Enabling_SAP B1_Tips and Tricks SAP_January 2012

8/11/2019 Enabling_SAP B1_Tips and Tricks SAP_January 2012

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a tips and tricks publication from enabling

PROPRIETARY INFORMATION AND CONFIDENTIALITY

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Enabling Pty Ltd. All rights reserved.

TIPS AND TRICKS

JANUARY 2012

sap business one

Enabling is proud to sponsor this booklet and we hope readers gain key insights

into our suggestions and views for your SAP solution.

For more information on how Enabling are able to streamline your SAP solution,

additional copies of this booklet or for more information regarding the SAP

Business One suite, contact your local Enabling office.

Australia 1800 ENABLING (1800 362 254)

New Zealand 0800 ENABLING (0800 362 254)

Or visit our website at www.enabling.net and discover how we enable better

business for you.


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a tips and tricks publication from enabling PAGE 2

CONTENTS

Customer Portal 3

Fixed Assets 3

Auto Distribution of Statements 4

My Cockpit 4

New Bank Reconciliation Report 6

How to Create Recurring Transactions 6

Authorisations 8

Making lookups work for you Part I 8

Making lookups work for you Part 2 9

Making lookups work for you Part 3 10

TIPS AND TRICKS

JANUARY 2012

sap business one

references

SAP Australiahttp://www.sap.com/australia/

Enablingwww.enabling.net

tips & tricks authors

& contributors:

Enabling Team Members:

Enabliser Jos

Enabliser Kerrie

Enabliser Matthew

about sap

SAP AG, based in Walldorf, Germany, is a world leading provider of business software,

offering applications and services that enable companies of all sizes. SAP Business

One is an integrated enterprise resource planning (ERP) solution designed to provide

a single, affordable solution for managing an entire business. Designed specifically

for small and medium businesses, Business One includes financials, sales, customer

relationships and operations. It helps to streamline end to end operations and gaininstant access to complete information for greater clarity in business decisions and

acceleration of profitable growth.


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a tips and tricks publication from enabling PAGE 3a tips and tricks publication from enabling PAGE 3

CUSTOMER PORTAL

The SAP Business One Customer Portal is the main source

of information from SAP for customers of SAP Business One,

offering information about the application. By having access

to the portal, customers can easily find solutions to simple

problems, learn about additional functionality which may be

available, gain valuable knowledge with e-learning, and view thelatest news about improvements and updates to the system.

Users of Business One need to enter their S number (username)

and password to access this portal. If you do not have these,

please contact your Enabling Consultant to provide this. Users

must be current on Software Assurance to receive access to the

portal.

The address of the SAP Business One Customer Portal is:

https://websmp202.sap-ag.de/smb/sbocustomer.

It includes the following sections:

Support Find a solution for known problems via the SAP

Business One Notes database. Get the answer to your problem or

query from peers on the SAP Community Network. Your Enabling

Consultant is still your first source of support; using the Portal is

generally more suitable for simple procedural issues.

Solutions Overview Research details of the SAP Business One

Solution, and learn more about additional features available.

Documentation Access all product documentation and

specifications per SAP Business One release.

Education Access different training material available on SAP

Business One.News Check out the latest news and announcements around

SAP Business One.

Workbench Maintain the release information of your SAP

Business One system. Create and maintain additional users for

the SAP Business one Customer Portal. Request and download

a license key for our SAP Business One where required.

FIXED ASSETS

Did you know that SAP Business One includes a Fixed Assets

Add On?

This Add On has recently been upgraded to the 8.8 family and

offers excellent functionality.

SAP Business One provides a subsidiary ledger to manageand monitor all your Fixed Asset requirements. Purchasing,

retirement, and sale of an asset are all seamlessly integrated into

the general ledger. For example, sale of an asset creates your

sales invoice and completes all the required balance sheet and

P&L posting required for the asset.

Depreciation both diminishing and fixed rate, can be handled

simultaneously, along with the ability to run both tax and book

depreciation schedules. The system calculates the planned

depreciation according to the costs of the purchase or production

as well as the useful life and carries out the necessary postings in

the general ledger.

Simple reporting including depreciation forecasting and the Asset

Master Data report, allows you to balance everything back to your

balance sheet, and show transactions on a particular asset within

the period. A simple report easily exported to Excel, this is just

what the Auditor ordered.

Set up of SAP Business One Fixed Assets is simplified with the

use of Excel import functionality allowing assets to be imported

and historical depreciation data maintained.

Imagine Fixed Assets, fully integrated and no more spread

sheets or end of month journals!

