TB1200 – Case Studies - SAP Business One EASY

TB1200 – Case Studies SAP Business One 10.0, version for SAP HANA SAP Business One 10.0 PUBLIC

Table of Content: Case Study - Implementation Project and Company Setup……………………………..………..……….…3 Case Study - Users and General Authorizations…………………………………………..………….……..30 Case Study – Data Ownership…………………………………………………………………………………51 Case Study - Document and Master Data Numbering…………………….…………….….………..….....95 Case Study - Using Alerts…………………………………………………………………….….………..….111 Case Study - Approval Process………………………………………………………………….……..……133 Case Study – UDV, UDF & UDT………………………………………………………………………….….183 Case Study – Introduction to Analytics………………………………………………………………………225

TB1200 – CASE STUDIES PUBLIC

© 2020 SAP SE. All rights reserved 3

Case Study: Implementation Project and Company Setup SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION

In this case study, you will perform the following tasks:

1. Create a new company database using the Express Configuration Wizard

2. Select a project plan from the system and update it

3. Make some initial configuration settings

4. Record your time in the project plan

PREREQUISITE:

• Use the demo database for SAP Business One 10.0, version for SAP HANA or SAP Business One 10.0

• Credentials: User code: manager

GUIDELINES:

You can use the Look Up Menus function in SAP HANA or the Search function in SQL to find the relevant

paths.



TASK 1

You are beginning an implementation project at OEC Computers. You need to create a new company database on the server. Create a new company database using the Express Configuration Wizard.

Tip: You can open the Express Configuration Wizard from the Choose Company screen. IMPORTANT: You need to know the site user password for your system. Ask your administrator or

instructor. If you do not know the site user password, skip this task and go directly to task 2.

Select the Trial Version checkbox. Enter a company name (for example, your name) and a database name.

The database name should not contain any blank spaces (use hyphen or underscore as separators).

Select the localization (Local Settings) and a preformatted chart of accounts. Define the posting periods. Set the password for the manager account.

TASK 2

IMPORTANT: If you created a new company database in task 1 you can continue to use the same database

for the remainder of this case study. If you did not create a new company database in task 1 you can use the

demo database.

Your company uses the AIP methodology. You want to learn about the tasks you will perform during the implementation project. Select a project plan in the implementation center and add an attachment to the plan.

In SAP Business One, open the Narrowed project plan in the implementation center. Make a duplicate copy of this plan. Which phases of the AIP methodology are covered in this project plan?

Project Preparation Business Blueprint Project Realization Final Preparation Go-Live and Support

Change management is very important during the implementation project. You want to make the AIP Change Request form available to the project team. The document is provided with this case study. Add an attachment to a task in the plan.

Locate the change request form save it in an accessible folder on your system. Then set the path to the attachments folder in the implementation center path settings (you can use the same folder or a different folder on your system).



Attach the AIP Change Request document to the first task in the project plan. Browse to select the document. What happens to the icon in the Attachments column? ______________________________________________

TASK 3

The customer has asked for some configuration changes. Use the links in the project plan tasks to access the configuration windows and make configuration

changes.

The first change is in the Company Details. Use the orange link arrow for the Company Details task in the

project plan. If the setting Enable Separate Net and Gross Price Mode is available in your localization in the

Company Details window, select the checkbox to enable this.

Note: this setting is irreversible so only make this change on a test system.

System Check: Open a sales order and review the price mode.

What is the result of this setting? ____________________________________________________

The next change is in the General Settings. Use the orange link arrow in the project plan to open the General Settings. The company does not use the MRP functionality, and would like it removed from the system until they are ready to use it. Make the necessary change. What is the result of this setting? ___________________________________________________ The third change is in the Document Settings. Open the Document Settings using the project plan link. Set the relevant checkbox to allow a future posting date in documents. System Check:

Test the new setting by creating an A/R invoice and selecting a future posting date in the Posting Date field.

You will be able to save the document with no errors.

What is the result of this setting? ___________________________________________________ If you are unable to make any of these changes, explain why…. ___________________________________________________________



TASK 4

In the project plan mark the configuration task as complete.

