SAP ERP 

Syllabus
SAP® Business One ...To Go.................................................................................................. i 
Table of Contents......................................................................................... 1 
The Essence of SAP Business One................................................................. 7 
What Is SAP Business One?.................................................................................................. 7 
More Than a Point Solution............................................................................................... 7 
Comprehensive and Integrated.......................................................................................... 7 
An Application for Everyone............................................................................................ 8 
Breaking Ground for Small and Midsize Businesses.............................................................. 8 
The Challenges Facing Small and Midsize Businesses....................................................... 9 
Information Gap............................................................................................................... 9 
Process Gap...................................................................................................................... 9 
Multiple Point Solutions.................................................................................................. 10 
How SAP Business One Addresses the Challenges......................................................... 10 
A Unique Approach............................................................................................................ 10 
An Integrated Solution.................................................................................................... 11 
Streamlined Business Processes...................................................................................... 11 
Instant Access to Information......................................................................................... 11 
Customizable and Adaptable........................................................................................... 11 
Designed Exclusively for Small and Midsize Businesses and Backed by SAP................ 11 
What This Book Will Do for You........................................................................................ 12 
The Personality of SAP Business One.......................................................... 13 
Getting Started..................................................................................................................... 14 
Understanding the Personality of SAP Business One........................................................... 15 
Building Documents from Reusable Parts....................................................................... 16 
Opening Documents Using the Main Menu..................................................................... 17 
The Transactional and Process Structure of Information in SAP Business One............... 18 
Questions for Increasing Your Understanding................................................................. 19 
Knowing Where You Are.................................................................................................... 19 
The Main Window.......................................................................................................... 20 
The SAP Business One Main Menu............................................................................. 20 
The Menu Bar and Toolbar......................................................................................... 20 
The Toolbar................................................................................................................. 21 
The Status Bar............................................................................................................. 22 
The System Messages Log........................................................................................... 23 
Using the Cockpit Instead of the Main Menu.................................................................. 23 
Document Windows........................................................................................................ 24 
Window Operation Modes........................................................................................... 24 
Context Menu.............................................................................................................. 26 
Row Details................................................................................................................. 26 
Finding What You Are Looking For.................................................................................... 27 
Looking Up Business Partners and Items........................................................................ 27 
Using Toolbar Arrows to Find Documents...................................................................... 29 
Getting Where You Want To Go.......................................................................................... 29 
Orange Arrow Navigation............................................................................................... 29 
Drag&Relate................................................................................................................... 30 
My Menu and My Shortcuts............................................................................................ 31 
Display Settings............................................................................................................... 33 
Form Settings.................................................................................................................. 33 
Customizing Field Names................................................................................................ 34 
Adding User-Defined Fields and Tables.......................................................................... 35 
Filling in Fields with User Defined Values...................................................................... 35 
Finding Answers to Your Questions.................................................................................... 36 
Online Help..................................................................................................................... 36 
SAP Business One Customer Portal................................................................................. 36 
The Basics of  Financial Accounting............................................................. 38 
Overview of Financial Accounting...................................................................................... 39 
Setting Up Financial Accounting.......................................................................................... 42 
Step 1: Setting Up Your Posting Periods.......................................................................... 42 
Step 2:Defining Your Account Segments....................................................................... 43 
Step 3: Creating Your Chart of Accounts........................................................................ 44 
Foreign Currency Management.................................................................................... 46 
Step 4: Making Your G/L Account Determinations......................................................... 47 
Basic Procedure........................................................................................................... 47 
Step 5: Migrating Your Legacy Data................................................................................ 49 
Setting Up 1099 Vendors (United States).................................................................... 49 
Performing Daily Procedures............................................................................................... 50 
Posting Manual Journal Entries....................................................................................... 50 
Making Recurring Postings.............................................................................................. 52 
Using Posting Templates................................................................................................. 52 
Using Journal Vouchers.................................................................................................. 53 
Maintaining Records............................................................................................................ 53 
Reversing Transactions................................................................................................... 54 
Editing G/L Accounts...................................................................................................... 54 
Editing 1099s (United States).......................................................................................... 55 
Reviewing Changes to Data: Audit Trail.......................................................................... 55 
Period-End Procedures........................................................................................................ 56 
Period-End Closing Checklist.......................................................................................... 56 
Year-End Closing Checklist............................................................................................ 56 
Data Archiving................................................................................................................ 57 
The Data Archiving Wizard......................................................................................... 58 
Data Archiving Checklist:............................................................................................ 59 
Incoming and Outgoing Payments....................................................................................... 59 
Incoming Payments......................................................................................................... 60 
Creating Incoming Payments for Specific Invoices..................................................... 60 
Creating Incoming Payments on Account.................................................................... 62 
