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© SAP 2007 /
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Overiew>
ACCOUNTING INFORMATION SYSTEM
using SAP Business One

Understanding Information Systems
1. Introduction to AIS
2. ERP Systems

INFORMATION SYSTEMS
An Information System is a collection of hardware, software,
data, people and procedures designed to support data-intensive
applications and generate information that supports the day-to-
day, short-range, and long-range activities of users in an
organization.

CATEGORIES OF INFORMATION SYSTEMS
•Office information systems
Enhance work flow and facilitate communications among employees.
•Transaction processing systems
Captures and processes data generated during an organization’s day-to-day
transactions.
•Management information systems
Generates accurate, timely and organized information so managers and other
users can make decisions, solve problems, supervise activities, and track
progress.
•Decision support systems
Designed to help users reach a decision when a decision-making situation arises.
•Expert systems
Captures and stores the knowledge of human experts and then imitates human
reasoning and decision-making processes for those who have less expertise.

EVOLUTION OF INFORMATION SYSTEMS
1. The Manual Process Model
The manual process model is the oldest and most traditional form of accounting
systems. Manual systems constitute the physical events, resources, and personnel that
characterize many business processes. Traditionally, this model also includes the
physical task of record keeping. Nowadays manual records are rarely used in practices.
2. The Flat File Model
The flat file approach is most often associated with so-called legacy
systems. The flat file model describes an environment in which individual data
files are not related to other files. End users in this environment own their
data files rather than share them with other users.
Data processing is thus performed by standalone applications rather than
integrated systems. When multiple users need the same data for different
purposes, they must obtain separate data sets structured to their specific
needs. These results to data redundancy which contributes to three
significant problems in the flat file environment: data storage, data updating
and currency of information.

3. The Database Model
An organization can overcome the problems associated with flat files by implementing the database model to data
management. Access to the data resource is controlled by a database management system (DBMS). The DBMS is a special software
system that is programmed to know which data elements each user is authorized to access. Through data sharing, the following
traditional problems associated with the flat file approach may be overcome.
Flat file and early database systems are called traditional systems. Within this context, the term ‘traditional” means that the
organization’s information systems applications (its programs) function independently of each other rather than as an integrated
whole. These models were inflexible and did not permit the degree of data sharing that is found in modern database systems.
True integration, however, would not be possible until the arrival of the relational database model. These flexible database
approach permits the design of integrated systems applications capable of supporting the information needs of multiple users from a
common set of integrated tables.
4. The REA Model
REA is an accounting framework for modeling an organization’s critical Resources, Events and Agents (REA) and the relationship
between them. Once specified, both accounting and non-accounting data about these phenomena can be identified, captured and
stored in a relational database. From this repository, user views can be constructed that meet the needs of all users in the organization.
The availability of multiple views allows flexible use of transaction data and permits the development of accounting information
systems that promote integration.
REA is a conceptual model, not a physical system. The most notable application of REA philosophy is seen in the proliferation of
ERP systems.
5. The ERP Model
Enterprise Resource Planning is an information system model that enables an organization to automate and integrate its key
business processes.

ENTERPRISE RESOURCE PLANNING
(ERP)

ENTERPRISE RESOURCE PLANNING
WHAT IS ERP?
ERP which stands for Enterprise Resource Planning is business management
software that allows an organization to use a system of integrated applications to
manage the business. It aims to serve as a backbone for your whole business. ERP
software integrates all facets of an operation, including product planning,
development, manufacturing processes, sales and marketing.
The leader in ERP market share, and the one that invented the market to an
extent, is the German company SAP AG with its R/3 software. Other big players
include PeopleSoft Inc., Oracle Corp., Baan Co. NV and J.D. Edwards & Co.

ADVANTAGES OF ERP
One can say that the biggest advantage of an ERP system lies with its real
time capabilities and the ability to see what is going on with your company as it
happens.
Efficiency
Cost
Reduction
Fewer
Personnel
Accuracy
Integration

