfrom the chartof accounts

Check ClearingG/L Account

ABA RoutingNumber(optional -Informationonly)

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

6. Default G/L Account Determination for Transaction PostingsNote: Leave blank any unclear types of G/L account codes requested.

Sales – G/L Account Determination G/L Account Code

Domestic A/R(control account)

Required

Foreign Receivables

Checks Received(Un-deposited Funds)

Cash on Hand(Default Petty Cash Account)

Required

Underpayment A/R(Customer Payments are Short)

Overpayment A/R(Customer Payments are Over)

Realized Exchange Difference Gain(Only used when using Foreign Currency in A/R

Invoices & Payments)

Realized Exchange Difference Loss(Only used when using Foreign Currency in A/R

Invoices & Payments)

Cash Discount(Customer Cash Discounts Earned for paying within

certain Terms)

Required

Revenue Account(Default Sales Revenue Account)

Required

Sales Credit Account(A/R Credit Memo Revenue Account)

Required

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Default G/L Account Determination for Transaction Postings (Cont)

Purchasing – G/L Account Determination G/L Account Code

Domestic A/PRequired

Foreign Payables

Realized Exchange Difference Gain(Only used when using Foreign Currency in A/PInvoices & Payments)

Realized Exchange Difference Loss(Only used when using Foreign Currency in A/PInvoices & Payments)

Bank Transfer(Default Bank Account used on outgoing vendorpayments via electronic bank transfer)

Required

Cash Discount(Cash Discounts Earned for paying A/P within certainTerms)

Required

Expense Account(Purchases of Non-Stocked Items)

Required

Purchase Credit Account(A/P Credit Memo Account for Purchases of Non-Stocked Items)

Required

Underpayment A/P(A/P Payments are Short – not normally used in USLocalizations)

Overpayment A/P(A/P Payments are Over – not normally used in USLocalizations)

Expense and Inventory Variance Account(A variance account for clearing journal entries createdby A/P credit memos based on A/P invoices or bygoods returns based on goods receipt POs in whichfreight charges or prices were changed.)

Required

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Default G/L Account Determination for Transaction Postings (Cont)

General G/L Account Code

Credit Card Bank Fee

Rounding Account(An account for the system to use in journal entriesautomatically created for rounding differences. Thismay occur when you define rounding for certaincurrencies or for sales documents.)

Period-End Closing Account(This account is used once a year to clear the P & Laccounts into Current Retained Earnings. It should bean Equity G/L Account but not the same account asyour standard Retained Earnings Account)

Required

Opening Balance Account(The offsetting account used when entering openingbalances)

Required

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Default G/L Account Determination for Transaction Postings (Cont)

Inventory G/L Account Code

Inventory Account Required

Finished products – Multi-screens

You need a separate inventoryaccount for multi-screens. Thiswill be assigned to the itemgroup.

Cost of Goods Sold Account Required

Cost of Goods Sold Account – Multi-screens

You need a separate cost ofgoods sold account for multi-screens. This will be assigned tothe item group.

Allocation Account(Inventory Receipts A/P Accrual)

Required

Variance Account(Used only with Standard Cost Inventory Item Types)

This will be assigned to the ItemGroup for multi-screens

Price Difference Account(Records a price difference to this COGS account ifthe A/P invoice cost differs from the PO GoodsReceipt cost and there is 0 or less than the quantityreceived to apply the cost difference to in the InventoryAccount)

Required

Negative Inventory Account(Used to track the Landed Costs additions to theoriginal amount posted COGS when there is 0 or lessthan the quantity in inventory for which the landedcosts are being applied to)

Inventory Offset Decrease(An offsetting account to the Stock account used inGoods Receipts and negative differences in StockPostings (updates after inventory).

Required

Inventory Offset Increase(An offsetting account to the Stock account used inGoods Receipts and positive differences in StockPostings (updates after inventory).

Required

Sales Returns(The inventory account to use when returning stock toinventory via a A/R Credit Memo or Goods Receipt)

Required

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

Realized Exchange Difference(Only used when using Foreign Currency in InventoryPurchasing documents)

Goods Clearing Account(Used only when a PO Goods Receipts has beenposted to the Inventory and A/P Accrual account andnow the user closes the PO Goods Receipt instead ofdrawing it into a A/P Voucher. This account is used asthe offset account to the debit to A/P Accrual. Formost businesses this type of transaction would notoccur.)

Required

Decrease GL Account(Used as a balancing account when the stock value isdecreased due to the creation of a material revaluationdocument.)

Increase GL Account(Used as a balancing account when the stock value isdecreased due to the creation of a material revaluationdocument.)

WIP Inventory Account(Define an account in which the system maintains thevalue of the items that are included in the productionprocess. That is, the period when production hasbegun but the final product is not ready yet.)

Required

WIP Inventory Variance Account(An account in which the system maintains thevariance amounts of the items that participate in theproduct process. The amount is posted when theproduction order's status is 'Closed'.)

Required

Expenses Clearing Account(Used as the A/P Accrual account for AdditionalExpenses in the PO Goods Receipt, i.e. freight)

Required

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

7. WarehousesThe warehouse’s G/L Account Determination will default in from the Inventory G/LDetermination set up previously in #6 Default G/L Account Determination forTransaction Postings – Inventory Table. The warehouse G/L Determinations can bemodified once the Initial Core Configuration has been delivered.

Warehouse Code(up to 8 characters)

WH01 WH02 WH03 WHR

Warehouse Name Main WH02 WH03 Rental

Location(Several warehouse can begrouped by Location)

London Liverpool Glasgow

Street Address

City, ST Zip London Liverpool Birmingham

County (Optional)

Country

Tax Code Default(This Tax Code will default intoA/R documents when thiswarehouse is used)

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

8. Item Groups

Complete the blueprint for item groups to meet the client requirements. For the Light& Music requirements, refer to rows 28 and 40 in the requirements table.

Item Group Name(up to 20 characters)

Multi-screens Accessories Sets Raw materials

Default Planning Method

Default Procurement Method

Default Order Multiple(For example, if the value is12, the items are ordered inmultiples of 12.)

Default Minimum OrderQuantity

Default Lead Time in Days

Default Valuation Method

Notes:

The Item Group’s G/L Account Determination will default in from the Inventory G/LDetermination set up previously in #6 Default G/L Account Determination forTransaction Postings – Inventory Table. The Item Group G/L Determinations can bemodified once the Initial Core Configuration has been delivered.

Item Groups are also heavily used in Sales Analysis and reporting. Defining ItemGroups with Reporting and a possible General Ledger implication in mind is helpful.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

9. Sales Tax CodesIf your business collects or tracks Sales by Taxing Authority please complete thetables below.Note: this section applies only to North America. You should define tax rates andcodes for your localization.

Sales Tax Code:____

Sales Tax Name:_______________________

Sales Tax TotalRate: ___

Tax Authority:______(i.e. State, County,City)

Name:________

Tax on Tax? Rate:_____

Sales Tax PayableG/L: ____________

Tax Authority:______(i.e. State, County,City)

Name:________

Tax on Tax? Rate:_____

Sales Tax PayableG/L: ____________

Tax Authority:______(i.e. State, County,City)

Name:________

Tax on Tax? Rate:_____

Sales Tax PayableG/L: ____________

Tax Authority:______(i.e. State, County,City)

Name:________

Tax on Tax? Rate:_____

Sales Tax PayableG/L: ____________

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

10. Payment Terms and Payment MethodsComplete the blueprint to meet the client requirements. For the Light & Musicrequirements, refer to rows 3 and 45 in the requirements table.

Define Payment Terms

Terms Code Net30-AR Net07 Cash Net30-AP

Due Date Based onDoc Date

Posted DateSystem Date

Start Calculating Due Datefrom(If other than above)

Month Start

Month EndHalf Month

How Many Days fromStart is the Invoice Due:

Does this Payment Termhave installments?

Should SAP Open theIncoming PaymentWindow when thisPayment Terms is used?

Does this Payment Termhave a Cash Discount?If so what are the terms?

Define PaymentMethodsPayment Method Code

Description

Payment Means

House Bank

File Format

Note: Payment Methods are required if the Payment Wizard is used.

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

11. Credit Card Information for Incoming Customer Payments

Credit Card Name

G/L Account Credit Card Depositsare made to

Credit Card Merchant Number

Credit Card Manual AuthorizationTelephone Number

How Often a Week is the CreditCard Settled to the Bank?

How Many Days after the CreditCard is Settled to the bank are thefunds deposited into your account?

What is the Minimum $ Amountallowed to use this Credit Card?

What is the Maximum $ Amountallowed in this Credit Card withoutan Authorization?

12. Company Credit Card Information for Outgoing BusinessPayments

Company Credit Card Name

Liability G/L Account for thisCredit Card

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

13. Users and Passwords

User Code (up to 8 characters)

User Name Michael Claire Richard Sarah Maggie

Super user Y N N N N

E-Mail Address

Mobile Phone

Fax

Initial Password

Branch

Department Owner Accounting Warehouse Sales Sales

User Code(up to 8characters)

User Name David Edward John Sally Mark

Super user N N N N Y

E-Mail Address

Mobile Phone

Fax

Initial Password

Branch

Department Sales Purchasing Production Accounting IT

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

14. Territories, Commission Groups and SalespeopleIf your business used territories to manage your salespeople please complete thetable below:

Territory Name Parent Territory Order

If your business uses a straight commission percentage by salesperson, item groupor customer please complete the table below:Note: Other types of custom commission plans can be reviewed during theimplementation process.

Commission Group Name Commission Percentage

If your business tracks sales by salesperson please complete the table below:

Sales Employee Name Commission Group Percent Commission

Maggie Martins

David Burns

Sarah Miller

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

15. Customer GroupsCustomer Groups are assigned in the Customer’s Master File record. TheseCustomer Groups are used heavily in Sales Analysis and other reporting.

Customer Group Name

Hotels

Fairs

Exhibitions

Companies

16. Vendor GroupsVendor Groups are assigned in the Vendor’s Master File record. These VendorGroups are used heavily in Purchase Analysis and other reporting.

Vendor Group Name

Contractors

Independent Vendors

17. ManufacturesManufactures are assigned in the Item’s Master File. These Manufactures are usedto support the purchasing process and Item Look ups.

Manufacture’s Name

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

18. Shipping Types

Shipping Types are used in the Sales and Delivery process.

Shipping Type Shipper’s Web Site

Set for your localization Set for your localization

19. Document SettingsReview the blueprint settings with your instructor.

General

Would you like SAP B1 to Calculate theGross Profit for all A/R Invoices?Note: gross profit is used in the SalesAnalysis report.

YesUse Item Cost as base price origin

Which would you like the Remarks Area onTarget Documents to include:

Customer/Vendor Ref. No. (CustomerPO or Vendor Order )

The Base Document’s Number.(i.e. an invoice created from a SalesOrder would list “Created from SalesOrder Number: xxx” in the Remarkssection of the Invoice)

When Displaying a Sales BOM (Kitted Item)in Documents, Show

Price and Total for Parent Item Only Price for Child Items that Comprise

Parent

When Attempting to Release Stock Belowitem’s Minimum Level, what would you likethe system to do:

Do Not Warn Warning Only Block Release

if so, by Warehouse Yes / No:

Does your business allow NegativeQuantity?

Yes No

If rounding is required, which methodshould the system use when rounding?

By Currency By Document

Check with your instructor

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SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

In your purchasing documents would youlike the Exchange Rate Based on:

Posting Date Document Date

Rounding MethodWould you like the system to round the taxamount in rows(Select to set the rounding of tax amountsper document row. If this option isdeselected, document rows display the notrounded tax amount, and the system willround tax amounts per tax group.)

Yes No

Check with your instructor

Display Rounding Remark(Select to determine whether a remark willbe displayed in the Remarks field of thesales document when an amount has beenrounded. If you select the checkbox, aremark in a foreign-currency invoice for acustomer is displayed stating that thediscount amount is different from thediscount percentage due to rounding.)

Yes No

Would you like to Warehouse Address setup in the Warehouse file on PurchaseOrder?(Select if you want the Ship To address ofthe purchase document (Logistics tab) to bethe warehouse address. If this checkbox isdeselected, the Ship To address will be theaddress of the company)

Yes No

Manage Freight Yes

Would you like the system to blockdocuments (i.e. Invoices, A/P Vouchers)that have a posting date in the past or thefuture

Block Documents with a Past PostingDate

Block Documents with a Future PostingDate

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Project Realization: Exercises

Unit: Project RealizationTopic: Create and Initialize a Company

At the conclusion of this exercise, you will be able to:

Create a new company in your localization

Set up basic information for your new company, including:- Company Details- House Bank- Payment Terms and Payment Methods- General Settings- Document Settings- Item Groups and G/L Account Determination- Warehouses

Backup your new company using the Service Manager

Perform basic initialization and define company details for Light& Music Ltd., as defined in the Business Blueprint.

1-1 Create a new company for Light & Music Ltd.Create a new company called Light & Music in your own localization. If you arecreating this company on a common, shared server in the classroom, you should nameyour company Light & MusicXX, where XX is a unique number allocated to you bythe instructor.

Note: you must have a valid license for the localization installed on your system. If youdo not have a valid license, contact the instructor.

Choose the template option for the chart of accounts. This gives you an opportunity tosee the sample accounts in the template.Do not copy user-defined fields, tables, and objects from your current database.

Set the posting periods as defined in section 2 of the Business Blueprint for Light &Music. Change the Due Date on the last period of the financial year according to thePayment Terms, for example, the Due Date may be 30 days plus.Note: You will have the ability to adjust the dates on the posting periods, if required,after you have created the company, before you post any transactions.Write down the password for your new company ____________.

4-1

1-2 Enter the company detailsEnter the company details from section 1 and section 2 of the Business Blueprint.

Define the basic initialization for currency, multi-language, perpetual inventory, andvaluation method. Use negative amounts for reverse transactions.

Define the company details for holidays.

1-3 Check and Adjust the Chart of Accounts Template1-3-1 Add or rename an asset account for the house bank

Add a new cash account, or rename an existing account (see section 5 in theBusiness Blueprint). The name of the house bank is National Bank.

1-3-2 Add or rename an account for pre-paid insuranceMake sure there is a G/L account for posting the advance payment, orprepayment, for fire and water insurance.Check with your instructor for any additional accounts required for taxpurposes.

1-4 Define the House Bank.Add a new Bank for National Bank. The Bank Code is National.

Define this Bank as the House Bank. Enter the country, branch and account numberfrom the Business Blueprint section 5. Assign the G/L account you created in step 1-3-1.Set the House Bank as default in the Company Details.

1-5 Define Payment Terms and Payment MethodsDefine the Payment Terms for customers and vendors as specified in the BusinessBlueprint section 10.Define the Payment Methods for customers and vendors as specified in the BusinessBlueprint section 10.Additionally, set the Payment Run Defaults for the Payment Wizard.

1-6 Define General Settings.Define the General Settings as specified in the Business Blueprint section 2.Define settings on the BP and Inventory tabs.

Select the Path tab and choose a folder for the Pictures Folder. This folder should beshared.

4-2

1-7 Define Document Settings. Define the Document Settings as specified in the Business Blueprint section 19.These include “Manage Frieght in Documents.” Calculate Gross Profit based on theitem cost.

On the Per Document tab, activate the item availability check for Sales Orders. On the Per Document tab, set the option to create child Purchase Orders from aPurchase Order that pertains to multiple warehouses.

4-3

1-8 Create Item Groups and Set the G/L Account DeterminationThe G/L Account determination is automatically created using the accounts in thetemplate chart of accounts. However, Light & Music wants to set the G/L AccountDetermination at the item group level. This was specified in the General Settings.Therefore you need to create the item group first then make adjustments to the G/Laccounts in the item group.

Important: In a real implementation project you need to plan and make these changeswith the client accountant.

1-8-1 Create an item group for multi-screensCreate an item group called Multi-screens. The item group details forplanning and procurement are specified in the Business Blueprint section 8.

1-8-2 Set the G/L account determination for the multi-screens item group

Replace the default G/L accounts for inventory, cost of goods sold, and workin progress. Note: you may need to create new G/L accounts.