Outgoing Payments......................................................................................................... 62 
Special Scenarios............................................................................................................ 62 
Payment Wizard.............................................................................................................. 63 
Printing Checks............................................................................................................... 65 
Internal Reconciliation......................................................................................................... 65 
Cost Accounting.................................................................................................................. 67 
How Are Distribution Rules Used?................................................................................. 68 
Budgeting............................................................................................................................ 69 
Budget Scenarios............................................................................................................. 69 
Budget Distribution Methods........................................................................................... 70 
Inquiries and Reports........................................................................................................... 72 
Entering and Managing Master Data............................................................ 73 
How Master Data Is Used in  SAP Business One................................................................. 74 
Different Types of Master Data Records......................................................................... 74 
Predefined Values and Defaults...................................................................................... 77 
Master Data and Documents........................................................................................... 77 
Master Data and General Ledger Account Determination................................................ 77 
How Master Data Is Used in Reporting........................................................................... 78 
The Master Data Creation and Management Process............................................................ 79 
Setting Up Predefined Values and Defaults for Master Data................................................ 81 
Creating Business Partner Master Data................................................................................. 83 
Business Partner Master Data Window............................................................................ 83 
Lead Master Data............................................................................................................ 86 
Creating Item Master Data................................................................................................... 87 
Sales Documents and Accounts Receivable................................................. 90 
Overview of Sales-A/R Process........................................................................................... 91 
Getting Started..................................................................................................................... 91 
Common Document Structure......................................................................................... 93 
Key Data......................................................................................................................... 94 
Key Data: Customer.................................................................................................... 94 
Key Data: Item............................................................................................................ 95 
Key Calculations: Gross Profit and Weight and Volume................................................. 96 
Calculating Gross Profit............................................................................................... 96 
Calculating Volume and Weight.................................................................................. 97 
Key Reminders: Adding an Activity to a Sales Document............................................... 98 
Taking It Step by Step.......................................................................................................... 98 
Step 1: Sales Quotation................................................................................................... 98 
Step 2: Sales Order.......................................................................................................... 99 
Creating and Adding a Sales Order.............................................................................. 99 
Item Availability Check............................................................................................. 102 
Drop Shipment.......................................................................................................... 103 
Accounting and Inventory Impact of the Sales Order................................................ 104 
Step 3: Delivery............................................................................................................ 104 
Creating and Posting a Delivery................................................................................. 104 
Accounting and Inventory Impact of Delivery.......................................................... 106 
Optional Step: Return................................................................................................ 106 
Step 4: A/R Invoice....................................................................................................... 107 
Creating and Posting an A/R Invoice......................................................................... 107 
Accounting and Inventory Impact of the A/R Invoice............................................... 108 
Optional Step: A/R Invoice Plus Payment.................................................................. 108 
Optional Step: A/R Credit Memo............................................................................... 109 
Optional Step: A/R Reserve Invoice.......................................................................... 109 
Accounting and Inventory Impact of the A/R Reserve Invoice................................. 109 
Cancelling an A/R Reserve Invoice........................................................................... 109 
Optional Step: A/R Down Payment Process............................................................... 110 
Accounting and Inventory Impact of the A/R Down Payment Invoice...................... 110 
Building One Document from Another.............................................................................. 113 
Processing Groups of Documents...................................................................................... 114 
The Document Generation Wizard................................................................................ 114 
The Dunning Wizard..................................................................................................... 115 
Accounting and Inventory Impact..................................................................................... 117 
Sales Checklist................................................................................................................... 119 
Purchasing Documents and Accounts Payable........................................... 120 
Overview of Purchasing-A/P Process................................................................................. 120 
Getting Started:  Common Structure and Key Data............................................................ 122 
Common Document Structure....................................................................................... 123 
Key Data....................................................................................................................... 125 
Key Data: Vendor..................................................................................................... 125 
Key Data: Item.......................................................................................................... 126 
Key Data: Pay to and Ship to Addresses.................................................................... 128 
Taking It Step by Step........................................................................................................ 129 
Step 1: Purchase Order.................................................................................................. 129 
Creating and Posting a PO......................................................................................... 129 
Accounting and Inventory Impact of a PO................................................................ 131 
How PO Information Is Used Later........................................................................... 131 
Step 2: Goods Receipt PO............................................................................................. 131 
Creating and Posting a Goods Receipt PO................................................................. 131 
Managing serial numbers........................................................................................... 132 
Accounting and Inventory Impact of a Goods Receipt PO........................................ 133 
Optional Step: Goods Return..................................................................................... 133 
Optional Step: Landed Costs..................................................................................... 134 
Accounting and Inventory Impact of Landed Cost.................................................... 135 
Step 3: A/P Invoice....................................................................................................... 136 
Creating and Posting an A/P Invoice.......................................................................... 136 
Accounting and Inventory Impact of an A/P Invoice................................................ 136 
Optional Step: A/P Reserve Invoice........................................................................... 136 