You have now completed the main configuration changes. In the project plan mark the task Configuration of SAP Business One as complete. Then, open a Time Record for this task in the plan. Enter the start and end time for the plan. When recording your time, make sure you enter it in accordance with the Time Format in the General Settings. You need to choose the owner. Tip: The employee you choose must have an employee record (employee master data). If there are no employee records in your system you can create one. Save your changes to the project plan.


Case Study Solution: Implementation Project and Company Setup SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


5. Create a new company database using the Express Configuration Wizard

6. Select a project plan from the system and update it

7. Make some initial configuration settings

8. Record your time in the project plan

PREREQUISITE:



GUIDELINES: The screenshots provided here are for your reference only, and may differ from the actual screenshots in your system.

Tip: You can use the Look Up Menus function in SAP HANA or the Search function in SQL to find the

relevant paths.



TASK 1

Create a new company database using the Express Configuration Wizard

IMPORTANT: You need to know the site user password for your system. Ask your administrator or

instructor. If you do not know the site user password, skip this task and go directly to task 2.

Select the link in the welcome text at the top of the screen. This opens the Choose Company window.

Expand the New button and choose New Using Wizard.

Enter the site user credentials:



Choose Next in the wizard:

Select the Trial Version checkbox. Enter a company name (for example, your name) and a database name.

The database name should not contain any blank spaces (use hyphen or underscore as separators).

Select the localization (Local Settings) and a preformatted chart of accounts. The base language will be

taken from the localization but you can change this language.



Select the browse button to define the posting periods.

The system will by default show the current year dates. Enter a period code and name (the 4 digit year is

used in the example). Select the sub-periods. Choose Continue.

IMPORTANT: When defining posting periods in a new company, you should first define posting periods for the earliest fiscal year that will be required in the new company for reporting. After the company is created you can define posting periods for subsequent fiscal years, but you cannot define posting periods for an earlier year. The wizard now creates the database tables and progress is shown in the status bar:

The manager account is created and you need to supply the password:





TASK 2

Select a project plan in the implementation center and add an attachment to the plan.

IMPORTANT: If you created a new company database in task 1 you can continue to use the same database

for the remainder of this case study. If you did not create a new company database in task 1 you can use the

demo database.

Administration → System Initialization →Implementation Center → Implementation Projects

Select the Narrowed plan template and choose the icon to make a duplicate copy. Choose OK.

Which phases of the AIP methodology are covered in the new project plan?

Project Preparation

Business Blueprint

Project Realization ✓

Final Preparation ✓

Go-Live and Support ✓

Add an attachment to a task in the plan.

Locate the AIP change request form. You can find this document in the same folder or location as this case

study. Open the document and save it to an accessible folder on your computer or server.

Then set the path to the attachments folder:

Administration → System Initialization → Implementation Center → Path Settings



Choose the Project Implementation Paths tab and select an accessible folder. This can be the same folder

where you saved the change request form, or it could be a different folder. Choose OK then choose Update

in the path settings window.

Next, in the project plan select the attachments icon in the Project Realisation task row. In the Attachment

window, choose Browse, then select the change request document that you saved earlier:

Choose Update in the Attachment window.

The icon in the Attachments column will change to blue to indicate an attachment is present.



INFORMATION: The attachment file is copied into the folder specified in the path settings. You can save

multiple attachments for a task. To open the attachment at any time, select the attachments icon in the plan

and double-click the document row in the Attachments window.



TASK 3

Use the links in the project plan tasks to access the configuration windows and make configuration

changes.

First open the Company Details using the link arrow from the Company Details task:

If you are working in a new company database, you will be able to change settings in the Company Details,

such as local currency, system currency, and Use Perpetual Inventory. This is because no transactions have

been posted. If you are working in the demo database where transactions have been posted, the irreversible

settings will appear gray and not be changeable.



If the setting Enable Separate Net and Gross Price Mode is available in your localization, select the

checkbox to enable this. Note: this setting is irreversible so only make this change on a test system.

What is the result of this setting? After you save the Company Details the setting is irreversible. The unit price will show in documents as either the net price or the gross price, according to a selection in the business partner master data. A price list can be set as net or gross prices.



System Check: Open a sales order and review the price mode:

Next, open the General Settings:

Select the Hide Functions tab, then select the MRP checkbox. Choose Update. If you have any other windows open you will be prompted to save your changes:



RESULT: The MRP menus are removed from the main menu and from other windows such as the item

group setup window and the inventory tab of the General Settings.