ItemGroup

Account Name Default Account

Multi-Screens

Inventory (stock)Account

1. Create a new account in the BalanceSheet section of the chart of accountscalled Finished Products – Multi-screens

2. Select this account as the defaultaccount for this item group

Cost of Goods SoldAccount

1. Create a new account in the P&Lsection of the chart of accountscalled COGS – Multi-screens

2. Select this as the default account forthis item group

WIP VarianceAccount

1. Create a new account in the P&Lsection of the chart of accountscalled Difference – Standard Cost

2. Select this as the default account forthis item group

WIP InventoryVariance Account

1. Create a new expenditure account inthe P&L section of the chart ofaccounts called Difference –Standard Cost

2. Select this as the default account forthis item group

4-4

1-8-3 Create an item group for accessoriesCreate an item group called Accessories. The item group details for planningand procurement are specified in the Business Blueprint section 8.Note: to save time, use the default G/L accounts for this item group.

1-8-4 Create an item group for raw materialsCreate and item group for Raw Materials. Note: check to see if this groupalready exists.Use the default G/L accounts for inventory and cost of goods sold.

Note: the item group Sets is not needed for the exercises.

1-9 Define Warehouses.Create Warehouses as specified in the Business Blueprint section 7.

1-10 Backup your new company database.Use the SAP Business One Service Manager. Note: if you are using a shared server,you will not be able to use the backup service.

4-5

Project Realization: Solutions

Unit: Project RealizationTopic: Create and Initialize a Company

1-1 Create a new company for Light & Music Ltd.

Choose Administration Choose Company.

Choose the New button then choose New.Enter your site user password.

Enter Light & Music as the name for the company. The company name will appearabove the SAP Business One menu. If you are creating this company on a common,shared server in the classroom, you should name your company Light & MusicXX,where XX is a unique number allocated to you by the instructor.

Enter a database name. Note: the database name cannot include special characters apartfrom underscore.

Note: If this is a new SAP Business One installation, and a license key has not yet beeninstalled, the Trial Version checkbox will be automatically checked. If the license hasbeen installed, it should display in this window.The checkboxes to copy user-defined fields, tables and objects from the company youare currently using to the new company are automatically checked. Uncheck thesecheckboxes.Enter information for the new company:

Choose Company Values

License If you have multiple licenses, select the correct localizationlicense

Local Settings Select the country localization from the Local Settingsdropdown list. Note: the localization must match the license.

Chart of Accounts Choose the template for the localization.

Base language Choose the base language from the dropdown list.

4-6

Open the Posting Period window and define the posting periods as defined in theBusiness Blueprint section 2:

Posting Periods Values

Period Code Enter a code for the period, for example, the current year.

Period Name Enter a name for the period, for example, the current year.

Sub-Periods Choose Months from the dropdown list.

Dates Change the Due Date on the last period of the financial yearaccording to the Payment Terms, for example, the Due Datemay be 30 days plus. Leave the other date ranges to the default settings. You canchange them later if necessary.

Note: If you need to import or post transactions for a previous fiscal year, you need todefined the posting periods for the earlier year before you define the periods for thecurrent year.Choose Continue.

Choose OK. The system will create a new company and database. This will takeseveral minutes.

Create a password for the new company (user manager).Write down the password ____________.

Choose Update.Enter a name and job title and acknowledge the End User Licensing Agreement(EULA).Note: you must enter both a name and a job title.

4-7

1-2 Enter the company details.

Choose Administration System Initialization Company Details.

Choose the General tab.Enter the information for Light & Music as defined in the Business Blueprint sections1 and 2:

Company Details Values

Street / PO Box 49 Business StreetCityZipcodeCountry/StateCountry

Enter for your localization.

Active Manager Michael SmithTelephone 1 Enter for your localization.E-Mail info@lightandmusic.com

Choose the Accounting Data tab and enter tax information for the localization. Yourinstructor can provide details.

Adjust the default holidays if needed.Choose the Basic Initialization tab and enter the company information:

Company Details Values

CoA template Note: you cannot change the template afteryou have posted any transactions

Local Currency Choose a currency. You cannot change thisafter you have posted any transactions.

System Currency Choose a currency. You cannot change thisafter you have posted any transactions.

Default Account Currency All Currencies

Display Credit Balance with negativeSign

Use Segmentation Accounts Only check if valid for your localization.

Use Negative Amount for ReverseTransaction

Permit More than One DocumentType per Series

Do not check

Multi-LanguageUse Perpetual InventoryItems Group Valuation Method Moving AverageHouse Bank The house bank will be added later.

Choose Update to complete the initialization of Company Details.

4-8

1-3 Check and adjust Chart of Accounts template1-3-1 Add or rename an asset account for the house bank (National Bank)

Choose Financials Chart of AccountsSelect an active account in the relevant area of the asset drawer.

From the SAP Business One top menu choose Data Add.Enter the G/L account number and set this as a Cash account.Choose Add.

Note: instead of adding a new account you can rename an existing account.1-3-2 Add a new account, or identify an existing prepayment account that will be

used to post the pre-paid insurance.

1-4 Define the House Bank1-4-1 Add a new bank

Choose Administration Setup Banking Banks

Banks - Setup Values

Country Code Select from the dropdown list

Bank Code National

Bank Name National Bank

Choose Update.

1-4-2 Set the bank as a house bank

Choose Administration Setup Banking House Bank Accounts

House Bank Accounts - Setup Values

Bank Code National

Country This should be automatically enteredbased on the bank code, for example, GB

Branch 112233

Account No. 12345678

G/L Account Select the G/L account for the NationalBank

Choose Update then OK.

1-4-3 Set the house bank as default for the company

Choose Administration System Initialization Company Details.

Select the country, bank, account number and branch for the house bank, asdefined in step 1-4-2.

Choose Update.

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1-5 Define Payment Terms and Payment Methods1-5-1 Define payment terms

Choose Administration Setup Business Partners Payment TermsEnter the following information from the Business Blueprint section 10:

Payment Terms - Setup Values

Payment Terms Code Net30-AP

Due date Based On Document Date

Start From + 30 Days

Open Incoming Payment No

Cash Discount Name Define New:

Field Value

Code 3p72p14

Name 3p72p14

Days After Posting Date 7

Discount % 3

Days After Posting Date 14

Discount % 2

Choose Add

Choose Add.

Payment Terms - Setup Values

Payment Terms Code Net30-AR

Due date Based On Document Date

Start From + 30 Days

Open Incoming Payment No

Cash Discount Name Define New:

Field Value

Code 2p14

Name 2p14

Days After Posting Date 14

Discount % 2

Choose Add

Choose Add.

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Payment Terms - Setup Values

Payment Terms Code Net07

Due date Based On Document Date

Start From + 7 Days

Open Incoming Payment No

Choose Add.

Payment Terms - Setup Values

Payment Terms Code Cash

Due date Based On Document Date

Start From 0 Days

Open Incoming Payment Cash

Choose Add.

1-5-2 Define payment methods

Choose Administration Setup Banking Payment MethodsEnter the following information from the Business Blueprint section 10:

Payment Methods - Setup Values

Payment Method Code bt01

Description Outgoing Bank Transfers

Payment Type Outgoing

Payment Means Bank Transfer

House Bank Select the House Bank

File Format Select a file format

Note: the Payment Engine Add-on is requiredto process bank transfers.

Choose Add.

Payment Methods - Setup Values

Payment Method Code bt02

Description Incoming Bank Transfers

Payment Type Incoming

Payment Means Bank Transfer

House Bank Select the House Bank

File Format Select a file format

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Choose Add.

1-5-3 Define Payment Run defaults

Choose Administration Setup Banking Payment Run Defaults

Payment Run Defaults - Setup Values

Tolerance Days Enter a tolerance value. Light & Musicrequires 3 days.

Payment Methods Select the Payment methods createdearlier

Choose UpdateChoose OK.

1-6 Define General Settings

Choose Administration System Initialization General SettingsEnter the following information from the Business Blueprint section 2:

General Settings – BP tab Values

Credit Limit

Sales Order

Set Commission By Sales Employees

Default Pmt Term for Customer Select Net30-AR

Default Pmt Term for Vendor Select Net30-AP

Default Payment Method for Customer Select bt02

Default Payment Method for Vendor Select bt01

Enter the following company information on the Inventory tab:

General Settings – Inventory tab Values

Management Method On Every Transaction

Unique Serial Numbers by Serial Number

Auto. Create Customer Equipment Card

Default Warehouse General Warehouse

Set G/L Accounts By Item Group

Select the Services tab and adjust the desired settings.Select the Display tab and adjust the desired settings.

Note: these settings apply to the current user.

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Select the Path tab and choose a folder for the Pictures Folder. This folder should beshared.

Choose Update.Choose OK.

1-7 Define Document Settings

Choose Administration System Initialization Document SettingsEnter the following information from the Business Blueprint section 19:

Document Settings General Tab Values

Calculate Gross Profit

Base Price Origin Item Cost

Calculate % Gross Profit as Profit/Base Price

Document Remarks Include Base Document Number

For a Sales BOM in Documents, Display Price and Total for Parent Item(Tree) Only

Response to Release of Inventory below theMinimum Level

Warning Only

Block Negative Inventory by

Rounding Method By Currency

Manage Freight in Documents

Select the Per Document tab.Select Sales Order and check Activate Automatic Availability Check.

Select Purchase Order and check Split Purchase Order.Choose Update.

1-8 Create Item Groups and Set the G/L Account DeterminationThe G/L Account determination is automatically created using the accounts in thetemplate chart of accounts. However, Light & Music wants to set the G/L AccountDetermination at the item group level. This was specified in the General Settings.Therefore you need to create the item group first then make adjustments to the G/Laccounts in the item group master data.Note: In a real implementation project you need to plan and make these changes withthe client accountant.

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1-8-1 Create an item group for multi-screens

Choose Administration Setup Inventory Item Groups

Enter the following information from the Business Blueprint section 8:

Item Groups - Setup Values

Item Group Name Multi-screens

Planning Method MRP

Procurement Method Make

Default Valuation Method Standard

1-8-2 Set the G/L account determination for the mulit-screens item group

Choose the Accounting tab and replace the default G/L accounts:

G/L AccountDetermination

Account Name

Inventory (stock) Account 3. Create a new account in the Balance Sheetsection of the chart of accounts calledFinished Products – Multi-screens

4. Replace the default account with this newaccount

Cost of Goods SoldAccount

1. Create a new expenditure type account in theP&L section of the chart of accounts calledCOGS – Multi-screens

2. Replace the default account with this newaccount

WIP Inventory Account 1. Create a new account in the P&L section ofthe chart of accounts called WIP – Multi-screens

2. Select this as the default account for this itemgroup

WIP Inventory VarianceAccount

3. Create a new expenditure account in the P&Lsection of the chart of accounts calledDifference – Standard Cost

4. Replace the default account

Choose Add.

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1-8-3 Create an item group for accessoriesCreate the next item group:

Item Groups - Setup Values

Item Group Name Accessories

Planning Method None

Procurement Method Buy

Default Valuation Method Moving Average

Note: to save time, use the default G/L accounts for this item group.

Choose Add.

1-8-4 Create an item group for raw materialsNote: If there is an existing item group for raw materials already defined inyour chart of accounts, you can use that.

Item Groups - Setup Values

Item Group Name Raw Materials

Planning Method None

Procurement Method Buy

Default Valuation Method Moving Average

Use the default G/L accounts for this item group.Choose Add.

Note: The item group Sets is not needed for the exercises in this class.

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1-9 Define Warehouses

Choose Administration Setup Inventory Warehouses

Enter the following company information from the Business Blueprint section 7:

Warehouses - Setup Values

Warehouse Code wh01

Warehouse Name Main

Address details Enter as appropriate

Tax Enter as appropriate

Choose Add.

Warehouses - Setup Values

Warehouse Code wh02

Warehouse Name West

Address details Enter as appropriate

Tax Enter as appropriate

Choose Add.

Warehouses - Setup Values

Warehouse Code wh03

Warehouse Name East

Address details Enter as appropriate

Tax Enter as appropriate

Choose Add.

Warehouses - Setup Values

Warehouse Code WHR

Warehouse Name Rental

Address details Enter as appropriate

Tax Enter as appropriate

Choose Add.

1-10 Remember to backup your new company database!Use the SAP Business One Service Manager. Note: if you are using a shared classroomserver you will not be able to user the backup service.

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Users_License_AuthorizationsModule/Functionality ProfessionalLimited

CRMLimitedLogistics

LimitedFinancial

Administration Create new company FullChoose company Full Full Full FullForeign currenciesexchange rate Full Full

System initialization FullChange Password Full Full Full FullAuthorizations & dataownership Full

System definitions FullDefine user & salesemployees Full

License administration Full FullSales opportunitiessetting Full

CRM service settings Full FullEdit Chart of Accounts Full FullGL Accountdetermination Full

GL Account openingbalance Full

Approval procedures(stages, templates) Full Full

Approval proceduresReports Full Full Full Full

Document settings(numbering,print preferences)

Full

BP settings FullPayment term settings Full FullFinancial settings FullBanking settings FullInventory settings FullData Import & Export FullUtilities FullRestore FullAdd-on administration FullAdd-on manager Full Full Full FullAlerts management Full FullMessages/AlertOverview Full Full Full Full

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ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

Financials chart of accounts Full FullCreating journalentries Full Full

Journal vouchers Full FullCreating postingtemplates andrecurring postings

Full Full

Creating reversetransactions Full Full

exchange ratedifferences in JE Full Full

Conversion differencesFull FullEditing financial reporttemplates Full Full

Budget FullCost Accounting FullReposting controlaccount of BP (APA) Full Full

Financial reports Full FullBalance Sheet Report Full FullTrial Balance Report Full FullProfit and Loss Report Full FullDocument JournalReport Full Full

ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

SalesOpportunities

Sales opportunities Full FullSales opportunitiesreports Full Full

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ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

Sales – A/R Sales Quotations Full Full ViewSales Order Full Full FullDelivery Full Full Full ViewSO to PO (Back toBack – PO confirm) Full Full Full

Returns Full Full Full ViewDown PaymentRequest Full Full

Down Payment InvoiceFull View Full ViewDown Payment onOrder (US) Full Full Full View

Invoice Full View Full ViewInvoice Payment Full View Full ViewCredit Memo Full View Full ViewReserve Invoice Full View Full ViewCorrection invoice/reversal Full View Full View

Dunning wizard Full FullDocument generationwizard Full Full

A/R monthly invoice(APA) Full Full View

Exempt/Export/Debitmemo (LA) Full Full View

Excise invoice (APA) Full Full ViewSales Reports Full Full FullAlternative itemsselection Full Full Full

Change layout fordocument Full Full Full Full

Open itmes list Full Full FullDocument Printing Full Full Full

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ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

Purchase - A/P Purchase order Full Full Full ViewGood Receipt PO Full Full ViewReserve Invoice Full View Full ViewDown payment requestFull FullDown payment invoice Full FullAP Invoice Full FullGood returns Full Full ViewCredit memo Full View FullPO correction invoice/Reversal Full View Full View

AP Monthly invoice(APA) Full Full

Excise invoice (APA) Full FullDebit memo (LA) Full FullPurchase report Full Full FullOpen items list Full Full FullLanded costs Full Full Full

ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

BusinessPartner

Entering businesspartners data Full Full Full Full

Activities Full Full Full FullReconciling 2 Full FullBusiness partnersreports 2 Full Full 1 Full 1 Full 1

Calender Full Full Full Full

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ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

Banking incoming and outgoingpayments Full Full

Depositing checks andcredit card vouchers Full Full

Reconciling bankstatements Full Full

Processing bankstatements (BSP) Full Full

Internal reconciliation Full FullCredit Cardsmanagement Full Full

Checks management Full FullManaging Bills ofExchange Full Full

Automatic creation ofpayments (Wizard) Full Full

ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

Inventory Entering item data Full Full Full ViewCreating serialnumbers and batches Full Full

Creating and updatingprice lists Full View 5 View View

all Inventorytransactions Full Full View

Stock counting Full Full ViewCycle count Full Full ViewPick and Pack Full FullGood issues Full Full ViewGood Receipts Full Full ViewStock transfer Full Full Full ViewInventory re-valuation Full ViewInventory reports Full Full Full View 3

ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

Production Defining BOM Full FullProduction Orders Full Full ViewReceipt fromproduction Full Full View

Issue from production Full Full ViewUpdating parent itemprices Full

Production reports Full Full Full

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ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

MRP Defining productionforecasts Full

Generatingrecommendations Full

Recommendationreport Full

ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

CRM Service Service calls Full FullTracking equipment Full FullCreating servicecontracts Full Full

Knowledge base Full FullService reports Full Full

ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

HR Employees data FullHR reports Full

ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

Reports Generating queries byuser demands Full Full Full Full

XLR Full Full Full Full

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ProfessionalLimitedCRM

LimitedLogistics

LimitedFinancial

General Advanced (formatted)search Full Full Full Full

Creating andmaintaining User-defined fielddefinitions 4

Full

Creating andmaintaining User-defined tabledefinitions 4

Full

User Menu Full Full Full FullUser shortcuts Full Full Full FullForm Settings Full Full Full FullMessage Alerts Full Full Full FullDrag & Relate Full Full Full Full

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Project Realization: Exercises

Unit: Project RealizationTopic: User Accounts and Authorizations

At the conclusion of this exercise, you will be able to:Set the password policyDefine departmentsDefine user accountsSet the password for a new userDefine general authorizationsSet up document numbering series for usersTest general authorizations by logging in as different users

Define users and departments for Light & Music Ltd. usinginformation from the Business Blueprint.Define various authorizations for users at Light & Music Ltd.