SYSTEMS, APPLICATIONS & PRODUCTS
SAP was founded in June 1972 as Systemanalyse und Programmentwicklung ("System Analysis and Program Development") by five former IBM
engineers in Mannheim, Baden-Württemberg: Dietmar Hopp, Klaus Tschira, Hans-Werner Hector, Hasso Plattner, and Claus Wellenreuther
As part of the Xerox exit strategy from the computer industry, Xerox retained IBM to migrate their business systems to IBM technology. As part
of IBM's compensation for the migration, IBM acquired the SDS/SAPE software, reportedly for a contract credit of $80,000. The SAPE software was given
by IBM to the founding ex-IBM employees in exchange for founding stock provided to IBM, reportedly 8%. Imperial Chemical Industries (ICI) was SAP's
first ever customer in 1972.
The acronym was later changed to stand for Systeme, Anwendungen und Produkte in der Datenverarbeitung ("Systems, Applications and
Products in Data Processing").
In 1976, "SAP GmbH" founded, and moved its headquarters the following year to Walldorf. SAP AG became the company's official name after
the 2005 annual general meeting. AG is short for Aktiengesellschaft (corporation). In August 1988, SAP GmbH transferred into SAP AG (a corporation by
German law), and public trading started 4 November. Shares are listed on the Frankfurt and Stuttgart stock exchanges.
In 1995, SAP was included in the German stock index DAX. On 22 September 2003, SAP was included in the Dow Jones STOXX 50. In 1991, Prof.
Dr. Henning Kagermann joined the board; Dr. Peter Zencke became a board member in 1993. Claus Heinrich, and Gerhard Oswald have been members
of the SAP Executive Board since 1996. Two years later, in 1998, the first change at the helm took place. Dietmar Hopp and Klaus Tschira moved to the
supervisory board and Dietmar Hopp was appointed Chairman of the supervisory board. Henning Kagermann was appointed as Co-Chairman and CEO of
SAP next to Hasso Plattner. Werner Brandt joined SAP in 2001 as a member of the SAP Executive Board and Chief Financial Officer. Léo Apotheker was a
member of the SAP Executive Board and president of Global Customer Solutions & Operations from 2002, and was appointed Deputy CEO in 2007.
Apotheker became co-CEO alongside Kagermann in 2008.
Henning Kagermann became the sole CEO of SAP in 2003.[9] In February 2007, his contract was extended until 2009. After continuous disputes
over the responsibility of the development organization, Shai Agassi, a member of the executive board who had been named as a potential successor to
Kagermann, left the organization. In April 2008, along with the announcement of Apotheker as co-CEO, the SAP supervisory board also appointed three
new members to the SAP Executive Board, effective 1 July 2008: Corporate Officers Erwin Gunst, Bill McDermott, and Jim Hagemann Snabe. With the
retirement of Kagermann in May 2009, Apotheker took over as the sole CEO. He was replaced by new co-CEOs Bill McDermott, head of field
organization, and Jim Hagemann Snabe, head of product development, effective 7 February.

SAP Offers Solutions for Companies of All Sizes
Midsize Companies /
Subsidiaries
Small Companies /
Subsidiaries
mySAP All-in-One
Consists of the mySAP
Business Suite tailored to
the needs of midsize
companies; the software
is easy to install,
implement,and maintain,
and provides a full range
of business functions
SAP Business
One
Can be implemented in
a matter of days and
provides all the
functions you need
Large
Enterprises
mySAP Business
Suite
Complete set of
business functionality
for all requirements
SAP Solutions for SMB

Server
Mail
Backup
SDK
Integration
Toolkit
ServicesData
base
SAP Business One: Technology
Easy
to Use
Architecture
Interfaces
Flexible
 End-to-end solution
 Windows look & feel
 Simple navigation
 Drill-down reporting
 Drag&Relate
 Integrated with Microsoft Word and Microsoft Excel
 2-tier client/server architecture
("fat client")
 Win 32 based, C++
 Different database options
 Version check
 Easy to configure
 Search helps
 Forms
 Queries
 User-defined fields
 Formatted searches
 SDK (programming interface for VB, C/C++, Java)
 Integration Toolkit 1.5 (data interface based on
SOAP 1.1)
Client
SDK

What are the Key Functionalities of
SAP Business One?
Accounting and Financials – Manage your general ledger, journals, budgets, and accounts
receivables and payables.
Sales and Customer Relationship Management – Manage the entire sales process from
first contact to closing the sale and from customer data management to aftersales support.
Purchasing and Operations – Control the entire procurement process.
Inventory and Distribution – Manage inventory across multiple warehouses and locations,
and track and record stock movements.
Reporting and Administration – Create, manage, and distribute reports that help foster
clarity in your business.

SAP Business One: Process Integration
Purchasing
process
MRP Process
Production
Process
Sales Process
Service
process

GETTING STARTED
- Password
- Navigation
- Functions in a form
- Customize Modules & Personalize Windows

Choose Company
Administration
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Business Partners
Banking
Inventory
Production
MRP
Service
Human Resources
Reports
Modules Drag & Relate
OEC Computers
Sales manager
Main Menu
My Menu
Company
User
Administration  Choose Company
Server
Company Databases

Menu Bar and Toolbar
File Edit Data Goto Tools Window Help
Print Preview
Print
Send E-mail
Send SMS
Send Fax
Export to MS-EXCEL
Export to MS-WORD
Launch Application
Lock Screen
General
For navigating
between data records
Menu BarView Modules
Find
Add
First Data Record
Previous Record
Next Record
Last Data Record
Toolbar
Export to PDF

Business Partner Master Data
Functions in a Form
Ctrl+Double-Click
Original Description:
New Description:
Mobile Phone
?
Bold Italics
Selection List
Dropdown List
Link Arrow Code
Name
Currencies
Tel 1
Tel 2
Mobile Phone
Fax
Email
Customer

Personalize windows and settings
User-defined Shortcuts
User-defined
Menu
Forms
Reports
Queries
Links
Modules Drag & Relate My Menu
OEC Computers
Sales Manager
Main Menu
OK Cancel
ListAllocation
Shortcut Current Window
F2
Module Window
Administration
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Business Partners
Banking
Inventory
Production
MRP
Service
Purchase Order
Goods Receipt PO
Goods Return
A/P Down Payment Request
A/P Down Payment Invoice
A/P Invoice
A/P Credit Memo
A/P Reserve Invoice
Landed Costs
Document Printing
Purchasing Reports
Allocate Remove
Customize