You can easily restore the MRP functionality by unchecking the MRP checkbox in the General Settings:



•



Next, open the Document Settings:

In the General tab of the Document Settings, select the checkbox “Allow Future Posting Date”.

Choose Update.

System Check:



Test the new setting by creating an A/R invoice and selecting a future posting date in the Posting Date field.

You will be able to save the document with no errors.



TASK 4

In the project plan mark the configuration task as complete.

Open the project plan again and switch to the Progress tab:

Mark the Configuration of SAP Business One task as complete. The start and end dates will be auto-filled.

Select the orange arrow to record your time spent on this task:



In the Time Record, enter the date and open the selection list icon in the Owner column.

IMPORTANT: The owner is selected from the list of employees. If an employee record does not exist, you

can create one now by choosing New.



Enter the employee information in the master data:

Choose Add to save the employee record.

Complete the time record entry by entering the start and end time. Choose Update.



The time is recorded in the project plan:

Save your changes to the project plan.


Request for Change

Purpose Use the Request for Change document to document and approve project changes. Always include the project and business impact.

PROJECT/PHASE IDENTIFICATION

Project Name and Phase Project Number Project Type (Implementation, Upgrade, other)

Customer Name Customer Number Planned Start/Finish

Project Sponsor Project Manager (Partner)

Consultant Name Project Manager (Customer)

CHANGE DESCRIPTION

Change Number Priority Project Phase

< Indicates the impact of this change on the project>

H = High (extremely important or imperative to project success)

M = Medium (important to project success, but a work around exists)

L = Low (this change is desirable, but there is little impact if the change is not made)

<The Project Phase that this change applies to>

Benefits or Reasons for Change: < Specify benefits of the change >

DETAILED REQUEST INFORMATION

Requested By:

Date of Request:

Solution/Module:

Business Area:



IMPACTS

Factor Description

Scope <How does this change affect scope? >

Schedule <How does this change affect the project schedule? Describe any major milestone

target date modifications or if the end date of the schedule has changed. >

Resources < Are additonal resources needed? Define the staff needs or other resources required

for this change. >

Budget <Are there costs involved? Identify projected financial consequences of making the change. Estimate cost differentials as precisely as possible. >

Assumptions <List any business and/or technical assumptions for this change.>

Impact of not doing the change

<List the impact to the project if this change is not made. >

Other <State any other factors, such as impact on other interrelated projects. >

RECOMMENDED ACTION

▪ <List the action steps needed to carry out the change. >

▪

OTHER RELEVANT INFORMATION

Alternative Solutions

<Optional Section - List any alternative solutions if applicable. >

APPROVAL FOR CHANGE

Name Title Date Approved

Project Sponsor <Yes, No, Deferred to another project, or Deferred to another phase of the project.>

Project Manager

Project Owner



Case Study: Users and General Authorizations SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


1. Create an account for a new user

2. Assign a license and authorizations to the new user

3. Manually refine the user’s authorizations

4. Define services and user defaults for the new user account

5. Designate the new user as a sales employee

PREREQUISITE:



You will also create a new user account (Sam) and will login as this second user to validate the

authorizations and user defaults. Therefore you should keep both user sessions open.


Tip: You can use the Look Up Menus function in SAP HANA to find the relevant paths to the functions

mentioned.



TASK 1

A new user Sam Yong has joined the company. Sam will work in the logistics department. As the administrator, you need to give the user access to the SAP Business One system. Create an account for the user.

TASK 2

Sam will be responsible for carrying out functions under the Sales – A/R menu so needs a license and general authorizations to these menus. Assign a license to Sam. Create a new authorization user group called Logistics and assign Sam to this group. Then copy the authorizations from the predefined Sales authorization group to the new group. View Sam’s authorizations in the Authorizations window: What is shown in the effective authorization column for a user? Select the correct answer below:

A. The effective authorization column shows only authorizations assigned to a user through an authorization group

B. The effective authorization column shows the sum of all authorizations assigned to a user manually and from an authorization group

C. The effective authorization column shows only the authorizations that were manually assigned to a user

TASK 3

Sam also needs to create Purchase Requests. Manually adjust Sam’s authorizations to provide Full Authorization to Purchase Request documents. System check: Open a new SAP Business One session and log in as the new user Sam. Leave the old password blank. You will be prompted to enter a new password:



Create a Purchase Request document.