1-1 Set the Password PolicyFor additional security, Light & Music have requested that user passwords need to bechanged every 60 days. Set the password policy in SAP Business One to implementthis.

1-2 Define Departments and User Accounts1-2-1 Define new departments for: Accounting, Warehouse, Sales, Purchasing,

Production, and Service.

1-2-2 Define the users. Refer to the Business Blueprint section 13 for details.

User Note

Michael Smith Use the General department. Michael Smith is the onlysuperuser.

Claire Thomas Select the department defined in the Business Blueprint

Richard Long Select the department defined in the Business Blueprint

Sarah Miller Select the department defined in the Business Blueprint

Maggie Martins Select the department defined in the Business Blueprint

David Burns Select the department defined in the Business Blueprint

Edward Petty Select the department defined in the Business Blueprint

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1-3 Set the Password for a New UserChange to the user Sarah Miller. At the prompt, enter and confirm a new password.Leave the old password blank.

Choose Administration System Initialization Company Details.What happens when you access this function? Why does this happen?________________________________________________________Choose Sales – A/R.Open a Sales Order.What happens when you open the sales order? Why does this happen?________________________________________________________

1-4 Switch back to the superuserChange back to the user ‘manager’.

1-5 Define General Authorizations 1-5-1 Define General Authorizations for Sarah (Sales Manager)

Subject AuthorizationGeneral Full AuthorizationGeneral > Print Layout Designer No AuthorizationGeneral > Query Print Layout No AuthorizationGeneral > Document Settings No AuthorizationGeneral > Access to ConfidentialAccounts

No Authorization

General > Period Status: ClosingPeriod

No Authorization

Administration >SystemInitialization > Numbering Series

Full Authorization

Sales Opportunities Full AuthorizationSales – A/R Full AuthorizationBusiness Partners Full AuthorizationBusiness Partners > InternalReconciliations

No AuthorizationNote: the authorization forBusiness Partners changes toVarious Authorizations

Inventory Full AuthorizationReports Full Authorization

Enter 20% as the maximum discount for sales.

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1-5-2 Define General Authorizations for Maggie (Sales employee)Maggie has the same general authorizations as Sarah. However, Maggieshould not have access to the Sales Opportunities module.Tip: Copy Sarah’s general authorizations to Maggie, then make theadjustments.Enter 10% as the maximum discount for sales.

Set the correct authorization to document numbering series for Maggie:

Subject Authorization

Administration > System Initialization> Numbering Series >

No AuthorizationNote: The authorization willchange to VariousAuthorizations after you set theauthorization to the series group

Administration > System Initialization> Numbering Series >Series – GroupNo. 2

Full Authorization

Sales Opportunities No Authorization

1-5-3 Define General Authorizations for David (Sales employee)David has the same general authorizations as Maggie.Set the correct authorization to document numbering series for David:

Subject Authorization

Administration > System Initialization> Numbering Series >Series – GroupNo. 2

No Authorization

Administration > System Initialization> Numbering Series >Series – GroupNo. 3

Full Authorization

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1-5-4 Define General Authorizations for Claire (Chief Accountant)Claire will be assigned a Professional license type (like Michael), but thereare some areas that should be restricted.Copy the general authorizations from Michael to Claire.

Change the authorizations for Claire:

Subject Authorization

General > Print Layout Designer No Authorization

General > Document Settings No Authorization

Administration > Data Import/Export No Authorization

Administration > ApprovalProcedures

No Authorization

Production Read-Only

MRP Read-Only

Service Read-Only

Human Resources No Authorization

1-6 Set up Document Numbering and SeriesThe three sales employees, Sarah, Maggie, and David, each need a differentnumbering series for sales documents. You will implement this by creating 3document numbering series. The default series will be used by Sarah, the secondseries by Maggie and the third series by David.

Set the numbering series for Sales Orders:

Set the default series numbering from 100 to 9999.

Set the next series numbering from 10000 to 19999. Assign this series toGroup 2. Note: Authorization to Group 2 was assigned to Maggie in step 1-1-2

Set the third series numbering from 20000 to 29999. Assign this series toGroup 3. Note: Authorization to Group 3 was assigned to David in step 1-1-3

Note: you can set the ranges for other marketing documents if time allows,but this is not required for the exercises in this course.

1-7 Test General Authorizations and Document NumbersNote: to test general authorizations you will need to login as Sarah, Maggie, andClaire. You will need to assign a license to the user before you login.

If you only have one Professional license, you will need to switch that license toeach user before you logon as that user.

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1-7-1 Assign a License to SarahSelect the user Sarah and check the selection box to assign the licensetype.Note: Assign a Limited Logistics license to Sarah if you have one onyour system. This will allow you to see what functions are allowed by thislicense type. If you only have one Professional license, you will need toswitch that license to each user before you logon as that user.

1-7-2 Test authorizations for SarahOpen up a new copy of SAP Business One and login as Sarah.If you are prompted to set a new password, leave the old password blankand enter a new password for Sarah. Write the password here__________.

Try to access Business Partners Internal Reconciliations. You shouldget an authorization error.Open a sales order.

Write down the number of the sales order __________.

1-7-3 Assign a License to MaggieUsing the manager session, select the user Maggie and check the selectionbox to assign the license type. If possible, assign a Limited Logisticslicense.

1-7-4 Login as Maggie (Sales)Switch to the SAP Business One session logged in as Sarah.

Choose Administration Choose Company.Choose Change User.

Enter the login credentials for Maggie.

1-7-5 Test authorizations for MaggieLogin as Maggie and access the Sales Opportunities module.

Choose Sales Opportunities.The Sales Opportunity document will not appear in the menu.

Open a sales order.Write down the number of the sales order __________.

1-7-6 Assign a License to ClaireUsing the manager session, select the user Claire and check the selectionbox to assign the license type. Assign a Professional license.

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1-7-7 Test authorizations for ClaireSwitch to the SAP Business One session logged in as Maggie.

Change user and login as Claire.Try to access Employee Master Data under the Human Resourcesmodule.

1-7-8 Switch back to the super userSwitch back to the manager session.

If you transferred your Professional license to one of the other useraccounts, remember to assign it back to the manager account.

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Solutions

Unit: Project RealizationTopic: User Accounts and Authorizations

1-1 Set the Password Policy

Choose Administration Setup General Security PasswordAdministration.Enter the following fields for Light & Music Ltd.:

Field Values

Security Level Select Custom.

Expiry After 60 days

Minimum Length 4

Minimum Number of UppercaseCharacters

0Leave all other settings 0

Password Example Choose Generate

Choose Update.

1-2 Define Deaprtments and User Accounts for Light & Music Ltd.

1-2-1 Define Departments

Choose Administration Setup General Users.

In the Department field, choose Define New from the dropdown list.Enter the following departments for Light & Music Ltd.:

Field Values Then Choose

Department Accounting Update

Department Warehouse Update

Department Sales Update

Department Purchasing Update

Department Production Update

Department Service Update

Choose OK.

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1-2-2 Define User Accounts

Choose Administration Setup General Users

Enter the following users for Light & Music Ltd. from the Business Blueprintsection 13:

Field Name or Data Class ValuesUser Code michaelUser Name Michael SmithSuperuserDepartment General

Password Choose the browse button to the right.Enter m123 as the password and confirm thepassword.

Choose Add.

Field Name or Data Class Values

User Code claire

User Name Claire Thomas

Department Accounting

Do not enter a password for this user.

Choose Add.

Field Name or Data Class ValuesUser Code richardUser Name Richard LongDepartment Production

Choose Add.

Field Name or Data Class Values

User Code sarah

User Name Sarah Miller

Department Sales

Choose Add.

Field Name or Data Class Values

User Code maggie

User Name Maggie Martins

Department Sales

Choose Add.

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Field Name or Data Class Values

User Code david

User Name David Burns

Department Sales

Choose Add.

Field Name or Data Class Values

User Code edward

User Name Edward Petty

Department Purchasing

Choose Add.

1-3 Set the Password for a New User.

Choose Administration Choose Company

Choose Change User.Enter the user “sarah” in the User Code Field

Choose OKEnter a new password for the user:

Change Password Values

Old Password Leave blank

New Password Enter a 4 digit password____________________

Note: you will use this password later.

Confirm Enter the password again

Choose Update.Open the Administration menu. If you try to open one of the sub-menus you will getan error. The user does not have a license or authorization to the functions.Choose Sales – A/R.

Open a Sales Order.You will see an error message. This is because the user does not have authorization tothe document numbering series.

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1-4 Switch back to the superuser.

Choose Administration Choose Company

Choose Change User.Enter the user “manager” in the User Code Field

Enter the password.Choose OK

1-5 Define General Authorizations for Light & Music Ltd.Note: General authorizations require careful planning with the client.

Choose Administration System Initialization Authorizations GeneralAuthorizations.Note: Michael Smith is set as a superuser so will receive Full Authorization to allfunctionality.

1-5-1 Define General Authorizations for Sarah (Sales Manager).Choose Sarah from the list on the left.Enter the following values for Light & Music Ltd.:

Subject AuthorizationGeneral Full AuthorizationGeneral > Print Layout Designer No AuthorizationGeneral > Query Print Layout No AuthorizationGeneral > Document Settings No AuthorizationGeneral > Access to ConfidentialAccounts

No Authorization

General > Period Status: ClosingPeriod

No Authorization

Administration >SystemInitialization > Numbering Series

Full Authorization

Sales Opportunities Full AuthorizationSales – A/R Full AuthorizationBusiness Partners Full AuthorizationBusiness Partners > InternalReconciliations

No AuthorizationNote: the authorization for BusinessPartners changes to VariousAuthorizations

Inventory Full AuthorizationReports Full Authorization

Enter 20% as the maximum discount for sales.

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Choose Update.

1-5-2 Define General Authorizations for Maggie (Sales)Hold your mouse over Sarah’s name until a rectangle appears around thename.

Move the rectangle to Maggie’s name in the list.Release your mouse over Maggie’s name.

Choose Copy in the System Message window.Maggie now has the same general authorizations as Sarah. However, Maggieshould not have access to all of the functions.Enter the following values for Light & Music Ltd.:

Subject Authorization

Administration > SystemInitialization > Numbering Series >

No AuthorizationNote: The authorization will change toVarious Authorizations after you setthe authorization to the series group

Administration > SystemInitialization > Numbering Series>Series – Group No. 2

Full Authorization

Sales Opportunities No Authorization

Enter 10% as the maximum discount for sales.Choose Update.

1-5-3 Define General Authorizations for David (Sales)Hold your mouse over Maggie’s name until a rectangle appears around thename.Move the rectangle to David’s name in the list.

Release your mouse over David’s name.Choose Copy in the System Message window.

David now has the same general authorizations as Maggie.Make the following adjustments to David’s general authorizations:

Subject Authorization

Administration > SystemInitialization > Numbering Series>Series – Group No. 2

No Authorization

Administration > SystemInitialization > Numbering Series>Series – Group No. 3

Full Authorization

Choose Update.

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David now has the same authorizations as Maggie, with the exception of thedocument numbering series.

1-5-4 Define General Authorizations for Claire (Chief Accountant).Claire will be assigned a Professional license type, but there are some areasthat should be restricted using general Authorizations.Hold your mouse over Michael’s name until a rectangle appears around thename.Move the rectangle to Claire’s name.

Release your mouse over Claire’s name.Choose Copy in the System Message window.

Claire now has the same general authorizations as Michael.Change the authorizations for Claire:

Subject AuthorizationGeneral > Print Layout Designer No AuthorizationGeneral > Document Settings No AuthorizationAdministration > DataImport/Export

No Authorization

Administration > ApprovalProcedures

No Authorization

Production Read-OnlyMRP Read-OnlyService Read-OnlyHuman Resources No Authorization

Claire now has the same authorizations as Michael, with the above exceptions.Choose Update.

1-6 Set up Document Numbering and SeriesThe three sales employees, Sarah, Maggie, and David, each need a different numberingseries for sales documents. You will implement this by creating 3 document numberingseries. The default series will be used by Sarah, series 2 by Maggie, and series 3 byDavid.

Choose Administration System Initialization Document Numbering.Enter the following information for Light & Music Ltd.:

Document Numbering - Setup ValuesSales Orders (default series) Select the First No. field and change the

value to 100.Select the Last No. field and change the valueto 9999.

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Double-click the row for Sales Orders. The Series – Setup window opens.Right-mouse click on the Primary series row, and choose Add Row.

Enter the following information for Light & Music Ltd.

Series - Setup Values

Name Series2Note: the Name cannot exceed 8 characters.

First No. 10000

Note: the new series must follow the firstseries numbering, with no gaps

Last No. 19999

Group Choose 2 from the list.

Note: you grant access to the group usinggeneral authorizations.

Select the row for the series then choose Set as Default.Choose Set as default for certain users.

Select the user Maggie from the list.Choose OK.

Choose Update.Choose Add Row.

Enter the following information for Light & Music Ltd.:

Series - Setup Values

Name Series3

First No. 20000

Last No. 29999

Group Choose 3 from the list.

Select the row for the series then choose Set as Default.Choose Set as default for certain users.

Select the user David from the list.Choose OK.

Choose Update.Choose OK to update the Document Numbering.

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1-7 Test General Authorizations and Document NumbersNote: You will need to login as users Sarah, Maggie, and Claire. Therefore you need tofirst assign a license to each user before you login.

1-7-1 Assign a License to Sarah

Choose Administration License License Administration.Select the user Sarah and check the selection box to assign the license type.

Note: Assign a Limited Logistics license to Sarah if you have one on yoursystem. This will allow you to see what functions are allowed by this licensetype. If you only have one Professional license, you will need to switch thatlicense to each user before you logon as that user.

1-7-2 Test the authorizations for Sarah (Sales manager)Open up a new copy of SAP Business One and login as Sarah. Do not closethe existing SAP Business One window.

If you are prompted to set a new password, leave the old password blank andenter a new password for Sarah. Write the password here __________.

Choose Business Partners Internal Reconciliations. You should get anauthorization error.Choose Sales A/R.

Open a sales order.The sales order number should be 100.

1-7-3 Assign a License to MaggieSwitch to the SAP Business One session logged in as manager.

Choose Administration License License Administration.Select the user Maggie and check the selection box to assign the license type.If possible, assign a Limited Logistics license.

1-7-4 Login as Maggie (Sales)Switch to the SAP Business One session logged in as Sarah.

Choose Administration Choose Company.Choose Change User.

Enter the login credentials for Maggie.

1-7-5 Test the authorizations for Maggie (Sales)Choose Sales Opportunities.The Sales Opportunity document will not appear in the menu.

Choose Sales A/R.Open a sales order.The sales order number should be 10000.

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1-7-6 Assign a License to ClaireSwitch to the SAP Business One session logged in as manager.

Choose Administration License License Administration.

Select the user Claire and check the selection box to assign the license type.Assign a Professional license.

1-7-7 Test the authorizations for Claire (Accountant)Switch to the SAP Business One session logged in as Maggie.Change user and login as Claire.

Choose Human Resources.The Employee Master Data will not appear in the menu.

1-7-8 Switch back to the super userSwitch to the manager session.Note: if you assigned the Professional license to another user, remember toassign it back to the user manager.