Administration
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Business Partners
Banking
Inventory
Production
MRP
Service
Human Resources
Reports
Modules Drag & Relate
OEC Computers
Sales manager
Main Menu
My Menu
Customize Main Menu
Form Settings – Main Menu
Administration
Financials
Sales /AR
...
Display only modules and menu
items the user is authorized for.
Menu Item
Manually choose
the menu items you
want to display.
Visible
Apply Authorizations

Drag&Relate
List of all quotations for item M00001
Sales / AR
Delivery
A/R Invoice
Drag and Relate
Sales Quotation
Returns
A/R Credit Memo
Sales Order
Delivery Details
A/R Invoices Details
Sales Quotation Details
Return Details
A/R Credit Memo Details
SAP Business One
OEC Computers
manager
Sales Order Details
Item Number
Description
Item Type
Price List 01 Purchase Price List
Item Group
M00001
Mouse Pad
Items
Accessories
Item Master Data
Foreign Descrip.

Display Parameters
 Language
 Color
 Default Length Unit
 Default Weight Unit
 Date Format, Date Separator
 Time Format
 Display Currencies on the Right
 Decimal Places, Decimal Separator, and
Thousands Separator

Master Data & Document Handling

Master Data Concept
Business Partners
Items
 Addresses
 Payment Terms
 Price lists
 Control Account
 Inventory Accounts
 Warehouses
 Item Groups
 Item Properties
 Price lists

Common Data Structure for Marketing
Documents
General
Document
Data
Contents
Business Partner
Name
Contact Person
No.
Status
Posting Date
Item/Service
Item/Cat. No. Quantity1
2
Ship to
Pay to
Shipping Type
…
Logistics Accounting
Journal Remark
Payment Terms
Tax Information
Buyer/Sales Person Total Before Disc.
% Discount
…
Total Payment Due
Remarks
General
Information
(Footer)
Document
Content

Row Type in Sales and Purchasing Documents
Type Item No. Item Description Quantity Price Total (LC)
Contents
A1005 Color Printer 1 14,76 214,76
A1006 Ink Jet Printer 1 19,99 99,95
T The item A1006 will be sold out soon!
S Subtotal Printers 314,71
A1001 Black Cartridge 10 7,50 75,00
A1006 Color Cartridge 10 9,10 91,00
S Subtotal Cartridges 166,00
Total before Discount 480,71In the documents of Sales and
Purchasing, you can choose the
row’s type.
Form Settings-
Table Format
Select

PROCUREMENT PROCESS
- Purchase Order
- Goods Receipt PO
- A/P Invoice
- Outgoing Payment

Purchasing Items: Process Overview
Purchase
Order
Goods
Receipt PO
A/P Invoice Outgoing
Payment
System Configuration
Purchasing
Warehouse management
Production
Inbound
logistics
Outbound
logistics
Marketing
&
Sales
Service
Financial controlling
Master data

Purchase Order
 10 printers are currently in stock
 We order 5 more from our vendor
 Five appear on the inventory reports as ordered
 15 will be available to promise,
 Although only 10 are physically in stock

Goods Receipt PO
 10 printers are currently in stock
 We ordered 5 more from our vendor
 The vendor delivers 5
 After goods receipt, 15 are in stock

Two options to create a follow-up document:
Copy to/ Copy from
Copy to Copy from
 Open saved document to
copy
 All items copied to new
document
 No options available on
how items are copied
 However, you can delete
items and adjust
quantities after copying
 Enter business partner in a
new document
 Choose one or multiple
documents from a list
 Draw document wizard allows
you to:
 customize rows and
quantities copied
 select the exchange rate to
use

Effects of the Goods Receipt PO
1
4
23

A/P Invoice
 You receive an invoice from the vendor for the 5 printers
 You enter an A/P invoice to reflect the vendor invoice
 The A/P invoice is the basis for payment to the vendor

Effects of the A/P Invoice
34
Quantity increases only if no
prior goods receipt is
referenced.
21

Postings in Purchasing Process for Inventory
Items
Purchased Item
Fixed Assets
Inventory Item
Sales Item
Allocation
Acc.Stock Acc.
100 100
Vendor
100100
Allocation
Acc.
Item Category:

Document Flow in Purchasing
General Ledger
(Value)
Warehouse
(Quantity)
1 2 3

Payment Processing
 We owe the vendor for 5 printers
 An A/P invoice has been entered for the amount owed
 You create an Outgoing Payment according to payment terms
 The journal entry:
 Reduces cash (credit)
 Decreases the amount owed to the vendor

Goods Receipt PO
#
1
2 20
3
Goods Receipt PO
Partial Deliveries and Overdeliveries
1) Overdelivery 2) Add Items
Purchase Order
#
1 10
2 15
3 2
Goods Receipt PO
#
1 6
2
3
#
1
2
3
4 1
Goods Receipt PO
#
1 4
2
3
Vendor Y1000
Vendor Y1000
Vendor Y1000 Vendor Y1000
Vendor Y1000