For more information ask your Enabling consultant


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AUTO DISTRIBUTION OF STATEMENTS

Do you want to distribute customer statements via Email or Fax

to the relevant customers within a single run?

This is possible via the use of a third party standalone product,

AutoDoc.

The AutoDoc software acts as a local printer ensuring the enduser simply prints to it as would they print to a physical printer.

AutoDoc, based on the rules defined within the application and

the report being printed, will then scan each page and search for

either and email address or fax number in white font. The white

font ensures that this information is not visible to the end user

receiving the report.

A predefined email / fax message will be associated to the form

being sent and will accompany each statement which can be

written to adhere to company guidelines. This ensures that end

users do not need to write the email body and subject each time

and ensures the company format is always used.

For any page which does not contain either an email or fax

number will then be redirected to the physical printer to be

printed.

As well as distributing the report to the recipient it can also

archive a copy to a nominated directory under a customer folder

if defined, for each copy that has been sent. This ensures that a

copy is always present if a copy is re requested as well as ensuring

that this has been sent to AutoDoc and ultimately to

the customer.

For more information ask your Enabling Consultant.

MY COCKPIT

Do you want a quicker way to find the screens you require,

instead of flicking between the different modules to find them?

SAP Business One now incorporates a new cockpit view for easy

access to the functions and screens that you regularly use. The

setup is simple and customisable to suit the needs of each user.

Here is a quick overview of how to set up your cockpit and

enhance your user experience. In this Tip we will cover the

general widgets and customisations. A future one will explain the

setup of dashboards and the pre-configured dashboards that are

available as standard.

1. To enable your cockpit view, go to Tools Cockpit

Enable My Cockpit. You will be prompted to close SAP

Business One as the settings take effect next time you log

onto the database.

2. When SAP Business One opens you will now see the new My

Cockpit home screen, with several widgets already displaying

on your desktop. Your module menu is still there and you can

switch between the two by clicking on the side of the menu

bar, on Modules.


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3. There are four screens available, Home, Sales, Service and

Finance. And several different general widgets.

The Common Function screen is set up by dragging and

dropping your frequently used functions into the widget.

Click on the modules tab and drag and drop the screens/

functions you wish to use into the widget. One click on the

function opens the screen for you. To more flicking through

modules!

4. You can set up your Browser widget to open on any page

you wish. Simply click on the spanner icon in the top right

hand corner of the widget and type the address of the page

into the URL.

5. The search function is a great new tool as well. Type your

search information into the search box, SAP Business One

will search the database and return the data you require.

You can search master data (both items and business

partners) or any of the marketing documents.In this example, I have searched for norm:

SAP Business One returns the Business Partner Norm

Thompson the only Norm in the database.

So now you have access to all your commonly used functions and

reports and how easy was it!


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NEW BANK RECONCILIATION REPORT

With the release of 8.81, SAP Business One has a new bank report

for reconciliations.

Find the report in Banking Banking Reports External

Reconciliation Bank Reconciliation Report. Select your bank

account and reconciliation number from the drop down lists on

the selection criteria window.

Note: The bank account must be set up as a House Bank

(Administration Setup Banking House Bank)

with a GL account linked to it, for it to appear in the selection

criteria list.

This is a sample of the new report:

HOW TO CREATE RECURRING TRANSACTIONS

A great new feature in SAP 8.8 is the ability to create recurring

transactions for sales and purchasing documents. Previous

versions of SAP Business One allowed for the setup of recurring

journals, but with the release of 8.8 it is now possible to create a

template for a recurring sales invoice or purchase order. This has

immense time-saving benefits heres how it works.

Create a Recurring Transaction Template

The first part of the process to create a Recurring Transaction is

to create a draft document for the transaction. In this example a

Recurring AR Invoice is created, but the following documents can

be set up as Recurring Transactions.

1. Go To Sales AR AR Invoice and create an invoice for the

transaction. Rather than add the document, right click on the

document and select Save As Draft.

2. Go to Sales AR Recurring Transactions Templates.

Complete the details for the template:

a) Template name of the template (alphanumeric8 characters).

b) Transaction Type select from the drop down menu.

Ie AR Invoice, Purchase Order.

You will note that the report has the yellow drill down arrows

similar to those within SAP Business One, clicking on these

arrows when the report is run within SAP Business One allows

you to drill down into the transactions in the database.


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3. Place your cursor in the Doc No column and TAB, this will

bring up a list of draft documents to attach to the template.

Select the draft template and select Choose.