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PrProject Realization: Exercises

Unit: Project RealizationTopic: Data Transfer Workbench

At the conclusion of this exercise, you will be able to:

Create business partner groups

Prepare and import business partner master data using the DataTransfer Workbench

Prepare and import item master data using a customizedimport template

Import item prices

Import a new price list using the Import from Excel utility

Import the business partner and item master data for Light &Music Ltd. using information from the Business Blueprint.

Note:Because of the complexity of these exercises, please refer to the exercisesolutions.

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Project Realization: Solutions

Unit: Project RealizationTopic: Data Transfer Workbench

Important: These exercises are developed for the version of Data Transfer Workbenchsupplied with SAP Business One release 8.8 patch 11and higher.

1-1 Create business partner groupsNote: before you import business partners, you should set up business partner groups.You can import the groups using the Data Transfer Workbench or you can create themmanually in the system. In this exercise, you create the groups manually.

In SAP Business One, choose Administration Setup Business PartnersCustomer Groups.

In the Customer Groups – Setup window, enter the following values from theBusiness Blueprint section 15:

Field Value Then Choose

Group Name Hotels Update

Exhibitions Update

Companies Update

Architects Update

In SAP Business One, choose Administration Setup Business PartnersVendor GroupsIn the Vendor Groups – Setup window, enter the following values Business Blueprintsection 16:

Field Value Then Choose

Group Name Contractors Update

Ind. Vendors Update

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1-2 Run query to find internal codes for business partner groupsWhen you create business partner groups, the system allocates an internal code to eachgroup. In the DTW template for the business partner master data, you need to includethese codes instead of the group names.

Choose Tools Queries Query Generator.Choose Execute.

Choose the pencil icon to allow editing of a query.Enter a query to display all fields from the OCRG table:

SELECT * FROM OCRG T0Choose Execute.Write down the codes for each group:

HotelsExhibitions

CompaniesArchitects

ContractorsInd. Vendors

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1-3 Prepare business partner master data for import

Choose Start All Programs SAP Business One Data Migration Templates

Open the Templates folder then open the Business Partners folder.Open the Business Partner Master Data folder.

Tip: To find information on a field in a template, refer to the SAP Business One DIAPI online help. You can access this from the Help menu in Data TransferWorkbench.

1-3-1 Create a data import file for business partner header dataOpen OCRD - BusinessPartners.xlt.Enter the following values for Light & Music Ltd. Note: Check with yourinstructor for any additional required fields for your localization.

DI-API name Table field name Value

CardCode CardCode C0010

CardName CardName Hilton Hotels Worldwide

CardType CardType cCustomer

GroupCode GroupCode Enter the internal code for the groupHotels (e.g., 102)

Address Address Leave blank. You will enter businesspartner address information in theCRD1 - BPAddressess.xlt template.

Phone1 Phone1 020 345 6789

CreditLimit CreditLine 50000

VatLiable VatStatus vLiable

FederalTaxID LicTradNum GB1111222233333

Currency Currency GBPNote: if you leave blank this willdefault to the Local Currency in theCompany Details

CityCountry

CityCountry

Leave blank. You will enter businesspartner address information in theCRD1 - BPAddressess.xlt template.

DefaultAccount

DefaultBranchDefaultBankCode

DflAccount

DflBranchBankCode

Leave blank. You will enter businesspartner bank information in theOCRB - BPBankAccounts.xlttemplate

VatGroup ECVatGroup Use a suitable output tax code, suchas O1.

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DI-API name Table field name Value

Frozen frozenFor tNONote: Frozen is No by default whencreating a new business partner.

PartialDelivery PartDelivr tYESNote: Partial Delivery is Yes bydefault when creating a newbusiness partner.

BlockDunning BlockDunn tNONote: Block Dunning is No bydefault when creating a newbusiness partner.

BankCountry BankCountr Leave blank. You will enter businesspartner bank information in theOCRB - BPBankAccounts.xlt template

HouseBank HouseBank National Bank

HouseBankCountry HousBnkCry GB

HouseBankAccount HousBnkAct 12345678

PaymentBlock PaymBlock tNO

HouseBankBranch HousBnkBrn 112233

DeferredTax DeferrTax tNONote: Deferred Tax is No by defaultwhen creating a new businesspartner.

WebSite IntrntSite www.hhotels.com

DI-API name Table fieldname

Value

CardCode CardCode C0020

CardName CardName Showmasters

CardType CardType cCustomer

GroupCode GroupCode Enter the internal code for thegroup Exhibitions (e.g., 103)

Phone1 Phone1 020 300 4000

CreditLimit CreditLine 25000

VatLiable VatStatus vLiable

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DI-API name Table fieldname

Value

FederalTaxID LicTradNum GB2222333344444

VatGroup ECVatGroup Use a suitable output tax code, suchas O1.

HouseBank HouseBank National Bank

HouseBankCountry HousBnkCry GB

HouseBankAccount HousBnkAct 12345678

PaymentBlock PaymBlock tNO

HouseBankBranch HousBnkBrn 112233

WebSite IntrntSite www.showmasters.co.uk

DI-API name Table field name Value

CardCode CardCode S0010

CardName CardName Sound Systems

CardType CardType cSupplier

GroupCode GroupCode Enter the internal code for thegroup Contractors (e.g., 106)

Phone1 Phone1 021 888 9999

CreditLimit CreditLine 15000

VatLiable VatStatus vLiable

FederalTaxID LicTradNum GB3333444455555

VatGroup ECVatGroup Use a suitable input tax code, suchas I1.

HouseBank HouseBank National Bank

HouseBankCountry HousBnkCry GB

HouseBankAccount HousBnkAct 12345678

PaymentBlock PaymBlock tNO

HouseBankBranch HousBnkBrn 112233

WebSite IntrntSite www.ssystems.co.uk

Di-API name Table field name Value

CardCode CardCode S0020

CardName CardName Spotlights

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Di-API name Table field name Value

CardType CardType cSupplier

GroupCode GroupCode Enter the internal code for thegroup Ind. Vendors (e.g., 107)

Phone1 Phone1 081 111 2222

CreditLimit CreditLine 15000

VatLiable VatStatus vLiable

FederalTaxID LicTradNum GB4444555566666

VatGroup ECVatGroup Use a suitable input tax code, suchas I1.

HouseBank HouseBank National Bank

HouseBankCountry HousBnkCry GB

HouseBankAccount HousBnkAct 12345678

PaymentBlock PaymBlock tNO

HouseBankBranch HousBnkBrn 112233

WebSite IntrntSite www.spotlights.co.uk

Save the file as a comma separated file called OCRD -BusinessPartners_LM.csv.

Note: choose the comma delimited file type in the dropdown list.

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1-3-2 Create an import file for business partner addressesFrom the templates folder, open CRD1 - BPAddressess.xlt.

Enter the following values for the four parent records created in step 1-3-1:

DI-API name Table field name Value

ParentKey

Note: ParentKey isthe link to the parenttemplate

CardCode C0010

AddressName Address Bill to

Street Street 46 Windsor St

ZipCode ZipCode W1 200

City City London

County County

AddressType AdresType bo_BillTo

DI-API name Table field name Value

ParentKey CardCode C0020

AddressName Address Bill to

Street Street 123 Commercial St

ZipCode ZipCode ES1 2AB

City City Southend

County County Essex

AddressType AdresType bo_BillTo

DI-API name Table field name Value

ParentKey CardCode C0020

AddressName Address Delivery

Street Street 8 Convention Place

ZipCode ZipCode ES1 2AB

City City Southend

County County Essex

AddressType AdresType bo_ShipTo

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DI-API name Table field name Value

ParentKey CardCode S0010

AddressName Address Pay to

Street Street 15 Bridge St

ZipCode ZipCode B10 2BB

City City Birmingham

County County

AddressType AdresType bo_BillTo

DI-API name Table field name Value

ParentKey CardCode S0020

AddressName Address Pay to

Street Street 6 Upmarket St

ZipCode ZipCode LI 56P

City City Liverpool

County County

AddressType AdresType bo_BillTo

Check your data, then save the file as CRD1 - BPAddressess_LM.csv.

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1-3-3 Create a comma separated file for business partner contact employees

Open OCPR - ContactEmployees.xlt.

Enter the following values for the four parent records:

DI-API name Table field name Value

ParentKey CardCode C0010

CardCode CardCode 1Note: when updating existingcontact information, enter the realCardCode here. For a new import,enter a sequence number for thechild record.

Name Name James Smith

Position Position Purchasing Manager

Phone1 Tel1 012 345 6791

E_Mail E_MailL JS@hhotels.com

Title Title Mr

DI-API name Table field name Value

ParentKey CardCode C0010

CardCode CardCode 2

Name Name Mary Burton

Position Position Events Planner

Phone1 Tel1 012 345 6792

E_Mail E_MailL MB@hhotels.com

Title Title Ms

DI-API name Table field name Value

ParentKey CardCode C0020

CardCode CardCode 1

Name Name Terry Adams

Position Position Purchasing Manager

Phone1 Tel1 020 300 4100

E_Mail E_MailL terry@showmasters.co.uk

Title Title

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DI-API name Table field name Value

ParentKey CardCode S0010

CardCode CardCode 1

Name Name Vic Price

Position Position Sales Manager

Phone1 Tel1 0207 600400

E_Mail E_MailL vic@ssystems.co.uk

Title Title Mr

DI-API name Table field name Value

ParentKey CardCode S0010

CardCode CardCode 2

Name Name Dave Chen

Position Position Owner

Phone1 Tel1 0207 600100

E_Mail E_MailL dave@ssystems.co.uk

Title Title

DI-API name Table field name Value

ParentKey CardCode S0020

CardCode CardCode 1

Name Name Sam Jones

Position Position Account Manager

Phone1 Tel1 081 111 2000

E_Mail E_MailL sam@spotlights.co.uk

Title Title

Save the file as OCPR - ContactEmployeess_LM.csv.

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1-3-4 Create a comma separated file for business partner bank accountsNote: in the data import file you need to include a bank code. This field is inthe Business Partner Banks table. To avoid adding a row in this table for everybusiness partner, you can create a dummy entry in the Banks table and use thesame bank code for each business partner bank.

In SAP Business One, choose Administration Setup BankingBanks.Add a new bank.

Banks - Setup Values

Country Code Select from the dropdown list

Bank Code BP

Bank Name Business Partner

Choose Update.

From the DTW templates folder, open OCRB - BPBankAccounts.xlt.

Note: the business partner bank details are required because Bank Transfer isset as the Payment Method.

Enter the following values for the four parent records:

DI-API name Table field name Value

ParentKey CardCode C0010

BPCode CardCode 1Note: when updating existing bankinformation, enter the realCardCode here. For a new import,enter a sequence number for thechild record.

Branch Branch 121212

BankCode BankCode BP

AccountNo Account 12220000

DI-API name Table field name Value

ParentKey CardCode C0020

BPCode CardCode 1

Branch Branch 232323

BankCode BankCode BP

AccountNo Account 13330000

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DI-API name Table field name Value

ParentKey CardCode S0010

BPCode CardCode 1

Branch Branch 343434

BankCode BankCode BP

AccountNo Account 14440000

DI-API name Table field name Value

ParentKey CardCode S0020

BPCode RecordKey 1

Branch Branch 454545

BankCode BankCode BP

AccountNo Account 15550000

Save the file as OCRP - BPBankAccounts_LM.csv.

1-4 Import the files

1-4-1 Login to the Data Transfer Workbench

Choose Start All Programs SAP Business One Data MigrationData Transfer Workbench.Enter or verify the login data.

Field Value

User Code manager

Password Enter the password for the user manager

Current Server SQL Server 2005 or 2008

Server name

You should now see one or more SAP Business One company databases.If you do not see any databases, choose Refresh.Contact your instructor if no databases appear in the login window.

Choose the Light & Music company from the list.Choose OK.

Note: Nothing will display in the window after a successful login. However,the Log On menu will change to Log Off.

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1-4-2 Run the import in simulation modeChoose Import.

In the relevant step of the Data Import Wizard:

Select Master Data.

Select Add New Data.

Expand the Business Partners object and select Business Partner MasterData.

Link the four spreadsheet files you created in step 1-3 with the relevantobjects:

Object

BusinessPartners (header)

BPAddresses

ContactEmployees

BPBankAccounts

In step 6, choose Run Simulation to perform a test run.

1-4-3 Correct errors and re-runIf any error messages are shown, check the log file.Tip: if you cannot resolve an error, try importing just the header file. If that issuccessful in the simulation, add the other files one by one.After you have corrected your files, choose the Back button to re-run theimport simulation.If the simulation is successful, go to step 7 and choose Import.

When all the records have been successfully imported, open the businesspartner master data to verify the imported records in SAP Business One.

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1-5 Import Item master dataIn this exercise, you will create a customized template with only the fields that arerequired by Light & Music.

1-5-1 Identify Internal Numbers for Item GroupsIn a previous exercise, you created three item groups:

Multi-screens ________

Accessories ________

Raw Materials ________The system automatically numbers item groups starting from 100.The SAP Business One table for item groups is OITB. Run a query on theOITB table to find the internal number allocated to each item group. Writedown these numbers.

1-5-2 Create a Customized Template for itemsLogin to Data Transfer Workbench.

Choose Templates Customize Template.Choose Select Object.Expand the Inventory object and select Item Master Data.

Choose OK.Expand the Items node.

Remove all fields from the template except for the fields shown below. Note:to remove fields, right-mouse click a field then choose Delete Field from thecontext menu.Note: You do not need to remove any of the fields after the ItemType field.You can leave them in the customized template.

ItemCode

ItemName

ItemsGroupCode

VatLiable

PurchaseItem

SalesItem

InventoryItem

MinInventory

ManageSerialNumbers

Valid

AvgStdPrice

GLMethod

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TaxType

ManageStockByWarehouse

ManageSerialNumbersOnReleaseOnly

CostAccountingMethod

SRIAndBatchManageMethod

PlanningSystem

ProcurementMethod

LeadTime

MinOrderQuantity

ItemTypeNote: check with your instructor for any additional fields necessary for yourlocalization.

Right-mouse click on the Items node and choose Create Template for theStructure.

Save the file as an Excel Template file type (.xlt).

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1-5-3 Create a data import file for items using the new templateOpen the template file you just saved.

Enter the following values for Light & Music Ltd:

DI-API name Table field name ValueItemCode ItemCode I0044ItemName ItemName LCD Screen 44 inchItemsGroupCode ItmsGrpCod Enter the number of the

Raw Materials item groupfrom the OITB table

VatLiable VATLiable tYESPurchaseItem PrchseItem tYES

Note: Yes is the defaultwhen adding a new item

SalesItem SellItem tNONote: Yes is the defaultwhen adding a new item

InventoryItem InvntItem tNOMinInventory MinLevel 20ManageSerialNumbers ManSerNum tNOValid validFor tYESAvgStdPrice AvgPrice Leave blankGLMethod GLMethod

Note: the valueglm_ItemClass denotesG/L accountdetermination at the itemgroup level

glm_ItemClass

ManageStockByWarehouse

ByWh tNO

ManageSerialNumbersOnReleaseOnly

ManOutOnly tNO

CostAccountingMethod EvalSystem bis_MovingAverageSRIAndBatchManageMethod

MngMethod leave blank

PlanningSystem PlanningSys bop_NoneNote: None is the defaultwhen adding a new item

ProcurementMethod PrcrmntMtd bom_BuyNote: Buy is the defaultwhen adding a new item

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LeadTime LeadTime 2MinOrdrQty MinOrderQuantity 20ItemType ItemType

Note: the value itItemsdenotes a physical item

itItems

DI-API name Table field name ValueItemCode ItemCode I0050ItemName ItemName Projection SetItemsGroupCode ItmsGrpCod Enter the number of the

Accessories item groupfrom the OITB table

VatLiable VATLiable tYESPurchaseItem PrchseItem tYESSalesItem SellItem tYESInventoryItem InvntItem tYESMinInventory MinLevel 20ManageSerialNumbers ManSerNum tNOValid validFor tYESAvgStdPrice AvgPrice leave blank

GLMethod GLMethodNote: the valueglm_ItemClass denotesG/L accountdetermination at the itemgroup level

glm_ItemClass

ManageStockByWarehouse

ByWh tNO

ManageSerialNumbersOnReleaseOnly

ManOutOnly tNO

CostAccountingMethod EvalSystem bis_MovingAverageSRIAndBatchManageMethod

MngMethod leave blank

PlanningSystem PlanningSys bop_NoneProcurementMethod PrcrmntMtd bom_BuyLeadTime LeadTime 2MinOrdrQty MinOrderQuantity 5ItemType ItemType itItems

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DI-API name Table field name ValueItemCode ItemCode MS3x3ItemName ItemName Multi-screen 3x3ItemsGroupCode ItmsGrpCod Enter the number of the

Multi-screens item groupfrom the OITB table

VatLiable VATLiable tYESPurchaseItem PrchseItem tNOSalesItem SellItem tYESInventoryItem InvntItem tYESMinInventory MinLevel 5ManageSerialNumbers ManSerNum tYESValid validFor tYESAvgStdPrice AvgPrice 10000

Note: use this column toenter the item cost for themulti-screens.