TASK 4

IMPORTANT: Switch to the session for the user manager.

Sam wants to receive an alert for activities scheduled for the day. Set up this service in Sam’s user account. Sam also needs to automatically create a PDF copy of all sales quotations and sales orders when they are added to the system. Create a set of user defaults so that a PDF is automatically created when Sam adds sales quotations and sales orders. Assign the user defaults to Sam’s user account. Note: The PDF will be saved in the Attachments folder. If this folder has not been mapped in your system, you should map it now in the General Settings Path tab. Select an accessible folder on your computer or server.



System Check: IMPORTANT: Switch to the SAP Business One session for the user Sam. Create a Sales Order. Why is a different user assigned as the Sales Employee in the order? Open the saved PDF file. Note: If the system does not prompt you to save the order as a PDF, investigate why this could have happened. TASK 5

Designate Sam as a sales employee. IMPORTANT: Switch to the session for the user manager.

Designate the user Sam as a sales employee by entering the full name in the list of sales employees/buyers.

System Check: IMPORTANT: Switch to the SAP Business One session for the user Sam. Create a new business partner master data record for a customer. Select Sam as the Sales Employee. Create a Sales Order for this new customer. Notice this time that Sam is assigned as the sales employee in the sales order.

IMPORTANT: If you assigned a license to the new user Sam, remember to remove the license assignment after you finish the task!


Case Study Solution: Users and General Authorizations SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


6. Create an account for a new user

7. Assign a license and authorizations to the new user

8. Manually refine the user’s authorizations

9. Define services and user defaults for the new user account

10.Designate the new user as a sales employee

PREREQUISITE:



You will also create a new user account (Sam) and will login as this second user to validate the

authorizations and user defaults. Therefore you should keep both user sessions open for the duration of the

case study.



mentioned.


TASK 1

Create an account for a new user.

You can use your own name, or use the name shown here:

Choose Add.



TASK 2

Assign a license and authorizations to the new user. Assign a license to the new user:

Choose Update. Assign authorizations to the user from an authorization user group. You can use one of the predefined user

groups, but here we will create a new user group called Logistics. Open the User Groups window, enter the

name and description, and select the Group Type as Authorization. Choose Add.

You can also optionally assign a cockpit template to the group.



In the User Groups window, select the newly defined group and add the new user to this group. Choose Update:

Now copy authorizations from the predefined Sales group to the new user group.

Open the Authorizations window and select the Groups tab. Then select the Sales group, and choose the

Copy Authorizations button, then select the new Logistics group. Choose OK then Update.



View the authorizations inherited from the user group. In the Authorizations window, switch to the Users tab

and select the user. The inherited authorizations appear in the Effective Authorization column. The new user

has various authorizations including Full authorization to Sales Quotations and Sales Orders.



TASK 3

Manually refine the authorizations for a user. The new user needs to create purchase requests and needs authorization to this function. To manually set

this authorization, select the user and scroll to the Purchasing – A/P function. Expand the node and set Full

Authorization to the Purchase Request document. Choose Update.

Notice when you make the change, the effective authorization column is simultaneously updated. You can

open the link to see where the authorizations come from:



System Check: Open a new SAP Business One session and log in as the new user Sam. Leave the old password blank. You will be prompted to enter a new password:

Create a Purchase Request: Enter the email address and the required date in the header. Choose any item. Add the document.



TASK 4

Set up services and defaults for the new user account. IMPORTANT: Switch to the session for the user manager.

In the Users – Setup window, choose the Services tab and select the checkbox to send an alert for activities

scheduled for the day. Choose Update. Note that this overrides the setting in the General Settings:



Open the User Defaults window and create a new set of defaults for logistics users. Enter a code and description. On the Print tab, check the Export to PDF checkbox for the sales quotation document:

Repeat to set the Export to PDF checkbox for the sales order document:

Choose Add.



In the Users - Setup window, assign the new user defaults to the user account.