4. Complete the remaining details of the Recurring Transaction.

a) Recurrence Period Daily, Weekly, Monthly, Quarterly, Semi

Annual, Annually, One Time.

b) Recurrence Date select recurrence date/day.

c) Start Date date first transaction to be posted.

d) Next Execution system will calculate the date the next

transaction will be posted.

e) Valid Until date the recurring transactions should continue

to Select Update to save the template.

** Note: To delete a Transaction Template. Select a template and

choose Data, Delete Row from the main menu.

Recurring Transactions

Recurring transactions can be posted either manually or

automatically.

Manually From Recurring Transaction screen:

1. Go To Sales AR Recurring Transactions. Select the

Recurring Transaction you wish to post and drill down on the

to open the template.

2. Edit to make any changes to document and select Add

to post.


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AUTHORISATIONS

Version: 8.8.2

Some good news from the SAP Business One 8.8 family is the

ability to now print a users Authorisations report.

Managing authorisations in a company with a large amount of

staff can be quite time consuming, and add to that your Auditorswant to know who can do what?

1. Open your Authorisation window (Administration System

Initialisation Authorisations General Authorisations).

2. Select the Export to Excel icon and choose one or multiple

users from the selection criteria window.

3. Click on the OK button and the complete Authorisations for

the user/users will be exported to an Excel worksheet.

Not sure what process each of the Authorisations allows your

users to complete.

Please see also SAP B1 How-to Guide: How to DefineAuthorisations.

Happy Authorising!!!

MAKING LOOKUPS WORK FOR YOU PART I

The lookup windows in SAP Business One that you will be most

familiar with are the BP and Item lookups. Out of the box they

are fairly generic, containing not much more than the code and

name.

You may also be familiar with the Form Settings tool button.This is what lets you customise your screens by adding or

hiding columns, and changing the display order of columns.

You may not realise that the Form Settings tool button is also

applicable to your Lookup screens, allowing you to customise

them to make lookups potentially faster and more useful.

Example: Your item codes are just numbers with no relationship

to any property of the item. When using the Find screen, you

first double-click into the Description heading to make that the

find focus (denoted by the triangle shown in the column heading),

and can then type a portion of the item description into the find

box to get to the item you want.

Solution: Customise your lookup window so that the item

description is the first column; this means any portion of the item

description that you type into the find box will take you to the item

you want, without having to first change the focus of the find box.

This is because the initial focus is always on the first column in

your find screen.


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MAKING LOOKUPS WORK FOR YOU PART 2

Our previous article was on customising your Lookups with the

Form Settings tool button. This lets you customise your screens

by adding or hiding columns, and changing the display order of

columns. You can also customise your lookup screens, allowing

you to customise them to make lookups potentially faster and

more useful. We showed how you can change the initial findfocus by moving columns around.

In this article you will see how useful adding extra columns can

be.

Example:It would be useful for the sales entry team to know what

the on hand stock quantity is when finding the item, instead of

waiting until later in the order process when the ATP (Available

To Promise) screen pops up to advise you are out of stock of an

item.

Solution:Customise your find window to also include the items

stock on hand quantity:

In Part 3 in this series you will find out more about the power of

customising your lookup windows.

Additional Notes:

Remember these lookup windows are grids like any other in SAP

Business One so can be exported into Excel.Any changes you make to a lookup form are not specific just for

you; they are company-wide.

In Parts II & III in this series you will find out more about the

power of customising your lookup windows.

Additional Notes:


Business One so can be exported into Excel.

Any changes you make to a lookup form are not specific just for



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Enabling is proud to sponsor this paper and we hope readers gain key insights into our suggestions and views for your SAP

Business One Suite.

For more information on how Enabling are able you to streamline your SAP Business One Suite to optimise your business,

please visit our website at www.enabling.netand discover how we enable better businessfor you.

Or contact us:

Australia 1800 ENABLING (1800 362 254)

New Zealand 0800 ENABLING (0800 362 254)

MAKING LOOKUPS WORK FOR YOU PART 3

Our previous articles in this series showed how you can change

the initial find focus by moving columns around, and add extra

columns.

In this article you will learn how to summarise or group the

items that are initially presented in the lookup window.

Example:You have many stock items, and end up scrolling

through screen after screen to find the one you want.

Solution:Customise your find window to group the items

logically, by (e.g.) their item group:

Additional Notes:


Business One so can be exported into Excel.

Any changes you make to a lookup form are not specific just for



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Is a key part of our culture. We care about your business and

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Having more than one offering allows us to focus on matching

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