GLMethod GLMethod glm_ItemClassManageStockByWarehouse

ByWh tNO

ManageSerialNumbersOnReleaseOnly

ManOutOnly tNO

CostAccountingMethod EvalSystem bis_StandardSRIAndBatchManageMethod

MngMethod bomm_OnEveryTransaction

PlanningSystem PlanningSys bop_MRPProcurementMethod PrcrmntMtd bom_MakeLeadTime LeadTime 2MinOrdrQty MinOrderQuantity leave blankItemType ItemType itItems

DI-API name Table field name ValueItemCode ItemCode MS4x4ItemName ItemName Multi-screen 4x4ItemsGroupCode ItmsGrpCod Enter the number of the

Multi-screens item groupfrom the OITB table

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VatLiable VATLiable tYESPurchaseItem PrchseItem tNOSalesItem SellItem tYESInventoryItem InvntItem tYESMinInventory MinLevel 3ManageSerialNumbers ManSerNum tYESValid validFor tYESAvgStdPrice AvgPrice 18000

Note: use this column toenter the item cost for themulti-screens.

GLMethod GLMethod glm_ItemClassManageStockByWarehouse

ByWh tNO

ManageSerialNumbersOnReleaseOnly

ManOutOnly tNO

CostAccountingMethod EvalSystem bis_StandardSRIAndBatchManageMethod

MngMethod bomm_OnEveryTransaction

PlanningSystem PlanningSys bop_MRPProcurementMethod PrcrmntMtd bom_MakeLeadTime LeadTime 4MinOrdrQty MinOrderQuantity leave blankItemType ItemType itItems

Save the file as a .csv file.

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1-5-4 Create a data import file for item prices

Open the Data Transfer Workbench template Inventory Item Master Data ITM1 - Items_Prices.xlt.

Note: the price list number is an integer:

0 for Price List 01

1 for Price List 02, etc.Enter the following values for Light & Music Ltd to import Price List 01:

ParentKey PriceList Currency Price

ItemCode PriceList Currency Price

I0044 0 Enter the 3 digit currency from theCurrencies setup table(for example,GBP)

500

I0050 0 Enter the 3 digit currency 800

MS3x3 0 Enter the 3 digit currency 14000

MS4x4 0 Enter the 3 digit currency 22000

Save the file as ITM1 - Items_Prices_LM.csv.

1-5-5 Import itemsIn the Data Transfer Workbench, choose Import.

Select Master Data.Choose the business object Inventory > Item Master Data.

Link the .csv files you just created for items and prices to the Items object andthe Items_Prices object.

In step 5 (Map Object Fields), check the mapping to make sure that all fieldsare mapped correctly.

After the import has run successfully:

In SAP Business One, verify the master data for the three items. The pricelist 01 should show the prices from the item prices import file. Tip: TheITM1 table contains the price and price list for all items.

Check that the Item Cost has been imported in the master data for the twomulti-screen products. The Item Cost is under the Inventory Data tab.This field was mapped in the items import file.

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1-6 Import a new price list (Price list 02)Note: In this exercise you use the Import from Excel utility in SAP Business One.You can also use Data Transfer Workbench to import a price list.

1-6-1 Create an Excel spreadsheetCreate an Excel file with the following price list data for price list 02. Note: tosee the table fields for a price list, run a query on the table ITM1.

Column A Column B Column C Column D

MS3x3 2 15000 Enter the 3 digit currency,for example, GBP

MS4x4 2 23000 Enter the 3 digit currency

I0044 2 550 Enter the 3 digit currency

I0050 2 880 Enter the 3 digit currency

Save your file as text type .txt.Close the .txt file window. Important: the import will fail if the text file isnot closed.

1-6-2 Run the Import from Excel utilityIn SAP Business One, open the Import from Excel utility.

Choose Administration Data Import/Export

Choose Data ImportChoose Import from Excel

In the Data Type to Import dropdown list, choose Items.Select the following fields:

Column Field

A Item No.

B Price List CodeNote: When you select the Price List Code field the systemautomatically selects Price According to Price List and PriceList Price Currency.

C Price According to Price ListNote: this is equivalent to the Unit Price.

D Price List Price Currency

Choose OK.Select the .txt file.

Verify the prices in Price List 02 in the item master data.

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Open the business partner master data for customer C0010 and assign thisprice list (price list 02) in the Payment Terms.

1-7 Test the newly imported item and master data.

1-7-1 Create a Goods Receipt for items

Choose Inventory Inventory Transactions Goods Receipt

Create a goods receipt for:

9 items (I0044) with unit price 300

1 item (I0050) with unit price 600

1-7-2 Create a BOM for Multi-Screens

Choose Production Bill of Materials.Create a bill of materials for a multi-screen (MS3x3) using the items receivedabove:

Item Quantity

I0044 9

I0050 1

1-7-3 Create a Production Order

Choose Production Production Order.

Create a production order for a quantity of 1 MS3x3 item.Release the production order (change the status).

1-7-4 Create a Receipt from Production

Choose Production Receipt from ProductionChoose the production order and enter the serial number.

1-7-5 Create a Delivery Create a Delivery document for the MS3x3 item.

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Basic SQLContent1. SELECT Statement

1.1. Main parts of a SELECT statement

1.2. Options for SELECT column_list1.3. Options for FROM table_list

1.4. Options for WHERE search_condition1.5. Options for GROUP BY group_expression

1.6 Options for ORDER BY order_expression

2. Helpful DATE Functions2.1 SQL function to get today’s date

2.2 SQL function to calculate the difference between two dates2.3 SQL function to determine a date in the future based

3. Helpful STRING functions3.1 Replace characters in a string

3.2 Concatenate strings3.3 Cut a part out of a string

3.4 Convert a number into a string

5-1

1. SELECT Statement1.1. Main parts of a SELECT statement

SELECT column_listFROM table_list

WHERE search_conditionGROUP BY group_expression

ORDER BY order_expression [ASC | DESC]

1.2. Options for SELECT column_lista) All columns:

SELECT *

SELECT T1.*, T2.*b) Specific columns:

SELECT T1.column1, T1.column2, T2.column1

c) Only unique values:

SELECT DISTINCT column1d) Using aliases for column names (headlines):

SELECT column1 AS ‘CUSTOMER NUMBER’, column2 AS‘CUSTOMER NAME’

e) Using functions:Instead of selecting a column directly, you can also use a function and apply itto the column, for example:

SELECT AVG(UnitPrice) AS ‘Average Price)

SELECT SUBSTRING(MiddleName, 1, 1) AS ‘Middle Initial’

1.3. Options for FROM table_lista) Specific tables:

FROM table1 T0, table2 T1Business One always starts with T0 when numbering the tables.

b) With Join Operation:

FROM table1 T0 INNER JOIN table2 T1 ON T0.Code = T1.CodeCode is the reference between the two tables, such as CardCode, ItemCode.If the data types of the reference are not compatible, one of them must beconverted.For example: DocNum is a numeric and Ref1 a character field.To join both, you must convert the numeric into a character, or vice versa:CAST(T0.DocNum AS VARCHAR) = T1.Ref1

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1.4. Options for WHERE search_conditionRestricts the rows returned from the SELECT.

a) AND operator: Both conditions must be true.

WHERE CardType = ‘C’ and Country = ‘Germany’b) OR operator: Either one of the conditions must be true.

WHERE Country = ‘Italy’ OR Country = ‘Germany’c) Using different operators:

Equal: =

Not Equal: <>, !=

Greater, Smaller than: >, <, >=, <=

Not Greater, Smaller than: !>, !<

d) LIKE: Compares if a string matches a certain pattern.

CustomerName LIKE ‘Mai%’

CustomerName LIKE ‘%aier%’

CustomerName NOT LIKE ‘A%’

CustomerName LIKE ‘M[ae]ier’

CustomerName LIKE ‘M_ier’e) BETWEEN: Specifies a range.

WHERE Age BETWEEN 10 AND 20

WHERE Age NOT BETWEEN 10 AND 20f) NULL: Specifies a search for null values.

WHERE ContactName IS NULL

WHERE ContactName IS NOT NULL

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1.5. Options for GROUP BY group_expressionSpecifies the groups for output rows. Calculates an aggregate value for eachcolumn from the SELECT.

SELECT country, city, SUM(revenue) FROM…GROUP BY country, cityAll columns from the select clause must have an aggregate function or be in theGROUP BY statement. It is recommended that these be used together with anORDER BY for ordering the output of the columns.

Examples for aggregate functions:

AVG – Returns the average of the values in the expression

SUM – Returns the total of the values

MAX – Returns the highest value in the expression

MIN – Returns the lowest value in the expression

COUNT – Returns the number of rows

1.6 Options for ORDER BY order_expressionSpecifies the sorting of the results.a) ASC: Sorting from Lowest to Highest Value.

ORDER BY LastName, FirstNameb) DESC: Sorting from Highest to Lowest Value.

ORDER BY LastName DESC, FirstName DESC

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2. Helpful DATE Functions2.1 SQL Function to get today’s date

GETDATE()Needed in conditions based on the system date.

2.2 SQL Function to calculate the difference between two datesDATEDIFF(datepart, startdate, enddate)

Datepart specifies on which part of the date to calculate the difference (forexample year, month, or day).Startdate is subtracted from enddate. If startdate is later than enddate, a negativevalue is returned.

2.3 SQL Function to determine a date in the future basedDATEADD(datepart, number, date)

Datepart specifies on which part of the date a new value should be added (forexample year, month, or day).

Number specifies the value used to increment date.

3. Helpful STRING functions3.1 Replace Characters in a String

REPLACE (exp1, exp2, exp3)Exp1 is the string to be searched.

Exp2 is the pattern to search for.Exp3 is the pattern to replace with.

3.2 Concatenate StringsJust use “+”.

SELECT ‘Order Number: ‘ + DocEntry

SELECT FirstName + ‘ ‘ + LastName

3.3 Cut a Part out of a StringSUBSTRING (exp, start, length)

Exp is the string to be searched.Start is the character at which the substring begins.

Length is the length of the substring.

SUBSTRING(‘C00001’, 1, 1) -> ‘C’

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3.4 Convert a number into a StringReturns a character string:

STR (Numeric_Exp, length, decimal)Numeric_Exp can be for example a float or integer expression.Length is total length of the result including decimal point.

Decimal is the number of places on the right of the decimal point.SELECT STR(OpenQty, 4, 0) + ‘Pieces’

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Customization Tools: Exercises

Unit: Customization ToolsTopic: Queries

At the conclusion of this exercise, you will be able to:

Run simple queries on SAP Business One tables

Queries are important because they are used for ad-hoc reporting, and forcustomizations such as alerts, approval procedures, and user-definedvalues.

Note: Use the demo database for this exercise.

You can use either the Query Generator or the Query Wizard to develop your queries.

1-1 Create a report for Direct Shipment ActionThis report uses the OCRD Business Partners table.

Select the following fields from the table:

CardCode

CardNameCntctPrsn

AddressZipCodeCity (Bill-to city)

Tip: Double-click the column header Name to see the table fields listed alphabetically.

Create the following condition so that the system displays only customer masterrecords. In customer master records, the CardType field has the value ‘C’.

Sort the report in business partner order.Run and save the query with the category Marketing.

Note: To access this report, choose Tools Queries User Queries Marketing Report Name.

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1-2 Create a list of invoices that are open for a specific date rangeTip: Choose the X button to clear out the previous table selection.

This report uses the OINV invoice table. The variables [%0] and [%1] will open aprompt where you can enter the date range when you run the query.

Select the fields DocNum, CardCode, CardName, DocTotal, DocDate from theOINV table.

In the Where field, enter a condition to test the DocStatus field for the value ‘O’.In the Where clause, use the variables [%0] and [%1] to enter a range selection for theDocDate field.Run the query and enter the Posting Date range in the Selection Criteria window.

To display the column total, choose CRTL and double-click the Document Totalcolumn heading.

Save the query with the category Sales.

1-3 Create a list of open sales quotationsThis query will use the following tables

Sales Quotation (OQUT)

Sales Quotation rows (QUT1)

Sales Employee table (OSLP)Select the SlpCode, CardCode ,and CardName fields from the OQUT table.

Select the SlpName field from the OSLP table.Select the ItemCode, Dscription and LineTotal fields from the QUT1 table.

Filter only open quotations where the DocStatus field in OQUT table has the value‘O’.

Sort the results by the SlpCode field.Save the query in the Sales category with the name “Open quotations”.

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1-4 Optional exercise: Create a list of open sales quotations using Crystal ReportsRepeat the previous query using Crystal Reports. This solution assumes you havecreated a database connection in Crystal Reports using the SAP Business One datasource.

Note: for more information about data sources, reference the document “Working withthe Crystal Reports Integration.”

Open the B1 Tables node

Select the OQUT and QUT1 tables from 04 Sales A/R Sales Quotation.

Select the OSLP table from 01 Administration Setup General.Drag the required fields from the three tables to the report details.Add suitable headings.

Sort the report by the SlpCode field.Create a Formula for record selection and select the DocStatus field from the OQUTtable. The Formula should compare that the field is equal to ‘O’.

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Customization Tools: Solutions

Unit: Customization ToolsTopic: Queries

Note: Use the demo database for this exercise.

Note: the solutions are shown for the Query Generator only. Try using the Query Wizardas well to see which tool you prefer.1-1 Report for Direct Shipment Action

This report uses the OCRD Business Partners table.Choose Tools Queries Query Generator.Type OCRD in the top left field then press Tab.Double-click to select the following table fields:

CardCodeCardNameCntctPrsnAddressZipCodeCity (Bill-to city)

Tip: Double-click the column header Name to see the table fields listed alphabetically.

Create the following condition so that the system displays only customer masterrecords:

Click the Where area on the right.Double-click to select the CardType field.Type = ‘C’ to complete the Where clause.The Where clause should now read: T0.[CardType] = ‘C’

Choose Execute.Save the query so you can run it again:

Choose Save.Choose Manage Categories.Enter Marketing in the Category Name field.Choose Select All.Choose Add.Choose OK.Choose Marketing.

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Enter Direct Shipment - Customer in the Query Name field.Choose Save.Note: To access this report, choose Tools Queries User QueriesMarketing Direct Shipment - Customer

1-2 Invoice listThis report uses the OINV invoice table. The variables [%0] and [%1] will open aprompt where you can enter the date range when you run the query.

Choose Tools Queries Query Generator.

Tip: Choose the X button to clear out the previous table selection.Type OINV in the Table field and press Tab.

Select DocNum, CardCode, CardName, DocTotal, DocDate from the OINV table.Click in the Where clause and create the conditions to filter the data:

Select DocDate then choose ConditionsSelect the Greater or Equal condition and the variable [%0]

Select DocDate and select the Smaller or Equal conditionSelect the variable [%1]

Add a filter for invoices that are open (that is, DocStatus = ‘O’)The Where clause should read:

T0. [Docdate] >= [%0] and T0.[Docdate] <= [%1] and T0.[DocStatus] = ‘O’

Choose Execute.

Enter the Posting Date range in the Selection Criteria window and run the query.The system displays the result.

To display the column total, choose CRTL and double-click the Document Totalcolumn heading.

Save this query with the name ‘Invoice List’ in a new Category called Sales.

1-3 List of Open Sales QuotationsThis query will use the following tables

Sales Quotation (OQUT)

Sales Quotation rows (QUT1)

Sales Employee table (OSLP)

Choose Tools Queries Query Generator.Enter OQUT in the Table column and press Tab.

Enter OSLP in the Table column and press Tab.Enter QUT1 in the Table column and press Tab.