General Ledger
(Value)
Warehouse
(Quantity)
Goods Returns
Stock Acc.
100 100
Allocation
Acc.
 20 scanners were ordered and
delivered
 2 scanners were damaged in transit
 Use the goods return to return the
scanners to the vendor for credit
Stock Acc.
Allocation
Acc.
100100

General Ledger
(Value)
Credit Memo for Purchasing
Allocation
Costs Acc.Stock Acc.
100 100
VendorAlloc.
100100
Stock Acc. Vendor
100 100
Warehouse
(Quantity)
 50 CD boxes were ordered,
delivered and invoiced
 5 boxes were defective
 Use the credit memo to return
items for credit when an A/P
invoice exists

SALES PROCESS
- Sales Order
- Delivery
- A/R Invoice
- Incoming Payment

Sales Process
Sales Order Delivery Incoming
Payment
A/R Invoice
Purchasing
Production
Inbound
logistics
Outbound
logistics
Marketing &
Sales
Service
Master data

Leads and Customers
Leads
 Use on pre-sales
documents or sales
orders
 Not on deliveries or
invoices
Customers
 Use on any
sales document
 Convert leads to
customers when
they buy

Key Data in the Sales Process: Items
 Items represent products to be sold
 Item information is stored in the item
master record
 You can type item codes directly into a
sales document rows or search for items
by description or other item attributes

Using Price Lists in the Sales Process
Price List
Customer Master Record
Sales Documents
Price List Basics:
 10 default price lists are provided.
 Items are linked to every price list.
 Assign a price list to each customer.
 The assigned price list defaults into a
sales document automatically.

Sales Order
 Our customer orders 5 laptops
 We enter customer, items, and quantities in the sales order
 The system determines the price automatically
 A manual discount for 1% is entered in the order
 The customer is also eligible for an early payment discount of 2%

Item Availability Check in Sales Orders
Sales Order
A00001
Item No. Description
…
Quantity
50 01
WH
Item Availability Check
Select Action:
 Continue
 Change To Available Quantity
 Display Quantities in Other Warehouses
 Display Alternative Items
 Delete Row
If Order Quantity
>
Quantity Available
Document
Per Document
Administration  System Initialization
 Document Settings
Sales Order
Activate Automatic Availability Check
Document Settings
1.)2.)
3.)
Item No.
Warehouse
Quantity Ordered
Available Quantity
A1000
01
50 Pair = 100 pcs
10.06.2010
Requested Due Date 05.06.2010
28 pieces
Earliest Available
 Display Available-to-Promise Report

Delivery
 We ship 5 laptops to the
customer
 The quantity of 5 laptops is
removed from inventory
 The inventory account is
credited for item cost
 The cost of goods sold
account is debited

A/R Invoice
 We bill our customer for the 5 laptops
 The total includes the 1% manual
discount
 The due date is based on the customer’s
payment terms
 A journal entry is created to record:
 a credit to revenue
 a debit to the customer account

Incoming Payment
 The customer pays the invoice on
time for the 5 laptops
 The total includes the 1% manual
discount and the early payment
discount of 2%
 A journal entry is created to
record:
 debits to our house bank
account and discount accounts
 a credit to the customer
account

Sales to One-Time Customers (A/R Invoice +
Payment)
Menu
Administration
Sales
Default Customer for A/R Invoice + Payment
C9999 One-Time Customer
Setup  Financials  G/L Account Determination
C9999
A00001
Customer
Item No. Item Description
A00002
Twin Seater
Three Seater
...
Michael Kramer
Main 9855
Chicago TX 65095
Name
Ship To
Balance Due USD 1303.84Add
A/R Invoice + Payment
Payment Means
Check
Bank Transfer
Credit Card
Cash
USD 1000.00
USD 303.84
USD 1303.84Balance Due

Postings in Sales Process for Inventory Items
Purchased Item
Fixed Assets
Inventory Item
Sales Item
100100
Stock Acc.Cost Acc.
Sales Order Delivery A/R Invoice
Revenues Account
Sales Revenues – EU
Foreign Revenues Acc.Customer
100100

General Ledger
(Value)
Warehouse
(Quantity)
Document Flow in Sales
1 2 3
Sales Order Delivery A/R Invoice

Returns
Returns
5050
Stock AccountCost Account
Delivery
Warehouse
(Quantity)
General Ledger
(Value)
50
Cost Account
50
Sales Returns

Credit Memo
5050
Stock Acc.Cost Acc.
Sales
RevenuesCustomer
100100
Warehouse
(Quantity)
General Ledger
(Value)
100
Customer
100
Revenues Acc.
50
Cost Acc. Stock Acc.
50

OTHER FUNCTIONALITIES
- Warehouse Management
- Pick & Pack
- Serial & Batches
- Pricelist & Discounts

Warehouse Management Process
Goods Receipt Inventory Transfer Goods Issue
Purchasing
Warehouse
management
Production
Inbound
logistics
Outbound
logistics
Marketing
&
Sales
Service
Master data