Note: You can also set the option to export or email a document in Print Preferences. Print Preferences

apply to every user, whereas User Defaults only apply to assigned users.



The PDF will be saved in the Attachments folder. If this folder has not been mapped in your system, you should map it now in the General Settings Path tab. Select an accessible folder on your computer or server.

Note: An attachments folder can also be defined in the User Defaults. You can only select a sub-folder of the main attachments folder, and this sub-folder will take priority when the user defaults are assigned to a user. System Check: IMPORTANT: Switch to the SAP Business One session for the user Sam. Create a Sales Order:



Note: A default sales employee is automatically selected for the sales order based on the business partner master data. Because you set Export to PDF in the user defaults, when you add the sales order you will be prompted to save the PDF:



The exported PDF:



TASK 5

Designate the user as a sales employee. IMPORTANT: Switch to the session for the user manager.

Designate the user Sam as a sales employee by entering the full name in the list of sales employees/buyers:

System Check: IMPORTANT: Switch to the SAP Business One session for the user Sam. Create a new business partner master data record for a customer. Select Sam as the Sales Employee.



Create a Sales Order for this new customer:

Notice this time that Sam is assigned as the sales employee. IMPORTANT: If you assigned a license to the new user Sam, remember to remove the license assignment after you finish the task!



Case Study: Data Ownership SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


1. Determine the appropriate data ownership strategy to meet a set of requirements

2. Enable data ownership

3. Set up data ownership rules and test data ownership

4. Grant data ownership authorizations

5. Set up data ownership sharing options

6. Change the data ownership strategy

7. Test data ownership for the new strategy



mentioned.



PREREQUISITE:



USER SETUP:

Create a new user account for a user in the Purchase department. Select the department from the dropdown

list in the user account:

Next, create an employee master data record for the same user. In the User Code field of the employee

master data, select the user code from the user account, so that the two records are linked. Select the

Membership tab of the employee record and select the Purchasing team from the Team dropdown list. If no

Purchasing team exists you can create one now (choose Define New).



OTHER USERS:

During the case study you will log in as other users to test the data ownership rules. The users are

highlighted below. If these users do not exist in your system, identify a substitute user from each of the

Sales, Purchase and Accounting departments.

In order to open the List of Users: Open the Users module > Switch to Find mode > Enter * in the User Code

field -- > and then choose the Find button





TASK 1

OEC Computers wants to use the Data Ownership functionality in their daily business for the purchase

department.

Pat, the purchasing manager, has sole responsibility for the most important vendors (V10000 and V1010)

and only she can change the business partner master data for these vendors. Each of the other purchasing

managers has sole responsibility for other vendors.

Determine the best data ownership strategy to meet the needs of the purchase department:

Business Partner Only

Document Only

Business Partner and Document



TASK 2

Enable data ownership to meet the needs of the purchase department.

IMPORTANT: Log in as the user manager to perform this task.

In the General Settings, enable Data Ownership by Business Partner Only.

INFORMATION: Make sure that the setting Allow BP Without an Owner is activated. Otherwise an Owner

has to be entered in every business partner master data record.



TASK 3

Set up data ownership rules and test data ownership.


To give the user Pat exclusive ownership of vendors V10000 and V1010, open the respective business

partner master data records and select her name in the Owner field. Update the master data record.

System Check:

Data ownership will now ensure that only Pat can manage those business partners. Test data ownership by

logging as the purchasing manager James.

Note: Before you log in as James, you must first assign a license to James: user code james.

You must also assign full authorization to Business Partner master data in the Authorizations window.



If this is the first time you log in as this user, leave the password blank and set the new password to be:

1234.

As the user james, access the business partner list by opening business partner master data and entering

V* in the code and choosing Find.

What is the result of the data ownership rules?

______________________________________________________________________________________

______________________________________________________________________________________

Which vendors can James see?

______________________________________________________________________________________



TASK 4

James works in the same Purchasing team as Pat and supports Pat in her daily work with her vendors.

Because of that he needs access (read-only) to these vendors.

Grant data ownership authorizations for James so that he has read-only access to Pat’s business

partners.

IMPORTANT: Switch to the SAP Business One session for the user manager to perform this task.

Note: In order to be assigned data ownership authorizations, James must have an employee master data

record and must be a member of the same team. If there is no employee master data for this user, create it

now, assign the User Code, and select the Purchasing team membership.