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Select SlpCode, CardCode ,and CardName from the OQUT table.Select the SlpName field from the OSLP table..

Select ItemCode, Dscription and LineTotal from the QUT1 table.Tip: Double-click the Name heading to sort the field names alphabetically.

Enter the following condition in the Where clause so that only open quotations areused:Table OQUT, Field DocStatus, Condition equal, Field/Value ‘O’Sort the results by the SlpCode field.

Run the query.Save the query in the Sales category with the name ‘Open quotations’.

1-4 Optional exercise: List of Open Sales Quotations (Crystal Reports)Repeat the previous query using Crystal Reports. This solution assumes you havecreated a database connection in Crystal Reports using the SAP Business One datasource.Choose Report wizard and select the data source.

Choose Database Database Expert.Open the B1 Tables node.

Open 04 Sales A/R.Open Sales Quotation.

Select OQUT.Select QUT1.

Select 01 Administration.

Select Setup General.Select OSLP.

Choose OK.Using the Field Explorer, drag the required fields from the three tables to the reportdetails section.Add suitable headings.

Choose the Record Sort Expert.Select the SlpCode field to sort on.

Create a Formula for record selection and select the DocStatus field from the OQUTtable. The Formula should compare that the field is equal to ‘O’.

Preview the report.

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Customization Tools: Exercises

Unit: Customization ToolsTopic: Alerts Management

At the conclusion of this exercise, you will be able to:

Set alerts to notify users when exceptions occur during a businessprocess

Use predefined alerts and alerts based on user queries

Alerts notify users of exceptional conditions, but do not affect workflow.

Note: Use the new Light & Music database.

1-1 Set an Alert when the Gross Profit in a Sales document falls below 30%The company owner wants to be notified when a sales order is issued with the grossprofit falling below 30%.

Use the the preconfigured alert Deviation from % of Gross Profit.In the Conditions tab, type 30.

Apply to Sales Orders.Select the user Michael to receive the alert. You can also select the current user, andthis will save you having to login as Michael to see the alert.Make sure the alert is active.

Start another instance of SAP Business One and login as sarah, the sales manager.Create a sales order for item MS3x3 and change the Unit Price so that the Gross Profitfalls below 30%. Base the Gross Profit on the Item Cost.Switch to the user you selected to receive the alert.

If the alert does not display, choose Window Messages/Alert Overview.Note: Keep both SAP Business One client windows open.

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1-2 Set an Alert for Quotations with a Document Total Greater than 15000A manager wants to see sales quotations that exceed 15000. This alert is based on aquery.

1-2-1 Create a Query for the AlertSelect DocNum, CardName, and DocTotal from the OQUT table.Select SlpName from the OSLP table.

Enter the following Where clause to display only quotations with a documenttotal greater than 15000:Table OQUT, Field DocTotal, Condition Greater Than, Field/Value 15000Save the query with the category Alerts.

1-2-2 Define the alertAdd an alert for the user manager and select the query you just created.

Enter the frequency Every 3 Minutes.

1-2-3 Test the alertSwitch to the SAP Business One client you logged into as Sarah.Create a quotation for a document total greater than 15000.

You will be able to add the document.Switch to the user manager. The user manager will receive a notification after3 minutes.

1-3 Set an Alert for Open Sales QuotationsNote: Switch to the demo database for this step. You will use a query that youcreated earlier in the demo database.

The company owner wants to be able to review all open sales quotations once a month.Create an alert to notify the owner on a monthly basis. Use the query you developedearlier in step 1-3 in the exercise for queries. This query was saved in the Salescategory with the name Open quotations.

Add a new alert based on the query.Set the frequency to run once a month.

Set the Int. indicator for the user manager.To receive the alert, select today’s date and a suitable time, for example, in 3 minutes.

Create a sales quotation.You will receive an alert and see the report.

Note: After you have received the alert, you should deactivate it.

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Customization Tools: Solutions

Unit: Customization ToolsTopic: Alerts Management

Note: Use the new Light & Music database.

1-1 Set an Alert when the Gross Profit in a Sales document falls below 30%The company owner wants to be notified when a sales order is issued with the grossprofit falling below 30%. This uses one of the preconfigured alerts supplied with thesystem.

Use the new Light & Music database.

Choose Administration Alerts Management.The window opens in Find mode. Type * in the Name field and choose Find.

Select the Deviation from % of Gross Profit alert. In the Conditions tab, type 30 as theProfit Percentage.

Apply to Sales Orders using the Documents tab.Select the Int. checkbox for the user Michael and the user manager (this will save youhaving to login as Michael to see the alert).Select the Active checkbox.

Choose Update.Start another instance of SAP Business One and login as sarah, the sales manager.

Create a sales order and change the Unit Price so that the Gross Profit falls below30%. You can check the gross profit by opening the Gross Profit window from thesales order. Base the Gross Profit on the Item Cost.Save the sales order.

Switch to the user you selected to receive the alert. This may take a few minutes.

If the alert does not display, choose Window Messages/Alert Overview.

Note: Keep both SAP Business One client windows open.

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1-2 Set an Alert for Quotations with a Document Total Greater than 15000A manager wants to see sales quotations that exceed 15000. This alert is based on aquery.

1-2-1 Create a Query for the Alert

Choose Tools Queries Query Generator.Enter tables OQUT and OSLP in the Table column.

Select DocNum, CardName, and DocTotal from the OQUT table.Select SlpName from the OSLP table.

Enter the following Where clause to display only quotations with a documenttotal greater than 15000:Table OQUT, Field DocTotal, Condition Greater Than, Field/Value 15000Save the query with the name ‘Quotations > 15000’ in a new category calledAlerts.

1-2-2 Define the alert

Choose Administration Alerts Management.Switch to Add mode.Enter Quotations > 15000 in the Name field.

Set the Active indicator.Choose Open Saved Query.

Select the query Quotations > 15000 in the Alerts category.Choose OK.

Enter the frequency Every 3 Minutes.Set the Int. indicator for the user manager.

Choose Add.

1-2-3 Test the alertSwitch to the SAP Business One client you logged into as Sarah.Create a quotation for a document total greater than 15000.

You will be able to add the document.Switch to the user manager. The user manager will receive an alertnotification after 3 minutes.

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1-3 Set an Alert for Open Sales QuotationsNote: Switch to the demo database for this step. You will use a query that youcreated earlier in the demo database.The company owner wants to be able to review all open sales quotations once a month.Create an alert to notify the owner on a monthly basis.Add a new alert called Open Sales Quotations.

Set the Active indicator.Choose Open Saved Query.

Select query that you created in step 1-3 in the exercise for queries. This query wassaved in the Sales category with the name Open quotations.

Choose OK.Set the frequency to run once a month.

Set the Int. indicator for the user manager.To receive the alert now, select today’s date and a suitable time, for example, in 3minutes.Choose Add.

Create a sales opportunity.You will receive an alert and see the report.

Note: To stop the recurring alerts, you should deactivate the alert in the AlertsManagement window.

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Customization Tools: Exercises

Unit: Customization Tools

Topic: Approval Procedures

At the conclusion of this exercise, you will be able to:

Define approval processes to prevent the addition of unauthorizedmarketing documents to the system

Approval procedures prevent unauthorized documents being added inSAP business one

Note: Use the Light & Music database.

1-1 Activate approval procedures in the systemActivate approval procedures in SAP Business One.

1-2 Define an approval procedure using a predefined condition.If the discount offered is > 15%, the system should block the sales order. MichaelSmith must approve the order before it can be issued.1-2-1 Create an approval stage for manager approval.

Include the users michael and manager, and set the number of approvers as 1.1-2-2 Create an approval template.

Create an approval template for sales orders with discount over 15%.Use the predefined term.

Select all users in the Sales department.Note: make sure you do not include the user manager.

1-2-3 Test the approval process.Login as Sarah and create an order with discount over 15%.

Enter a suitable message in the Remarks field for the approval.Note: The sales order is saved as a draft.Switch to the user manager session.

Approve the document.

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Note: the approval alert may not display for a few minutes. To see theapproval request immediately, choose Administration ApprovalProcedures Approval Status Report. Select the Sales Order checkbox andrun the report.Switch to the user sarah session and add the sales order to the system.

1-3 Define an approval procedure based on a query.All service POs over 2500 must be approved first by the purchasing manager and thenby the company owner. You will create a new approval template. You will use theapproval stage you created in step 1-2-1.

1-3-1 Create the querySwitch to the user manager session.Create the following query and save it in the General category:

SELECT distinct 'true' FROM OPOR T0 WHERE $[$3.0.0] = 'S' AND$[$29.0.number] > 2500Note: this query returns a true value if the DocType field is S (service) and theDocTotal is over 2500. The query is run on the Purchase Order table OPOR.

Tip: Remember to include the $ symbols in the query.1-3-2 Create an approval template.

Set the Purchase Order as the source document, with user sarah as theoriginator and select the approval stage you created in step 1-2-1.

Select the When The Following Applies radio button.In the lower part of the window, double-click in the first row to open theQuery Manager.Choose the query you just created.

1-3-3 Test the approval processSwitch to the user sarah session.

Create a service Purchase Order (type = Service) for 3000.Enter a suitable description and choose an expense account.You will see the approval message. Choose OK.

Note: If you get an authorization error message when you create the PO,choose Authorized by Another User, then enter the manager user name andpassword.Switch back to the user manager and check the Approval Decision Report.From here you can approve the request.Switch to the user sarah and retrieve the approved document, which you cannow save.

Tip: to test a query used in an approval process, open the Purchase Order, thenchoose Tools > Queries > User Queries > Category > Query name. The query willrun and you will see the value ‘True’ if the conditions are met in the document.

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Customization Tools: Solutions

Unit: Customization ToolsTopic: Approval Procedures

Note: Use the Light & Music database.

1-1 Activate approval procedures in the systemUse the new Light & Music database.

Choose Administration System Initialization General Settings.Choose the BP tab.Select the checkbox Activate Approval Procedures.

Choose OK.

1-2 Define an approval procedure using a predefined condition.If the discount offered is > 15%, the system should block the order. Michael Smithmust approve the order before it can be issued.Note: The maximum discount for sales orders is set in the general authorizationwindow.1-2-1 Create an approval stage for manager approval.

Choose Administration Approval Procedures Approval Stages.

Field Name or Data Type Values

Stage Name Owner

Stage Description Owner

No. of Approvals Required 1

User manager

User michael

Choose Add.

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1-2-2 Create an approval template.

Choose Administration Approval Procedures Approval Templates.

Field Name or Data Type Values

Name Discount 15%

Description Discount over 15%

Originator tab: Department Select Sales from the dropdown list.

Originator tab: User Select all users in the Sales department.

Note: make sure you do not include theuser manager.

Documents tab Select the Sales Order checkbox

Stages tab: Stage Name Owner

Choose the Terms tab.Select the When The Following Applies.

Choose the predefined term for Discount %.

Field Name or Data Type Values

Ratio Greater than

Value 15

Choose Add.

1-2-3 Test the approval process.Switch to the session you logged in as sarah and create an order with morethan 15% discount.Enter a suitable message in the Remarks field for the approval.

Note: The sales order is saved as a draft.Switch to the user manager session. You will see an alert. Open the approvalrequest and approve it.

Note: the approval alert may not display for a few minutes. To see theapproval request immediately, choose Administration ApprovalProcedures Approval Status Report. Select the Sales Order checkbox andrun the report.Switch to the user sarah session and open the draft sales order that wasapproved.You can now add the sales order to the system.

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1-3 Define an approval procedure based on a query.All service POs over 2500 must be approved first by the purchasing manager and thenby the company owner. You will create a new approval template. You will use theapproval stage you created in step 1-2-1.

1-3-1 Create the querySwitch to the user manager session.

Using the Query Generator, create the following query:

SELECT distinct 'true' FROM OPOR T0 WHERE $[$3.0.0] = 'S' AND$[$29.0.number] > 2500Note: this query returns a true value if the DocType field is S (service) and theDocTotal is over 2500. The query is run on the Purchase Order table OPOR.Tip: Remember to include the $ symbols in the query.

Save the query in the General category.1-3-2 Create an approval template.

Choose Administration Approval Procedures Approval Templates.

Field Name or Data Type Values

Name Service PO

Description Service PO

Originator tab: Department Select sarah from the dropdown list.

Documents tab Select the Purchase Order checkbox

Stages tab: Stage Name Select the approval stage you created instep 1-2-1.

Choose the Terms tab.

Select the When The Following Applies radio button.In the lower part of the window, double-click in the first row to open theQuery Manager.Choose the query you just created.

Choose Add.

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1-3-3 Test the approval processSwitch to the user sarah session.

Create a service PO for 3000.Create a service Purchase Order (type = Service) for 3000.

Enter a suitable description and choose an expense account.When you add the document you will see the approval message.

Choose OK.Note: If you get an authorization error message when you create the PO,choose Authorized by Another User, then enter the manager user name andpassword.

Switch back to the user manager and check the Approval Decision Report.From here you can approve the request.Switch to the user sarah and retrieve the approved document, which you cannow save.

Tip: to test a query used in an approval process, open the Purchase Order, thenchoose Tools > Queries > User Queries > Category > Query name. The query willrun and you will see the value ‘True’ if the conditions are met in the document.

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Customization Tools: Exercises

Unit: Customization ToolsTopic: User-Defined Values (formerly Formatted Search)

At the conclusion of this exercise, you will be able to:

Apply user-defined values to a field in a marketing document

User-defined values improve the accuracy of data entered into marketingdocuments.

Note: Use the Light & Music database.

1-1 Add a fixed list of values to a field in a sales orderYou want to record how the customer heard about your company. You will add a fixedlist of values to an existing field in the sales order document. When a new customer iscreated, the salesperson can select information from the list of values.Open a sales order and rename the description (label) of the Remarks field to Origin.

Add user-defined values to the Origin field.Choose Search in Existing User-Defined Values and set the predefined values asWebsite, E-mail, Trade Publication, and Other.Tip: A magnifying glass should appear in the field to indicate that this field has user-defined values. If you do not see the magnifying glass, open the View menu from thetop bar and then choose Pickers Display and select User-Defined Values.

In the Origin field, press Shift+F2.Choose a value from the list.

Note: to prevent this field from displaying when you print a sales order, you need toremove it from the associated Print Layout.

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1-2 Add a database query to a field in a purchase order.When you create a purchase order, you want to show only the items that are suppliedby the vendor you have selected. You will create a query that displays only the itemsfrom the vendor you have selected. The query will select items from the items tableOITM that have the same vendor set as the Preferred Vendor in the item master data.Note: In the OITM table, the field CardCode is used to store the preferred vendor. Thevariable $4 refers to the currently selected vendor code.

1-2-1 Create a database query.

SELECT T0.ItemCode FROM OITM T0 WHERE T0.CardCode =$[$4.0.0]Save the query in the General category.

1-2-2 Enter a preferred vendor in the item master data.Open the master data record for a purchased item and on the Purchasing tabset the Preferred Vendor field.

1-2-3 Create a Purchase Order with user-defined values from a queryOpen a Purchase Order and add user-defined values to the Item No. field.

Choose Search in Existing User-Defined Value according to Saved Query.Select the query you saved earlier.

In the Item No. field, press Shift+F2.The query will run and will show only items for the preferred vendor.

1-3 Add a database query to calculate the delivery date in a sales order.When you create a sales order, you want the system to automatically set the DeliveryDate to the value of the Posting Date + 7 days. The query will use the sales order tableORDR.

1-3-1 Create a database query

SELECT $[ORDR.DocDate.DATE]+7Note: The syntax above only works for sales orders (table ORDR). To use thesame query in another similar document, use the item number:

SELECT $[$10.0.DATE]+7Save the new query in the General category.

1-3-2 Add user-defined values to a Sales OrderOpen a Sales Order and add user-defined values to the Delivery Date field.Choose Search in Existing User-Defined Values according to Saved Query.

Choose the query you just saved.Select Auto Refresh When Field Changes

Choose Customer/Vendor Code as the dependent field.

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Select Display Saved User-Defined Values.In the Sales Order, choose a customer.

The system will automatically insert a Delivery Date that is 7 days later thanthe Posting Date.

1-4 Automatically copy the customer reference numberAdd user-defined values to copy the customer reference number to the remarks field inan A/R invoice.Use this query:

Select $[OINV.NumAtCard]or Select $[$14.0.0]

Open an A/R invoice and add user-defined values to the Remarks field.Choose Search in Existing User-Defined Values according to Saved Query.