Pick and Pack
A/R InvoicePacking
for the
Delivery
Delivery
Documen
t Creation
PickingSales
Order
Purchasing
Warehouse
management
Production
Inbound
logistics
Outbound
logistics
Marketing
&
Sales
Service
Master data

Defining a warehouse
Warehouse 01
General
Warehouse
General
Accounting
Default Accounts
Address Information
Location
Drop Ship

Basic Units of Measure
 Use different units of measure in:
 Purchasing documents
 Sales documents
 Warehouse
Purchasing
10 x
Bale (10kg)
Warehouse
2000 x
Ball of wool (50g)
Sales
5 x 10-pack (500g)
Sales
15 x Set 1 (600g)
Sales
25 x Set2 (300g)

Inventory Valuation Methods
Moving Average Price
First In – First Out (FIFO)
Standard Price
€ € € € €

Serial Numbers and Batches
 Serial Numbers
 Used to track individual objects
 Batches
 Used to track groups of
items with common
characteristics

Goods Movement and Serial Numbers
On Every
Transaction
On Release
Only
Optional on
Receipt documents

Configuration Settings for Item Master
Records
 Serial and batch
management methods
 Default warehouses
 Set G/L accounts for
items at one of three
levels:
 Warehouse
 Item Group
 Item Level
 Costing by company or
warehouse
 Set up default values for items
belonging to an item group:
 Valuation Method
 Planning Method
 Procurement Method
 G/L accounts

Warehouse Management Overview
Warehouse
Goods Receipts PO/
Goods Returns
from Purchasing
Functions
Delivery/
Returns from
Sales
Functions
Goods Receipts Goods Issues
Remove
Components
for Production
Goods Receipts from
Final Product
InventoryTransfer
between
Warehouses
Beginning
Quantities

Goods Receipts / Goods Issue
Last Purchase Price
Remarks
Journal Remark
Goods Receipt
General Information 1
Number
Price List
Goods Issue
Item No. Quantity Price Total
22 Primary
A1000 10 10 EUR 100 EUR
Goods Receipt
General Information 2
Table Window

Inventory Postings
100 100
Stock Account Inventory Offset - Increase
100
Stock AccountInventory Offset - Decrease
100
Goods
Receipt
Goods
Issue
Purchased Item
Fixed Assets
Inventory Item
Sales Item
Warehouse
Warehouse

Transferring Stock
Inventory account
(Warehouse 01)
100
Inventory account
(Warehouse 02)
100
Inventory
Transfer
Purchased Item
Fixed Assets
Inventory Item
Sales Item
Warehouse 01 Warehouse 02

Warehouse Reports
Inventory in Warehouse
Report
Inventory Audit Report
Inventory Status
Items List Overview of items and prices
Displays items with prices from stored price lists
Current and planned status
Shows current stock situation and information on
planned receipts and withdrawals
Stock overview: normal or detailed
Detailed gives additional information on the last stock
movement data and prices per material
Origins of posted stock transactions
Provides an audit trail for users
Inventory Valuation
Simulation Report
What if scenarios
Allows you to valuation your inventory using different
valuation methods and dates.
Overview of postings
Shows all quantity- or cost based postings for items
Inventory Posting
List

Sales Process with Picking
Sales Order
Open Released Picked
Deliver
Delivery A/R Invoice
List of orders to be released or picked.
Picking from Pick List
2
3
4
Pick Pack Manager
1
5
Available Items
A1000 4 pcs.

Sales Process with Packing
Delivery
A/R Invoice
Define Packages
Picking
Existing Packages
Box
Available Items
A1000 4 pcs.
Package Content
A1001 2 pcs.
3
2
1
Sales Order
Packing

Setting up Pick and Pack
Document Settings, General Tab
 Setting the response to release of
inventory below minimum level:
 Without warning
 Warning only
 Block Release
Administration Setup for Inventory
 Defining package types used for
packing

Pick and Pack: Topic Summary
Key points from the Pick and Pack topic:
 The Pick and Pack Manager:
 Creates a pick list
 Reports on picked quantities
 Allows you to specify packages types for picked items
 Creates a delivery for picked items
 Packing can be done inside the Pick and Pack Manager or
directly in the delivery document
 Pick and pack manager displays items in status drawers:
 Open – for open sales orders or reserve invoice rows
 Released – for items ready to be picked
 Picked – for quantities already picked

Pricing in Business One
The basic way of pricing.
Enter prices into price lists and assign the
appropriate price list to a business
partner.
Special Prices
Discount
Groups
Period and
Volume
Discounts
Price Lists
Define discount percentage by item group,
properties or manufacturer.
Overrides period and volume discounts.
Determine special prices by item,
business partner, dates and
quantities.
Overrides all other prices.
Define a discount percentage by date and
quantities for a price list.
Overrides the basic price list assigned to
the business partner.

