um 3 day powerpoint slides

© SAP 2007 /

<Course Number and Course Title ABC123

Overiew>

ACCOUNTING INFORMATION SYSTEM

using SAP Business One

Understanding Information Systems

1. Introduction to AIS

2. ERP Systems

INFORMATION SYSTEMS

INFORMATION SYSTEMS

An Information System is a collection of hardware, software,data, people and procedures designed to support data-intensiveapplications and generate information that supports the day-to-day, short-range, and long-range activities of users in anorganization.

CATEGORIES OF INFORMATION SYSTEMS

•Office information systemsEnhance work flow and facilitate communications among employees.

•Transaction processing systemsCaptures and processes data generated during an organization’s day-to-daytransactions.

•Management information systemsGenerates accurate, timely and organized information so managers and otherusers can make decisions, solve problems, supervise activities, and trackprogress.

•Decision support systemsDesigned to help users reach a decision when a decision-making situation arises.

•Expert systemsCaptures and stores the knowledge of human experts and then imitates humanreasoning 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 accountingsystems. Manual systems constitute the physical events, resources, and personnel thatcharacterize many business processes. Traditionally, this model also includes thephysical 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 legacysystems. The flat file model describes an environment in which individual datafiles are not related to other files. End users in this environment own theirdata files rather than share them with other users.

Data processing is thus performed by standalone applications rather thanintegrated systems. When multiple users need the same data for differentpurposes, they must obtain separate data sets structured to their specificneeds. These results to data redundancy which contributes to threesignificant problems in the flat file environment: data storage, data updatingand currency of information.

3. The Database ModelAn 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 softwaresystem that is programmed to know which data elements each user is authorized to access. Through data sharing, the followingtraditional 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 theorganization’s information systems applications (its programs) function independently of each other rather than as an integratedwhole. 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 databaseapproach permits the design of integrated systems applications capable of supporting the information needs of multiple users from acommon set of integrated tables.

4. The REA ModelREA 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 andstored 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 informationsystems that promote integration.

REA is a conceptual model, not a physical system. The most notable application of REA philosophy is seen in the proliferation ofERP systems.

5. The ERP ModelEnterprise 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 managementsoftware that allows an organization to use a system of integrated applications tomanage the business. It aims to serve as a backbone for your whole business. ERPsoftware 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 anextent, is the German company SAP AG with its R/3 software. Other big playersinclude PeopleSoft Inc., Oracle Corp., Baan Co. NV and J.D. Edwards & Co.

http://www.webopedia.com/TERM/I/integrated.html

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

SAP BUSINESS ONE

(SBO)

What is SAP?

SYSTEMS, APPLICATIONS & PRODUCTS

SAP was founded in June 1972 as Systemanalyse und Programmentwicklung ("System Analysis and Program Development") by five former IBMengineers 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 partof IBM's compensation for the migration, IBM acquired the SDS/SAPE software, reportedly for a contract credit of $80,000. The SAPE software was givenby IBM to the founding ex-IBM employees in exchange for founding stock provided to IBM, reportedly 8%. Imperial Chemical Industries (ICI) was SAP'sfirst ever customer in 1972.

The acronym was later changed to stand for Systeme, Anwendungen und Produkte in der Datenverarbeitung ("Systems, Applications andProducts 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 afterthe 2005 annual general meeting. AG is short for Aktiengesellschaft (corporation). In August 1988, SAP GmbH transferred into SAP AG (a corporation byGerman 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 membersof 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 thesupervisory board and Dietmar Hopp was appointed Chairman of the supervisory board. Henning Kagermann was appointed as Co-Chairman and CEO ofSAP 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 amember 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 disputesover the responsibility of the development organization, Shai Agassi, a member of the executive board who had been named as a potential successor toKagermann, left the organization. In April 2008, along with the announcement of Apotheker as co-CEO, the SAP supervisory board also appointed threenew members to the SAP Executive Board, effective 1 July 2008: Corporate Officers Erwin Gunst, Bill McDermott, and Jim Hagemann Snabe. With theretirement of Kagermann in May 2009, Apotheker took over as the sole CEO. He was replaced by new co-CEOs Bill McDermott, head of fieldorganization, 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

GeneralFor 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 WindowF2

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 NumberDescription

Item Type

Price List 01 Purchase Price List

Item Group

M00001

Mouse Pad

ItemsAccessories

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. Quantity12

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

Business Processes

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 100Vendor

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 Y1000Vendor 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 creditStock 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 &

SalesService


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 01WH

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

A00002Twin 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 01General

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 1Number

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 statusShows current stock situation and information on planned receipts and withdrawals

Stock overview: normal or detailedDetailed gives additional information on the last stock

movement data and prices per material

Origins of posted stock transactionsProvides an audit trail for users

Inventory Valuation

Simulation Report

What if scenariosAllows you to valuation your inventory using different valuation methods and dates.

Overview of postingsShows 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 ItemsA1000 4 pcs.

Sales Process with Packing

Delivery

A/R Invoice

Define Packages

Picking

Existing PackagesBox

Available ItemsA1000 4 pcs.

Package ContentA1001 2 pcs.

3

2

1Sales 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 ListUpdate 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

BoardsPower 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

ForecastSales

Order /

A/R Reserve

Invoice

Purchase

Order /

A/P Reserve

Invoice

Inventory

Planning

Data from

Item

Master

Bill of

Material


MRP ResultsPlanning 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 &

SalesService


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

TemplateBOM

TypeItem

Category

(1.)

(1.)

(1.)(1.)

Phantom Item

Board

1 Unit

Axis

2 UnitsScrews

8 UnitsWheels

4 Units

Tire

1 UnitRim

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 &

SalesService


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

Sta

ndard

Pro

duction

Ord

er

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 &

SalesService


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

ActivitiesKnowledge

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 ResponseService 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 EmployeeInformation on open and closed service calls

View Response Times by EmployeesUse this report when assigning service calls directly to employees

Details on average time to call closureCheck the efficiency of the service department

Open or overdue service callsProvides two dynamic views in graphical form

My Service CallsUser-specific reportEasy for a service employee to quickly see all assigned calls and determine priority for action.

View Response Times by QueueUse 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