Select Auto Refresh When Field Changes.Select the BP Reference No. field.

In the invoice, type into the Customer Ref. No. field.The text will be copied to the Remarks field.

1-5 Optional exercise:Light & Music wants to give 5% discount on sales orders, provided there are nooverdue payments and the customer placed an order previously during the last 6months.Create a query that counts the number of overdue invoices for the customer, andcounts if there are orders placed in the last six months. If there are 0 overdue invoicesand at least one order then set the discount to 5 otherwise set the discount to 0.

Add this query to user-defined values on the discount field of a sales order.Automatically run the query when the customer code is selected.

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Customization Tools: Solutions

Unit: Customization ToolsTopic: User-Defined Values (formerly Formatted Search)

Note: Use the Light & Music database.

1-1 Add a fixed list of values to a field in a sales orderYou want to record how the customer heard about your company. You will add user-defined values to an existing field in the sales order document. When a new customer iscreated, the salesperson can select information from the list of values.

Choose Sales – A/R.Choose Sales Order.

Choose Ctrl and double-click the name (label) of the Remarks field.Enter Origin as the New Description.

Choose Update.Choose OK.

Position the cursor in the Origin field.Press Alt+Shift+F2.

The User-Defined Values- Setup dialog box appears.Choose Search in Existing User-Defined Values.

Choose Browse (. . .)Enter Website, E-mail, Trade Publication, and Other.

Choose Update.Choose OK.

Choose Update to save the user-defined values.Tip: A magnifying glass should appear in the field to indicate that this field has user-defined values. If you do not see the magnifying glass, open the View menu from thetop bar and then choose Pickers Display and select User-Defined Values.

In the sales order Origin field, press Shift+F2.Choose a value from the list.

Note: to prevent this field from displaying when you print a sales order, you need toremove it from the associated Print Layout.

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1-2 Add a database query to a field in a purchase order.When you create a purchase order, you want to show only the items that are suppliedby the vendor you have selected in the vendor field.You will create a query that displays only the items from the vendor you have selected.The query will select items from the items table OITM that have the same vendor setas the Preferred Vendor in the item master data.Note: In the OITM table, the field CardCode is used to store the preferred vendor. Thevariable $4.0.0 refers to the currently selected vendor code.1-2-1 Create a database query.

Choose Tools Queries Query Generator.Choose Execute. Ignore the error message.A window will open with a SQL Select statement.Choose the pencil icon under the Select statement. This will allow you to typein the complete query asSELECT T0. ItemCode FROM OITM T0 WHERE T0.CardCode =$[$4.0.0]Choose Save.Enter a name for the query in the Query Name field.Select the General category.Choose Save.

1-2-2 Enter a preferred vendor in the item master data.Choose Inventory Item Master Data.Locate an item for purchase.Choose the Purchasing tab.Select a vendor in the Preferred Vendor field.Save the item master data.

1-2-3 Create a Purchase Order with user-defined values from a queryChoose Purchasing A/P Purchase Order.Choose the vendor that you selected earlier.Position the cursor in the Item No. field.Press Alt+Shift+F2.The User-Defined Values - Setup dialog box appears.Choose Search in Existing User-Defined Values according to Saved Query.Choose Open Saved Query.Expand the General category and select the query you saved earlier.Choose OK.Choose Update.In the Item No. field, press Shift+F2.The query will run and will show only items for the preferred vendor.

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1-3 Add a database query to calculate the delivery date in a sales order.When you create a sales order, you want the system to automatically set the DeliveryDate to the value of the Posting Date + 7 days. The query will use the sales order tableORDR.

1-3-1 Create a database query.

Choose Tools Queries Query Generator.

Choose Execute. Ignore the error message.Type a new query as:

SELECT $[ORDR.DocDate.DATE]+7Choose Save.

Note: The syntax above only works for sales orders (table ORDR). To use thesame query in another similar document, use the item number syntax:

SELECT $[$10.0.DATE]+7Save the new query in the General category.

1-3-2 Add user-defined values to a Sales Order

Choose Sales – A/R Sales Order.Position the cursor in the Delivery Date field.

Press Shift+Alt+F2.Choose Search in Existing User-Defined Values according to Saved Query.

Choose Open Saved Query.Choose the query you just saved.

Choose Auto Refresh When Field Changes.Choose Customer/Vendor Code from the dropdown list.

Select Display Saved User-Defined Values.Choose Update.

In the Sales Order, choose a customer.The system will automatically insert a Delivery Date that is 7 days later thanthe Posting Date.

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1-4 Automatically copy the customer reference numberAdd user-defined values to copy the customer reference number to the remarks field inan A/R invoice.Use this query:

Select $[OINV.NumAtCard]or Select $[$14.0.0]

Open an A/R invoice and add user-defined values to the Remarks field.Choose Search in Existing User-Defined Values according to Saved Query. Choose thequery you just created.Select Auto Refresh When Field Changes.Select the BP Reference No. field.In the A/R invoice, type into the Customer Ref. No. field.The text will be copied to the Remarks field.

1-5 Optional exercise:Light & Music wants to give 5% discount on sales orders, provided there are nooverdue payments and the customer placed an order previously during the last 6months.1-5-1 Create a query

Create and save the following query:if (select count(DocNum) from OINV where CardCode =$[ORDR.CardCode] and DocStatus = 'O' and DocDueDate < getdate())=0

beginif (select count(DocNum) from ORDR where CardCode =$[ORDR.CardCode] and DocDate > dateadd(month, -6,getdate()))>0

select 5 else select 0 end

else select 0

1-5-2 Add user-defined valuesAdd user-defined values to the sales order field DiscPrcnt.Select the query.

Select Auto Refresh When Field Changes.Select the Customer/Vendor Code field.

1-5-3 Test the queryCreate an invoice and a sales order for a customer.

When you create a second sales order, the discount should be set to 5.

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Customization Tools: Exercises

Unit: Customization ToolsTopic: User-Defined Fields and Tables

At the conclusion of this exercise, you will be able to:

Add additional fields to documents as user-defined fields

Create a user-defined table

User-defined fields and tables allow you to customize documents to meetthe client’s business process requirements.

Note: Use the Light & Music database.1-1 Add a user-defined field to marketing documents

Choose Tools Customization Tools User-Defined Fields – Management.Select Marketing Documents > Title.Choose Add.Enter the following data:

Field Name or Data Type ValuesTitle PromotionDescription Promotion CodeType AlphanumericStructure Regular

Select Set Valid Values for Field

Enter the following data:

Value Description Then ChooseS10 Spring NewS11 Summer NewA10 Autumn NewW10 Winter New

Choose Add.Open a sales order.To see the user-defined field, choose View User-Defined Fields.Open the dropdown list to see the promotional codes.

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1-2 Add a User-Defined Field to Show the Business Partner BalanceThe company‘s sales staff needs to see the customer’s existing balance when they areon the phone taking a new order.

1-2-1 Add a user-defined fieldAdd a user-defined field to the title of marketing documents to show theaccount balance.

Choose the relevant type and structure for amounts.

1-2-2 Create a query to fetch the business partner balance from the database

SELECT T0.[Balance] FROM OCRD T0 WHERE T0.[CardCode] =$[$4.0.0]Save this query.

1-2-3 Add the query as user-defined values to the user-defined fieldOpen a sales order and make the user-defined field visible.Add user-defined values to the user-defined field.

Choose Search in Existing User-Defined Values according to Saved Query.Select the query you saved earlier.

Choose Auto Refresh When Field Changes.Select the Customer/Vendor Code field.

Choose Refresh Regularly.

1-2-4 Test the user-defined fieldMake sure that there is a customer with a non-zero balance. If necessary,create an invoice for a customer.

In the open sales order, select the customer.The query will run and the account balance will appear in the field.

Note: To see the account balance on other marketing documents, you need toadd user-defined values to each document type. You can use the same querywith these user-defined fields.

1-2-5 Create a category for the user-defined field

Choose Tools Customization Tools Settings…Note: this menu only appears active when there is an active document thatcontains user-defined fields.Define a new category for the user-defined field.

Open a sales order and filter the displayed user-defined fields using thecategory dropdown list.

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1-3 Add a User-Defined Field for the Storage Location.The company’s warehouse comprises five rows of shelves with five shelves on threelevels. Every item has a fixed storage location. Because items are often picked bytemporary workers, they would like to be able to show and print the storage location ofthe item on the pick list.

1-3-1 Add a user-defined field to hold the the storage locationAdd a user-defined field at the Master Data > Items >Items - Warehouselevel.

Title DescriptionLocation Pick Location

Use the default type and structure.Select Set Valid Values for Field

Enter the following data:

Value Descriptions Then Choose1 Shelf 1 New2 Shelf 2 New3 Shelf 3 New4 Shelf 4 New5 Shelf 5

1-3-2 Add a user-defined field to the pick list rowAdd a user-defined field at the Inventory > Pick List – Rows level.

Title DescriptionPickLoc Pick Location

Use the default type and structure.1-3-3 Add user-defined values to the user-defined field in the pick list row

Create a query that will automatically retrieve the storage location from theitem master data – Inventory tab. This is the user-defined field you added instep 1-3-1. The table is OITW and the field is called U_Location:Select T0.[U_Location] from OITW T0 where T0.[ItemCode] =$[$11.12.0]Note: The query will be run from the pick list window. If you open the picklist window, you can see that the system information for the item code field isitem 11 and column 12.Save the query.Open the pick list document and add user-defined values to the new user-defined field in the pick list row.Choose Search in Existing User-Defined Values according to Saved Query.Select the query you saved earlier.Select Auto Refresh

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Select When Field ChangesSelect the Pick Date field from the dropdown list.Choose Refresh Regularly.

1-3-4 Test the user-defined fieldOpen the master data for an item and choose View User-Defined Fields.Choose the Inventory Data tab.Select a storage location from the list.Create a Goods Receipt PO to enter the item into stock.Create a Sales Order for the item.Using the Pick and Pack Manager, release the order to the pick list.Open the Pick List.The query runs automatically because the Pick Date is refreshed for thedisplay. In the pick list row you will see the storage location for the item.

1-4 Add a User-Defined TableIn the previous exercise for user-defined values, you added a list of values to selecthow the customer heard about your company. You added this to the Remarks field.

In this exercise you will add the same list of values to a user-defined field. You willthen link a user-defined table to this field, so that users can add new values to the table.

1-4-1 Create a user-defined tableCreate a table with the name Source.

1-4-2 Add a user-defined field and link it to the user-defined tableOpen Marketing Documents and add a user-defined field called Source. Addthis field to the title area. Do not set any valid values for this field.Choose Set Linked Table and select the Source table.

Choose Tools User-Defined Windows and select the table. Note: this menuoption is not active until after you add the user-defined table.

Enter data for the table:Code Name1 Website2 E-mail3 Trade4 Publication

Note: You need to choose Update to enter each row in the table.

1-4-3 Access the user-defined tableOpen a sales order.Select the Source field.You can select from the dropdown list or you can choose Define New to add anew entry.

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Customization Tools: Solutions

Unit: Customization ToolsTopic: User-Defined Fields and Tables

Note: Use the Light & Music database.

1-1 Add a user-defined field to marketing documents

Choose Tools Customization Tools User-Defined Fields – Management.Select Marketing Documents > Title.

Choose Add.Enter the following data:

Field Name or Data Type Values

Title Promotion

Description Promotion Code

Type Alphanumeric

Structure Regular

Select Set Valid Values for FieldEnter the following data:

Value Description Then Choose

S10 Spring New

S11 Summer New

A10 Autumn New

W10 Winter New

Choose Add.Open a sales order.

To see the user-defined field, choose View User-Defined Fields.Open the dropdown list to see the promotional codes.

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1-2 Add a User-Defined Field to Show the Business Partner Balance

The company‘s sales staff needs to see the customer’s existing balance when they areon the phone taking a new order.

1-2-1 Add a user-defined field

Choose Tools Customization Tools User-Defined Fields –Management.Open Marketing Documents.Choose Title.

Choose Add.Enter the following data:

Field Name or Data Type Values

Title Balance

Description Acct Balance

Type Units and Totals

Structure Amount

Choose Add.

1-2-2 Create a query to fetch the business partner balance from the databaseUsing the Query Generator, create and save the following query:

SELECT T0.[Balance] FROM OCRD T0 WHERE T0.[CardCode] =$[$4.0.0]Save the query as Account Balance under any category.

1-2-3 Add the query as user-defined values to the user-defined fieldOpen a sales order.

To see the user-defined field, choose View User-Defined Fields.Add user-defined values to the Account Balance field by pressingAlt+Shift+F2.

Choose Search in Existing User-Defined Values according to Saved Query.Select the query you saved earlier.

Select Auto Refresh When Field Changes.Select the Customer/Vendor Code field.

Choose Refresh Regularly.Choose Update.

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1-2-4 Test the user-defined fieldMake sure that there is a customer with a non-zero balance. If necessary,create an invoice for a customer.In the open sales order, select the customer.

When you select the customer code the query will run and the account balancewill appear in the field.

Note: To see the account balance on other marketing documents, you need toadd user-defined values to each document type. You can use the same querywith these user-defined fields.

1-2-5 Create a category for the user-defined field

Choose Tools Customization Tools Settings …Note: this menu only appears active when there is an active document thatcontains user-defined fields.Select the dropdown list for the Category column for the user-defined field.

Choose Define New.Enter a name for the category.

Choose Update then OK.Open a sales order and filter the displayed user-defined fields using thecategory dropdown list.

1-3 Add a User-Defined Field for the Storage Location.The company’s warehouse comprises five rows of shelves with five shelves on threelevels. Every item has a fixed storage location. Because items are often picked bytemporary workers, they would like to be able to show and print the storage location ofthe item on the pick list.

1-3-1 Add a user-defined field to hold the the storage location

Choose Tools Customization Tools User-Defined Fields –Management.Select Master Data > Items > Items - Warehouse.

Choose Add.Enter the following data:

Field Name or Data Type Values

Title Location

Description Pick Location

Type Alphanumeric

Structure Regular

Select Set Valid Values for Field

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Enter the following data:

Value Descriptions Then Choose1 Shelf 1 New2 Shelf 2 New3 Shelf 3 New4 Shelf 4 New5 Shelf 5

Choose Add.1-3-2 Add a user-defined field to the pick list row

Choose Tools Customization Tools User-Defined Fields –Management.Select Inventory > Pick List - Rows.Choose Add.Enter the following data:

Field Name or Data Type ValuesTitle PickLocDescription Pick LocationType AlphanumericStructure Regular

Choose Add.

1-3-3 Add user-defined values to the user-defined field in the pick list rowUsing the Query Generator, create and save the following query that willautomatically retrieve the storage location that is entered in the item masterdata. The table is OITW and the field is called U_Location (see step 1-3-1):

Select T0.[U_Location] from OITW T0 where T0.[ItemCode] =$[$11.12.0]Note: The query will be run from the pick list window. If you open the picklist window, you can see that the system information for the item code field isitem 11 and column 12.

Open the pick list and add user-defined values to the new user-defined field inthe pick list row.

Choose Search in Existing User-Defined Values according to Saved Query.Select the query you saved earlier.

Select Auto RefreshSelect When Field Changes

Select the Pick Date field from the dropdown list.Choose Refresh Regularly.

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1-3-4 Test the user-defined fieldOpen the master data for an item and choose View User-Defined Fields.Select the storage location from the list.Save your change.Create a Goods Receipt PO to enter the item into stock.Create a Sales Order for the item.Using the Pick and Pack Manager, release the order to the pick list.The query runs automatically because the Pick Date is refreshed for thedisplay. In the pick list row you will see the storage location for the item.

1-4 Add a User-Defined TableIn the previous exercise for user-defined values, you added a list of values to selecthow the customer heard about your company. You added this to the Remarks field.

In this exercise you will add the same list of values to a user-defined field. You willthen link a user-defined table to this field, so that users can add new values to the table.1-4-1 Create a user-defined table

Choose Tools Customization Tools User-Defined Tables – Setup.Create a table with the name Source.

1-4-2 Add a user-defined field and link it to the user-defined tableChoose Tools Customization Tools User-Defined Fields –Management.Open Marketing Documents and add a user-defined field called Source in thetitle area of the document. Do not set any valid values for this field.Choose Set Linked Table and select the Source table.