Item Prices
Price List
Price Lists
299.00Purchase Price List
499.00
599.00
799.00
299.00
Price List Low Volume
Price List High Volume
Price List 04
Price List 05
Price List 06
…
Item Number A1001

Price list concept
Price List
Items Management
299.00Purchasing Price
499.00
599.00
799.00
299.00
Price List High Volume
Reseller
Price List 04
Price List 05
Price List 06
…
Business Partner Master Data
Price List Price List High Volume
Document
Item Price
Item Number A1001
A1001 499.00
C1001
C1001Business Partner
Payment
Terms

Update Entire Price List
Update by Selection
4
Gr.2/1.6Purchase PriceSmall Customers3
Gr.2/1.5Purchasing PriceLarge Customers2
Gr.1No Rounding1.0Last Purchase PricePurchasing Price1
Last Purchase Price0
GroupRounding MethodFactorBase Price ListPrice List Name#
Maintaining Price Lists
By double-clicking the row number,
you can maintain the individual
item prices directly (the system
updates the item master record).
To add new price
lists, choose Data 
Add Row.
The sales price for major
customers is 1.5 times the
purchase price.
Easy to edit by filtering item
master records (for example, by
item group, vendor, and so on).

Eur 1,000.002Eur 500ShelfA0004
Eur 2,400.002Eur 1200BedA0003
Eur 1,8002Eur 800TableA0002
Eur 1902Eur 85ChairA0001
Man.PriceFactorBase PriceDescriptionItem number#
4
3
2
1
Automatic or Manual Updates
Price Maintenance
Gr.1No Rounding1.6Purchasing Price ListLarge Cust.1
GroupRounding MethodFactorBase Price ListPrice ListName#
Prices
that are
maintained are
NOT
automatically
updated
in accordance
with the factor.
double-click

Updating Price Lists
1) Enter a new factor in the
price list you want to
update (for example:
Increase prices for major
customers by 0.15 => 1.5
-> 1.65).
2) Choose Update.
3) The system updates all
the prices in accordance
with the new factor.
1) Enter a new factor in the
price list you want to
update.
2) Choose Update.
3) Make a selection (for
example, all the items
from a specific regular
vendor).
4) Choose OK.
5) The system updates the
prices of the selected
items in accordance with
the new factor.
Update Entire
Price List
Update by Selection

Last Purchase Price Price List
When you post one of the
following transactions in the
system, the system updates the
last purchase price:
Auto-
matic
update
only
Base
Price List
Last Purchase
Price
 AP invoice
 Miscellaneous goods receipts
 Inventory / postings of
beginning quantities
 Stock posting due to positive
stock differences
 Work order and automatic
calculation of last purchase
prices for all components
 Data import

Period and Volume Discounts
Validity Periods
From to
double-click
double-click
Quantity Scale
From to
Eur 1,000.002Shelf
2Bed
Eur 1,800.002Table
Eur 190.002Chair
Price
Price List
Item#
4
3
2
1
Price List Low Volume

Working with Discount Groups
 You can assign discount groups based on
item groups, item properties, or
manufacturer's products for each
business partner.
 Discounts defined by means of a discount
group refer to the price list stored in the
BP master record.
%

Special Prices for Business Partners
For a specific business
partner
 With or without
reference to a price list
 Discount calculation
 Automatic update when
price lists are updated
Special prices for selected
items of a business
partner:
Validity Periods
From to
double-click
double-click
Quantity Scale
From to

Updating Special Prices Globally
Change the discount rate or special price.
Select which items are affected by the
change:
 With the automatic indicator
 Without the automatic indicator
 Without a price list assignment
Delete
Refresh by
Price List
Change Price
Change
Discount
Allows you to update the special prices
based on the current price list information
for items without using the automatic
indicator
Allows you to delete special prices

Price Determination in SAP Business One
Document
Item ???
Price
Document
Item 479
Price
NO
NO
NO
2. Does a BP-specific group discount exist?
3. Do period and volume discounts for the Price
List exist?
1. Does a BP and item-specific special price exist?
4. Price List

MATERIALS REQUIREMENTS PLANNING

Overview of Inventory Planning with MRP
Define
Planning
Data
Run MRP View order
recommendations
Purchasing
Production
Inbound
logistics
Outbound
logistics
Marketing
&
Sales
Service
Master data

Materials Requirement Planning: Production
Scenario
Printer
Printer
Head
1 pc.
Power
Pack
1 pc.
There is a requirement
for 10 printers on a
sales order.
The printer is a
produced item.
The boards, the printer
head and the power
pack are purchased
items.
after MRP-run:
The MRP creates
recommendations for a
production order for the
printer and
recommendations for
the sub-items based on
whether they are
purchased or
produced.
Purchase Order
Printer Head
10 pcs.
Purchase Order
Memory Boards
20 pcs.
Purchase Order
Power Pack
10 pc.
Memory
Boards
2 pcs.
Production Order
Printer
10 pcs.
Material Requirements Planning
Sales Order
Printer
10 pcs.