In the Data Ownership Authorizations window, assign the user James read-only authorization to business

partners for the Team relationship.



System Check:

Switch to the SAP Business One session with user James and access the business partner list again.

What is different now?

_____________________________________________________________________________________

What happens when you edit and update one of Pat’s business partners?

_____________________________________________________________________________________

Logout (exit) the user session for James.



TASK 5

Maria, the Financial Accountant, needs to run the Payment Wizard for the Outgoing Payments. Because

Data Ownership has been enabled, she cannot see business partners that have an Owner.

Set up data ownership sharing options so that Maria can use the Payment Wizard.

IMPORTANT: Switch to the SAP Business One session for the user manager to perform this task.

Tip: Select the Windows tab. To find the form number for the Payment Wizard, open the window and use

View > System Information. The form number appears in the status bar.

System Check:

Before you log in as the user Maria, you must assign a license to Maria (you can release the license from the

user James and assign to Maria). You should also check Maria’s authorizations for the Payment Wizard

function. If not set, select Full Authorization to the Payment Wizard function in the Authorizations window.

Login as Maria: user code maria and run the Payment Wizard.



TASK 6

After implementation of the data ownership functionality in the purchase department, OEC Computers wants

to implement data ownership also for the sales department.

The organization of the sales department is different. In this organization:

- Each sales manager is allocated to a set of business partners and has exclusive access to master

data and documents for the allocated business partner.

- A sales manager has no access to master data and documents that are exclusively managed by

other sales managers.

- Some customers do NOT have an exclusive owner and are managed by any available sales

manager. Documents created for these customers should only be visible to the sales manager who

created the document.

Select the best data ownership strategy to meet the needs of both the sales and purchasing

departments:

Business Partner Only

Document Only

Business Partner and Document

Change the data ownership strategy in the system.

Make sure you are logged into the manager user session.

In the General Settings window change the Data Ownership settings.

Set an owner for business partner (customer) master data records.

Check in your database to see if an owner exists for customer master data records. To do this, open the

business partner master data and select Customer, then choose Find. Tip: If you do not see the BP Owner

column, open Form Settings to add the BP Owner field to the List of Business Partners window:



Make sure that there is at least one customer record assigned to the user Bill Levine (or your equivalent

user in the Sales department). And make sure that at least one customer record is assigned to another user,

for example, Michael Spear, as shown above.

If there are no owners, you should assign them now in the business partner master data for C20000 and

C30000:

• Assign Michael Spear (or equivalent user) as the owner for C20000

• Assign Bill Levine (or equivalent user) as the owner for C30000

IMPORTANT: You will not be able to assign these users if they do not have employee data records. If no

employee master data exists, create new employee master data records for the users Bill Levine and

Michael Spear.



TASK 7

Test data ownership for the new Business Partner and Document strategy.

Login as the user Bill: user code bill.

IMPORTANT: Before you login, make sure this user has a license. If not, assign one now from the License

Administration window. Also check Bill’s authorizations to the Sales – A/R function and to Business

Partners. If Bill does not have these authorizations you can open his user account and assign him to the

Sales authorization user group. This will grant the necessary authorizations.

Find out which business partners Bill Levine has access to.

Open a sales order and select the list of business partners to see which customers Bill has access to. What are the rules that govern which business partners Bill can access? ______________________________________________________________________________________ Create a sales order for a business partner with no owner.

If you see a business partner with no owner, select this business partner and create a sales order. Notice the document owner that is assigned. In the sales order, how is the document owner assigned? ______________________________________________________________________________________ IMPORTANT: Data ownership rules may prevent you from completing other case studies for this course.

Therefore we recommend you disable data ownership by de-selecting the checkbox in the General Settings:




Case Study Solution: Data Ownership SAP Business One 10.0, version for SAP HANA PUBLIC


© 2020 SAP SE. All rights reserved

68

INTRODUCTION


8. Determine the appropriate data ownership strategy to meet a set of requirements

9. Enable data ownership

10.Set up data ownership rules and test data ownership

11.Grant data ownership authorizations

12.Set up data ownership sharing options

13.Change the data ownership strategy

14.Test data ownership for the new strategy



mentioned.