Optional Step: A/P Credit Memo............................................................................... 137 
Optional Step: A/P Down Payment Process............................................................... 138 
Accounting and Inventory Impact of the A/P Down Payment Invoice...................... 139 
Building One Document from Another.............................................................................. 139 
Locating Base Documents............................................................................................. 140 
Accounting and Inventory Impact..................................................................................... 141 
Purchasing Checklist.......................................................................................................... 142 
The ABCs of MRP....................................................................................... 143 
Material Requirements Planning Defined........................................................................... 143 
Preparing for an MRP Run................................................................................................. 147 
An Overview of the MRP Process................................................................................. 147 
Key Master Data Settings Related to MRP..................................................................... 147 
Bill of Materials......................................................................................................... 147 
Item and Inventory Master Data................................................................................ 149 
Using the Wizard to Execute an MRP Run......................................................................... 151 
MRP Example 1: Multilevel Bill of Materials................................................................ 151 
Step 1: Creating or Selecting a Scenario..................................................................... 151 
Step 2: Selecting Data Sources................................................................................... 153 
Step 3: Executing the MRP Run and Analyzing Recommendations........................... 153 
Step 4: Taking Action Using the Results of an MRP Run.......................................... 155 
MRP Example 2: Consuming Forecasts......................................................................... 155 
MRP Example 3: Order Consolidation.......................................................................... 157 
MRP Checklist................................................................................................................... 159 
Sales Opportunities.................................................................................. 160 
Getting Started with Sales Opportunities............................................................................ 161 
Sales Opportunities Process Overview.......................................................................... 161 
Setting Up Sales-Related Information............................................................................ 162 
Managing Sales Opportunities in SAP Business One.......................................................... 164 
Entering a Sales Opportunity......................................................................................... 165 
Who Is Your Prospect?.............................................................................................. 165 
The Bottom Line: What’s the Potential for This Sales Opportunity?.......................... 166 
Rounding Out the Sales Opportunity......................................................................... 167 
Managing Sales Activities.............................................................................................. 168 
Managing Sales Opportunities in Microsoft Outlook.......................................................... 169 
What Does Microsoft Outlook Integration Look Like?.................................................. 171 
Synchronizing SAP Business One and Microsoft Outlook............................................ 171 
Bulk Synchronization................................................................................................ 173 
Saving E-Mail as an Activity......................................................................................... 173 
Working with Quotations in Microsoft Outlook............................................................ 174 
Generating Snapshots of Business Partner Activity....................................................... 175 
From Microsoft Outlook to SAP Business One............................................................. 177 
Reporting on Sales Opportunities....................................................................................... 177 
Running the Opportunities Pipeline Report................................................................... 179 
Sales Opportunities Checklist............................................................................................ 181 
The Service Module.................................................................................. 182 
Getting Started................................................................................................................... 182 
Service Contracts.......................................................................................................... 182 
Setting up the automatic creation of customer equipment cards.................................... 184 
Customer Equipment Card................................................................................................. 185 
Creating Service Calls........................................................................................................ 185 
Service Reports.................................................................................................................. 187 
Document Creation, Authorizations, and Approvals................................... 188 
Overview of Document Creation Features......................................................................... 188 
Authorizations, Approval Procedures, and Document Drafts............................................ 190 
User Authorizations...................................................................................................... 190 
Password Administration............................................................................................... 192 
Data Ownership............................................................................................................ 192 
Approval Procedures..................................................................................................... 193 
Creating Document Drafts Manually............................................................................. 198 
Accelerating Document Creation through Wizards............................................................ 200 
Draw Document Wizard................................................................................................ 200 
Document Generation Wizard....................................................................................... 202 
Printing Documents and Reports............................................................... 206 
Initial Setup....................................................................................................................... 207 
Report and Layout Manager.......................................................................................... 209 
Document Layout Management................................................................................. 209 
Export and Import Document Layouts...................................................................... 210 
Printing Sequence...................................................................................................... 211 
Print Layout Designer........................................................................................................ 212 
SAP Crystal Reports.......................................................................................................... 215 
Creating a Basic Report using SAP Crystal Reports................................................... 215 
Setting Default Layout Templates................................................................................. 218 
Inventory................................................................................................. 220 
Valuation Methods........................................................................................................ 221 
Moving Average........................................................................................................ 221 
FIFO.......................................................................................................................... 221 
Standard Cost............................................................................................................ 222 
Cycle Count and Inventory Tracking............................................................................ 223 
Pick and Pack................................................................................................................ 224 
Pricing........................................................................................................................... 225 
Production............................................................................................... 227 
Bill of Material Types................................................................................................... 227 
Production Order........................................................................................................... 228 
Selected Keyboard Shortcuts.................................................................... 249 
General Shortcuts.............................................................................................................. 249 
Table Shortcuts.................................................................................................................. 250 
Shortcuts in Sales and Purchasing Documents................................................................... 250