Inventory Planning Scenario – Before and After
MRP
time
stock /receipts
requirements
Stock
20 pcs.
Purchase
Order
30 pcs.
Sales
Order
40 pcs.
Sales
Forecast
50 pcs.
Sales
Forecast
30 pcs.
time
Stock
20 pcs.
Purchase
Order
30 pcs.
before MRP-run:
this is the current
inventory status and
planned forecasts
for
a purchased item.
stock / receipts
requirements
P.O. *)
20 pcs.
P.O. *)
20 pcs.
P.O. *)
30 pcs.
after MRP-run:
the MRP-run creates
recommendations for
purchase orders
to be able to fulfill the
requirements.
Sales
Order
40 pcs.
Sales
Forecast
50 pcs.
Sales
Forecast
30 pcs.

Item Number P1001
Description Printer
…
Planning Data in the Item Master
Planning Data
Planning Method MRP / None
Procurement Method Make / Buy
Order Interval Weekly / Monthly / …
Order Multiple 12
Minimum Order Qty. 10,00
Lead Time 10 Days
Item Master Data

MRP Lead Time
time
stock / receipts
requirements
Printer
Lead Time: 10 days
Printer Head Memory
Boards
Power PackSales Order
Printer
Delivery Date: 30.11.
30.11.16.11.
Purchase Orders
Sub-components
Sales Order
Printer
Production Order
Printer
MRP Requirements
head, boards, pack
10 working days

Bills of Materials
Printer
Lead Time: 10 days
Memory
Boards
Power PackPrinter
Head
A bill of materials:
 Represents an item to be
produced
 Top level is item number
 All components are items
 Can be multi-level

Define Forecasts
time
stock / receipts
requirements
01.12.
Sales
Forecast
Printer
60 pcs.
01.11.
Sales
Forecast
Printer
20 pcs.
Item Printer Start Date 01.09. EndDate 31.12. View monthly
01.09.
Sales
Forecast
Printer
50 pcs.
01.10.
Sales
Forecast
Printer
40 pcs.
31.12.

Consuming Forecasts
 A sales forecast originally showed 50 printers needed by July
24
 A sales order is created for 10 printers to deliver on July 25
 The forecast was reduced by 10 to account for the sales order
 A production order will be created for 50 printers
July 23 July 24 July 25 July 26Item
Printer
Initial stock
Receipts
Gross Requirements
40 10
40 10
Today:
July 1

MRP Configuration Settings
 Setting Consume Forecast - General
Settings, Inventory Tab
 Consume forecast
 Consumption Method
 Days Backward and Days Forward
 Defining MRP Defaults for Item Groups
– Inventory Setup
 Planning by MRP
 Procurement Method
 Order Interval
 Order Multiple
 Minimum Qty
 Lead Time

Run MRP: Define MRP Scenario
 Use an existing scenario or define a
new scenario:
 Name and description
 Planning Horizon
 Items included in the run
 Simulation or actual run

Run MRP: Choose Data Sources
Input
Output
Purchase
Order
Production
Order
Parent
Production
Order
Parent
Dependant
Requirement
Forecast
Sales
Order /
A/R Reserve
Invoice
Purchase
Order /
A/P Reserve
Invoice
Inventory
Planning
Data from
Item
Master
Bill of
Material

MRP Results
Planning Horizon 25.09. - 30.09. Display after MRP
# Item No. Past… 25.09. 26.09. 27.09. 28.09. 29.09. 30.09.
1 P1001 10
Initial Stock
Receipts
Gross
Requirements
Final Stock
10
Pegging Information – P1001
Item Code P1001
Source Type Due Date Quantity
17 Sales Order 28.09. 10
dead periods
MRP Results
click

Order Recommendation Report
Create Order Type Item Quantity Due Date Vendor
Purchase Order A1019 50 21.09. S1007
Purchase Order A1020 100 21.09. S2100
Production Order P1001 50 15.10.
Order Recommendation
Purchase Order
Supplier S1007 Delivery Date 21.09.
Item No. A1019 Quantity 50
Production Order
Product No. P1001 Due Date 15.10.
Planned Quantity 50

PRODUCTION
- Bill of Materials
- Materials Resource Planning

Production Process Overview
Create
Production
Order
Release to
shop floor
Report
Completion
Issue
Components
Purchasing
Production
Inbound
logistics
Outbound
logistics
Marketing &
Sales
Service
Master data

Bills of Materials Types
Printer
Printer
Head
1 pc.
Power Pack
1 pc.
Memory
Boards
2 pcs.
BOM Types
 Production
 Sales
 Assembly
 Template

Category of the Item Master Record of the Parent
Item in Bills of Material
Assembly
BOM
Production
BOM
Sales
BOM
Inventory Item
Sales Item
Purchased Item (1.)
(1.) optional
Template
BOM
Type
Item
Category
(1.)
(1.)
(1.)(1.)

Phantom Item
Board
1 Unit
Axis
2 Units
Screws
8 Units
Wheels
4 Units
Tire
1 Unit
Rim
1 Unit
Screws
4 Units
Skateboard
1 Unit
Phantom Item
(does not appear in production orders
and only for information in MRP)

Production Order
 Production Orders include:
 Finished product
 Components
 Component issue method
 Production orders can be generated
automatically by MRP or created
manually.