PREREQUISITE:



USER SETUP:

Create a user account for a user in the Purchasing department. An example is shown here:

Next, create an employee record for the same user:



IMPORTANT: Select the user account code in the employee master data record (in the User Code field). On

the Membership tab, select the employee as a member of the Purchasing team. If no Purchasing team exists

you can create one now (choose Define New).

OTHER USERS:

During the case study you will log in as other users to test the data ownership rules. The users are

highlighted below. If these users do not exist in your system, identify a substitute user from each of the

Sales, Purchase and Accounting departments.

In order to open the List of Users: Open the Users module > Switch to Find mode > Enter * in the User Code

field -- > and then choose the Find button





TASK 1

OEC Computers wants to use the Data Ownership functionality in their daily business for the purchase

department. Pat, the purchasing manager, has sole responsibility for the most important vendors (V10000

and V1010) and only she can change the business partner master data for these vendors. Each of the other

purchasing managers has sole responsibility for other vendors.

Determine the best data ownership strategy to meet the needs of the purchase department:

The best strategy for the current situation at OEC Computers is

• Business Partner Only



TASK 2

Enable Data Ownership functionality to meet the needs of the purchase department.


In the General Settings, enable Data Ownership by Business Partner Only.

INFORMATION: Make sure that the setting Allow BP Without an Owner is activated. Otherwise an Owner

has to be entered in every business partner master data record.

Choose Update.



TASK 3

Set up data ownership rules and test data ownership.


To give Pat exclusive ownership for the vendors V10000 and V1010, open the respective business partner

master data records and select her name in the Owner field. Update the master data record.





System Check:

Data ownership will now ensure that only Pat can manage those business partners. Test data ownership by

logging as the purchasing manager James.

Note: Before you log in as James, you must first assign a license and authorizations to James’ user account.

Assign a license:

Assign authorizations:

Open the Authorizations window and make sure that the user has Full Authorization to Business Partner

Master Data. If not, then grant Full Authorization now.



Open a new SAP Business One session and log in as James: user code james. Note that the user code is

case sensitive.


1234.

Access the business partner master data by entering V* in the Code field and choose Find. Notice the

vendors V10000 and V1010 do not show in the list.



INFORMATION: James is not able to access the business partner master data of vendors V10000 and

V1010. Even though James has Full Authorization to the master data, data ownership rules prevent him from

accessing master data records that are owned by Pat.

The vendors that are visible to James have an empty Owner field in the business partner master data. This

means that every purchase user can see them and can create documents for them.



TASK 4

Grant data ownership authorizations for James so that he has read-only access to Pat’s business

partners.

IMPORTANT: Switch to the SAP Business One session for the user manager.

Open the employee master data for the user James. If there is no employee record, create one now. Make

sure there is a link to the user account (in the User Code field). On the Membership tab select James as a

member of the Purchasing team.



James and Pat are now members of the same Purchasing team as defined in their employee records.

In the Data Ownership Authorizations window, select the user James then select the authorization to the

Business Partner as Read Only in the Team relationship column. Choose Update.

System Check:

Switch to the SAP Business One session with user James. Access the business partner list again.

Data ownership now allows James to view and open the business partner master data for vendors V10000

and V1010 which are owned by Pat.



Update the master data record.

Open the master data record for business partner V10000. Change the telephone number (Tel 1 field).

Choose Update.

INFORMATION:

When James tries to make a change to the business partner master data, and chooses Update, he gets this

error message because he has Read only permission to Pat’s business partners.

Log out (exit) the session for the user James.



TASK 5

Maria, the Financial Accountant, needs to run the Payment Wizard to pay vendors. But after data ownership

was enabled, she cannot see the vendors owned by Pat in the wizard run.

Set up data ownership sharing options for the Payment Wizard.

IMPORTANT: Switch to the session for the user manager.

Open the Data Ownership Sharing Options window and select the Windows tab.

Select the Payment Wizard window from the list (form 504) and select No Restriction. Choose Update.

INFORMATION: Users can now run the Payment Wizard with no data ownership restrictions.

Tip: The form number for the Payment Wizard is 504. To find the form number for a window, open the

window and use View > System Information. The form number appears in the status bar.