Choose Tools User-Defined Windows and select the table. Note: this menuoption is not active until after you add the user-defined table.Enter data for the table:

Code Name1 Website2 E-mail3 Trade4 Publication

Note: You need to choose Update to enter each row in the table.

Choose OK.

1-4-3 Access the user-defined tableOpen a sales order.Select the Source field.

You can select from the entries in the dropdown list or you can choose DefineNew to add a new entry.

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Customization Tools: Exercises

Unit: Customization ToolsTopic: Print Layouts

At the conclusion of this exercise, you will be able to:

Make changes to a print layout using Crystal Reports

Optionally make changes to a print layout using print Layout Designer(PLD)

Printed documents need to be customized to meet customer requirements.

Note:Because of the complexity of these exercises, please refer to the solutions.

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Customization Tools: Solutions

Unit: Customization ToolsTopic: Print Layouts

The company has reviewed the standard print layouts in the system and wants to make thefollowing changes:

Add the company logo to all sales documents

On sales quotations, increase the font size for the Valid Until date

On sales quotations, add the standard Freight charge.

Add a promotional message and a discount code to the last page of sales orders. Themessage varies by season. The discount code is contained in a user-defined field in thesales order. Only print the message and code when the user-defined field contains apromotion value.

On the Pick List document, add the storage location next to the warehouse on the itemrow. The storage location was added as a user-defined field in a previous exercise.

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1-1 Add the company logo to sales quotations1-1-1 Open the print layout for a sales quotation

In SAP Business One, open a Sales Quotation that you created earlier.Write down the document number ______________.

Choose the Layout Designer icon from the top toolbar.Double-click the Crystal Reports print layout.

Choose Edit.In the Report and Layout Management window, choose Edit.

Crystal Reports should open automatically in Design mode, allowing you tomake changes to the Sales Quotation layout.

1-1-2 Set SAP Business One as a data source in Crystal ReportsVerify the connection to the data source. In the Crystal Reports window,choose Database ->Database Expert.If you do not see the SAP Business One tables in the Database Expert window,you need to create a new connection with SAP Business One as the source.You will need to supply the SQL Server database password. Tip: Referencethe SAP Business One how-to document “Working with the Crystal ReportsIntegration”.

1-1-3 Add the company logo to the sales quotation print layoutChoose Insert > Picture and insert the Light & Music logo from the classmaterials folder.

Place the logo in a suitable place in the Page Header section.Adjust the image size and position.

Note: You can only import images of type JPEG or GIF. BMP and PNGimages are not supported.

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1-1-4 Preview your changeChoose View >Print Preview.

To preview how your changes look, you need to enter the document numberand ObjectID:

Enter the following values:

Field Name or Data Class Values

DocKey@ The document number of the salesquotation.

ObjectID@ 23Note: to find the object type for adocument, run a query on the documenttable. The field name for the ObjectID isObjType.

Choose OK.Choose Finish.You may see some messages about the database being updated. Choose OK tothese messages.You can now toggle between the Design and Preview tabs in Crystal Reports.

Switch to Design mode and save the layout under a new name. Choose Add-ins -> SAP Business One -> Save As …The layout will be available in the Report and Layout Management windowin SAP Business One.

1-2 Change the font size for the Valid Until dateSelect the text field “Quotation Valid Until” and the associated date “DocDueDate”in the footer section.Change the font size to 16 point. Adjust the field edges if necessary.

Choose View >Print Preview to preview your change.

1-3 Add the freight charge to the quotationIf you did not set up freight when you configured the company, you need to do this forthis exercise. If you did set up freight, go to step 1-3-2.

1-3-1 Set up freightIn the Document Settings, select “Manage Freight in Documents”

Choose Administration Setup General Freight.Enter a row for a fixed freight charge of 25. Select a suitable revenue accountand output tax group.

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1-3-2 Edit the layout to show the freight chargeCreate new sales quotation and make sure that the freight charge appears.Write down the document number ___________.Choose the Print Layout Designer icon and Edit the print layout for thisdocument.Double-click the freight sub-report in the Report Footer area.Change the text from “Additional Expense” to “Freight”Show the freight charge from the database.Choose View >Print Preview to preview the sales quotation. Enter thedocument number and the Objectid (23).

1-4 Add a promotional message and code to the report footerIn exercise 1-1 for User-Defined Fields and Tables, you added a user-defined field tohold a promotional code. The name of this field is U_Promotion. If you did notcomplete this exercise, you can do it now. Note: You only want to print the promotional message and code if a promotion code isselected in the document. If the code is null, suppress printing the message.1-4-1 Create a sales order

Create a new sales order, and select a promotional code from the list of validvalues.Save the document.

1-4-2 Edit the print layoutChoose the Layout Designer icon and Edit the print layout for this document.To see the user-defined field in Crystal Reports, choose Database- > VerifyDatabase.Choose OK.In the Field Explorer, expand the table ORDR to see the fields. The user-defined field has the prefix “U_”.Drag the user-defined field to the Report Footer section.Add a text object to the left of the user-defined field with a suitable messageregarding the discount, for example, “Use this code on your next order to getdiscount”.Right-mouse click in the text field and choose Format Tex t…In the Format Editor window, select the Suppress checkbox and double-click the formula icon [X+2] to open the Formula Workshop.Expand the Report Fields tree.Double click the user-defined field so that it appears in the main formula area.Complete the formula for suppressing the field display, for example{ORDR.U_Promotion} = 'null'Save and close the formula window.Choose View >Print Preview tp preview the sales order. The ObjectID for asales order is 17.

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If you selected a promotional code in the order, you should see the code andthe message.

1-4-3 Test without a promotional codeCreate another sales order, with no promotional code selected.Choose View >Print Preview to preview your changes.The text should notdisplay.Choose Add-ins -> SAP Business One -> Save As …Save the new layout.

1-5 Show the storage location for the item on the Pick List document.The storage location was added to the pick list row as a user-defined field in theprevious exercise.Note: If the Pick List print layout is not available in Crystal Reports for yourlocalization, use Print Layout Designer to make the changes.1-5-1 Instructions for Print Layout Designer

Open a valid Pick List document and choose the Layout Designer icon to editthe print layout.Double-click the layout name. In the Report and Layout Management window,choose Edit. The Print Layout Designer tool will open automatically in theSAP Business One window.Choose Print Layout Designer -> Save As … to save a copy of the layout.To make room to show the storage location on each row, we will remove theUoM field. To remove a field, right-mouse click the field and choose Delete.Remove the UoM field from both the header and the row level in the repetitivearea section.Move the Items per Unit and Warehouse fields to the left so they fill thespace left by the UoM field. Do this on both the header and the row level.Choose Print Layout Designer ->Add Field ->Free Text.Position the text box in the header row to the right of the Warehouse header.Enter the header text ‘Loc’ in the Properties window.Choose Print Layout Designer ->Add Field ->Database.Position the field in the row under the Loc header.Make sure the source type is Database in the Properties window.Select the table PKL1 - Pick List – Rows.Select the column U_Location.Save your changes.Minimize the Print Layout Designer window.In SAP Business One, select the Pick List document as the active documentand choose File -> Preview Layouts.Select your new layout.Choose OK.You should now see the storage locaton printed in the row.

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Final Preparation: Exercises

Unit: Final PreparationTopic: Opening Balances

At the conclusion of this exercise, you will be able to:

Enter opening balances using the opening balances transactions inSAP Business One

At go-live, business partner and G/L account balances, and stockquantities, need to be transferred from the legacy system to the new SAPBusiness One system.

Note:Because of the complexity of these exercises, please refer to the solutions.

.

Final Preparation:

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Solutions

Unit: Final PreparationTopic: Opening Balances

Note: the assumption for this exercise is that the client is starting with the SAP Business Onesystem at the start of a new fiscal year. Therfore, P&L balances do not need to be carriedforward.

The Balance Sheet from the client’s legacy system shows the following:

Balance SheetDate: today

Assets:National Bank 200,000Petty cash 5,000

Raw materials(inventory account)

60,000

Office buildings (warehouse) 350,000Office and warehouseequipment

150,000

A/R 79,000

VAT receivable 4,000

Total assets: 848,000

Liabilities:A/P 35,000VAT payable 8,000

Bank loan 150,000

Total liabilities: 193,000

Equity:Retained earnings 155,000Share capital 500,000

Total equity: 655,000

Total Liabilities & Equity: 848,000

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1-1 Create an Opening Balance Offset AccountAdd a new G/L account called Opening Balance Offset to the equity drawer of thechart of accounts.In the G/L account determination, set this account as the default Opening BalanceAccount in the General tab.

1-2 Enter Opening Balances for Business PartnersNote: In this exercise you use the opening balances function to import the businesspartner account balances. You can also import open transactions using the DataTransfer Workbench.

Choose Administration System Initialization Opening Balances BusinessPartners Opening Balance.Choose OK.Select the Opening Balance Offset account. This will be used as the offsettingaccount in the journal entry posted for the opening balances.Select the 1st day of the current month as the posting date.

Enter reference information in the Ref.1 field.Enter the balances for the Light & Music business partners in the OB (LC) column:

Due Date Business Partner Balance

One week ago C0010 64,000

One week ago C0020 15,000

Two weeks ago S0010 -25,000

Two weeks ago S0020 -10,000

Note: To enter a credit balance, you must use the minus ‘-‘ sign.Choose Add.

Locate the journal entries posted by the opening balance transaction.

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1-3 Enter Initial Quantities for InventoryNote: In this exercise you use the initial quantities function to enter the quantities.You can also set initial quantities using the Goods Receipt transaction in DataTransfer Workbench. Using the Goods Receipt allows you to import serial numbers.

Choose Inventory Inventory Transactions Initial Quantities, InventoryTracking, and Inventory Posting.Choose the Initial Quantity tab.Choose OK.

Select the Opening Balance Offset account. This will be used as the offsettingaccount in the journal entry posted for the opening balances.

Select the 1st day of the current month as the posting date and enter a reference for thejournal entry that will be posted.

Enter the initial quantity and item cost for the items.

Item No. Initial Quantity Price

I0044(Average purchase price)

100 300

I0050(Average purchase price)

50 600

Choose Add.

The posting will debit the inventory account defined in the G/L accountdetermination.

Note: To enter the item cost you need to consider the client’s existing valuationsystem. If moving average is used to manage the legacy stock value, use the lastaverage price from the legacy system. If the standard method is used, use the client’spurchase price. If FIFO is used, you should enter multiple transactions with differentcosts to match to the legacy system cost.

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1-4 Enter Opening Balances for G/L AccountsNote: Avoid entering duplicate values for the Raw materials account. Check theexisting postings in this account. Postings were made to this account when you enteredthe Initial Quantities.

Choose Administration System Initialization Opening Balances G/LAccounts Opening Balance.Select the balance sheet drawers.Choose OK.

Select the Opening Balance Offset account.Enter a reference for the journal entry.

Select the 1st day of the current month as the posting date.Enter balances from the Light & Music legacy Balance Sheet.

Note: To enter a credit balance, you must use the minus ‘-‘ sign.

1-5 Check the Opening Balance Offset accountIf you entered the balances correctly, the Opening Balance Offset account shouldhave a zero balance.If the account is not zero, investigate why. Did you enter credit balances correctly?

1-6 Run a Balance Sheet reportRun a Balance Sheet report.If the report is not balanced, investigate why.

Check any postings made when you tested the customization tools.

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1-7 Import an Open Transaction (optional)In this optional exercise, you can practice importing an open A/R invoice using theData Transfer Workbench. You will import the invoice as a service invoice.

1-7-1 Create an import file for the service invoice headerOpen the DTW template OINV – Documents.Enter the following data:

Row 1 heading Row 2 heading Row 3 Value

DocNum DocNum 1

DocType DocType

Note: this identifies ifthe invoice is an item orservice type

dDocument_Service

HandWritten HandWritten tNO

DocDate DocDate Enter the current date in theform yyyymmdd

DocDueDate DocDueDate Enter the due date in the formyyyymmdde.g., use the current date + 7days

CardCode CardCode C0010

CardName CardName Hilton Hotels

NumAtCard NumAtCard

Note: this is the BPReference Number field

1023

DocTotal DocTotal 5550

Remove any unused columns from the template.Save as a comma separated file (.csv).

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1-7-2 Create an import file for the invoice rowOpen the DTW template INV1 – Document_Lines.

Enter the following data:

Row 1 heading Row 2 heading Row 3 Value

Parentkey DocNum 1

AccountCode AcctCode Select the Opening BalanceOffset account

ItemDescription Dscription Invoice 1023

VatGroup VatGroup Select a tax group, e.g., O1

LineTotal LineTotal 5550

Remove any unused columns from the template.Save as a comma separated file (.csv).

1-7-3 Login to the Data Transfer Workbench

Choose Start All Programs SAP Business One Data MigrationData Transfer Workbench.

1-7-4 Run the importChoose Import.

In the relevant step of the Data Import Wizard:

Select Transactional Data.

Select Add New Data.

Expand the Sales object and select A/R Invoice.

Link the two .csv files you just created with the header and theDocument_Lines objects.

Import the data and correct any errors.

1-7-5 Check the imported service invoice Locate the service invoice you just imported.

Check the journal entry posting.

Check the customer account balance.

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TB1200 – Implementation and Support release 8.8

Review Questions

1. What is the purpose and main goal of each AIP phase?2. According to the AIP, in which phase do you gather the client’s business processes?3. What can happen when the client sponsor or company owner is not committed to the

implementation project?4. What is the purpose of a risk assessment?5. What is the purpose of the Service Level Agreement (SLA) document?6. What is a goal of the Kick-off meeting in the AIP?7. What are some strategies for effective requirements gathering during the Business

Blueprint phase?8. In which AIP phase do you import legacy master data?9. Which common customizations are not covered in a standard AIP implementation?10. Why are some of the settings in the Company Details screen irreversible once you have

posted a transaction?11. What is the purpose of the “Items Groups Valuation Method” setting in the Company

Details?12. Can you change the valuation method for an item?13. What is the purpose of the “Set G/L Accounts By” setting in the General Settings?14. What is the purpose of the default payment terms selected in the General Settings?15. Your client wants each person in A/P and A/R to create a separate range of documents.

How would you implement this?16. How can you change the default G/L accounts for a new fiscal year?17. What is the difference between a super user account and a normal user account?18. What is the easiest way to assign general authorizations to a set of users?19. Do you need to assign authorizations to a user who has a professional license?20. Which document can help you with step-by-step instructions for installing SAP Business

One?21. What is a new feature of release 8.8 that helps when installing a new patch level?22. What do you need to supply when you request a license key?23. What is the implication of stopping the License Manager during business operations?24. Why do some functions require the site user password?25. Which types of objects can be imported using Data Transfer Workbench but not using the

Import from Excel utility?26. Why do some objects have multiple templates in Data Transfer Workbench?27. How can you find out the table name for a field in a document?28. What predefined alerts are supplied with the system?29. When your client creates a sales order, they want to see when the customer last submitted

an order. What would you recommend?

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30. What is the required query syntax for referring to a field in the active window?31. What special results must a query return when used in an approval procedure?32. What is the purpose of user-defined values?33. Your client has 30,000 products and would like to filter them in a selection list by

product group and manufacturer. How can you easily do this using standardfunctionality?

34. How do you know if a field has user-defined values?35. If you add user-defined values to a header-level field, what are the restrictions on

choosing another field as a dependent field for refresh?36. What are the steps to change the default print layout for a document?37. How do you find the ObjectId for a document?38. When entering initial quantities for items valued with moving average, how can you

decide which price to enter?39. What special considerations are there for entering initial quantities for items valued using

FIFO?40. What are the recommended ways to enter A/R and A/P account opening balances?41. What are the ways to import items with serial numbers into SAP Business One?42. After you have entered opening balances, how can you verify that these balances match

the legacy system?43. What are your obligations for Level 1 and Level 2 support?44. How can you prove to SAP that you have fulfilled these obligations?45. Your customer reports a problem to you. Your first action is to research SAP Notes. If

you cannot find a solution, what should your next action be?46. What should you do to make sure your customer’s problem is caused by SAP Business

One?47. How can you decide which priority to assign to a support message?48. When entering a support message, what is the business impact and where do you get this

information from?49. What services are available with the remote support platform tool?50. What must you run before you can use the check-up services provided by remote support

platform?

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