Production Process Steps
Create
Production
Order
Release to
shop floor
Report
Completion
Issue
Components
Purchasing
Production
Inbound
logistics
Outbound
logistics
Marketing &
Sales
Service
Master data

Production Order Types
Standard Production Order
Product
A B C
Special Production Order
Item
X Y Z
Disassembly Production Order
Product
A B C

Steps to Enter a Production Order
 Select production order type
 Select parent item
 Enter quantity to be produced
 Enter a finish date for production
 Make any desired adjustments to
components, warehouses or quantities
 Save the production order.

Release to Shop Floor
 Initially set as Planned
 Release the order to
begin work
 Components can then be
issued

Issue Components
Backflush ComponentsManual Components
 Control quantity
issued
 Precise timing
possible
 Commonly used
items
 Typical quantities
used

Report Completion
When you report completion, the system automatically:
 Receives finished item into inventory
 Issues backflushed components
 Calculates the cost of producing the item

Stock Changes for Standard Production Order
In Stock - Committed + Ordered = Available
Standard
Production
Order
Completion reported
Status: Planned
Components
Finished Product
Components
Finished Product
+ +
+
+ -
-
- -
+ Indicates increase in quantity
- Indicates decrease in quantity

Type Standard / Special / Disassembly Due Date 20.10.2004
Status Planned / Released / Closed / CancelledOrigin Manual / Automatic
Product No. P1001 User Marc Manager
Planned Qty 2 Sales Order …
Warehouse 01 Customer …
Post Production Cost Information
Components
Costs
Actual Component Cost 80
Actual Additional Cost
Actual Product Cost 80
Total Variance
Variance per Product
Variance %
Journal Remark Production Order - P1001
Production Order
Summary
Quantities
Planned Quantity 2
Completed Quantity 2
Rejected Quantity
Dates
Due Date 20.10.2004
Actual Close Date
Overdue

SERVICE
- Customer Equipment Card & Service Contract
- Handling the Service Call
- Solutions Knowledge Base

Service Process Overview
Service
Response
Service
Call
Service
Resolution
Purchasing
Production
Inbound
logistics
Outbound
logistics
Marketing &
Sales
Service
Master data

Customer
Equipment
Card
Serial Number
Customer
Item
Customer Equipment Card
A/R Invoice
or Delivery
for Item with
Serial Number
Customer
Item
automatically manually

Service
Contract
Type Warranty
Service Contract
A/R Invoice
or Delivery
for Item with
Serial Number
Customer
automatically
manually
Customer
Equipment
Card
Serial Number
Customer
Item
Item
Master
Record
Contract /
Warranty
Template
(Type
Serial
Number)
Type Regular

Contract Details - Service Level Agreement
Service Level Agreement Details
 General tab
 Response Time
 Resolution Time
 Coverage tab
 Available hours for service
 Type of services covered:
 parts
 labor
 travel

Service Calls
Service Call Service
Contract
Customer
Equipment
Card
Serial Number
Customer
Item
?

Service Call Contents
Service Call
General Remarks HistoryResolutionSolutions
Activities
Knowledge
Base
Documents
ExpensesActivities

Service Response
TuesdayMonday
Response Time profiles
Monday-Friday
8 a.m. to 5 p.m.
8 hours
4 hours
2 hours
Monday-Friday
7 a.m. to 7 p.m.
8 hours
4 hours
2 hours
8 a.m. 1 p.m. 6 p.m. 8 a.m. 1 p.m. 6 p.m.
Notification Received
Service Response
Service Call Service
Resolution

Service Resolution
Service
Response
Service Call
Service
Resolution
 Customer is satisfied with the solution to the issue.
 Enter text on the Resolution tab of the Service Call.
 Mark the service call as Closed.

Solutions Knowledge Base
Solutions
Knowledge
Base
Service Call

Service Reporting
Average Closure Time
Service Monitor
Response Time by
Assigned to Report
Service Calls Reports Analysis of Service Calls by Employee
Information on open and closed service calls
View Response Times by Employees
Use this report when assigning service calls directly to
employees
Details on average time to call closure
Check the efficiency of the service department
Open or overdue service calls
Provides two dynamic views in graphical form
My Service Calls User-specific report
Easy for a service employee to quickly see all assigned
calls and determine priority for action.
View Response Times by Queue
Use this report when assigning service calls by
queue
Service Calls by
Queue

Service Expenses
Service Call
A/R Invoices, A/R Credit Memos,
Deliveries, and Returns or
Display All Documents
All Documents
Service Call Expenses
Items
Labor and Travel
Expenses Details
Expenses
Transfers to Technician
Returns from Technician
Deliveries
Returns
Invoices
Credit Memos
Summed up by item of item type
Items
Deliveries
Returns
Invoices
Credit Memos
Summed up by item of item type
Labor or Travel

Settings for Service
Configuration Settings for
Service
 Automatic Creation of
Customer Equipment Cards
 Unique Serial Numbers
 Contract Templates
 Service Call Queues
 Service Territories
Set up for Service in Master Data
 Automatic Contract Creation for
specific serialized items
 Linking Territories and Technicians
to Service Customers

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