System Check:

Before you log in as the user Maria, from the Accounting department, you must assign a license and

authorizations to Maria.

Release the license from the user James……



….. and allocate it to the user Maria:

Check Maria’s authorizations for the Payment Wizard function. If not set, select Full Authorization to the

Payment Wizard function.



Check data ownership sharing options by logging into a new SAP Business One session as Maria: user

code maria. Note that the user code is case sensitive.


2345.

Maria is now able to run the Payment Wizard for all vendors to create outgoing payments.



Maria can create payments for the business partners owned by Pat because the Payment Wizard function is

not restricted by data ownership (No Restriction).

Note: You could give Maria data ownership authorizations to the Business Partner at the Company level.

However, this would allow Maria access to all documents for all the business partners. Instead, using the

sharing options you can give Maria access just to run the Payment Wizard.



TASK 6

After implementation of data ownership functionality in the purchase department, OEC Computers wants to

implement data ownership for the sales department as well.

The organization of the sales department is different. In this organization:

- Each sales manager is allocated to a set of business partners (customers) and has exclusive access

to master data and documents for the allocated business partner.

- A sales manager has no access to master data and documents that are exclusively managed by

other sales managers.

- Some business partners (customers) do NOT have an exclusive owner and are managed by any

available sales manager. Documents created for these customers should only be visible to the sales

manager who created the document.

Select the best data ownership strategy to meet the needs of both the sales and purchasing

departments.

The Business Partner and Document strategy will provide exclusive access to business partners to the

allocated sales managers, and will also protect documents for business partners without an owner using the

document owner.

Change the data ownership strategy.

IMPORTANT: Use the manager user session.

In the General Settings change the Data Ownership settings from Business Partner Only to Business Partner

and Document.



Set an owner for business partner (customer) master data records.

Check in your database to see if an owner exists for customer master data records. To do this, open the

business partner master data and select Customer, then choose Find.

Tip: If you do not see the BP Owner column, open Form Settings to add the BP Owner field to the List of

Business Partners window.



Make sure that there is at least one customer record assigned to the user Bill Levine (or your equivalent

user in the Sales department). And make sure that at least one customer record is assigned to another user,

for example, Michael Spear, as shown above.

If there are no owners, you should assign them now in the business partner master data for C20000 and

C30000:

• Assign Michael Spear (or equivalent user) as the owner for C20000

• Assign Bill Levine (or equivalent user) as the owner for C30000

IMPORTANT: You will not be able to assign these users if they do not have employee data records. Make

sure there is an employee record in your system for the users Bill Levine and Michael Spear. If no

employee master data exists, create it now:





TASK 7

Test data ownership for the new Business Partner and Document strategy.

Before you login as Bill Levine, make sure this user has a license. If not, assign one now from the License

Administration window:

Check Bill’s authorizations before you log in:



If Bill does not have authorizations to Sales – A/R and Business Partners, you can open his user account and assign him to the Sales authorization user group. This will grant the necessary authorizations.



Find out which business partners Bill Levine has access to. Log in to SAP Business One as the user Bill Levine: user code bill.


3456.

Open a sales order and select the choose from list icon.

INFORMATION: Bill can create documents if he is the owner of the customer master data (for example,

C30000 and C50000). Bill can also create sales documents for business partners where no owner is

assigned, for example, C80000 (as shown in the screenshot).

Create a sales order for a business partner with no owner.

If you see a business partner with no owner, select this business partner and create a sales order. Notice the

document owner that is assigned. If the business partner does not have an owner then the data ownership

by document rules apply and an owner is assigned according to the data ownership by document rules:



• If there is a sales employee defined in the business partner master data, and there is an employee

master data record for the sales employee that is linked to their user account, then the system will assign

the sales employee as the document owner.

• If there is no sales employee for the business partner then the system will assign the user who creates

the document as the document owner (if they have an employee master data record). In this example

Bill is assigned as the document owner, even though Brad Thompson is the sales employee, because

there is no employee master data record for Brad.

INFORMATION: During the creation of the sales document Bill has the option to change the document

owner. However, if the document now has a different owner, Bill will no longer have access to this

document due to data ownership by document rules. Of course it is possible to give Bill permission to the

document using the data ownership authorizations window and based on Bill’s relationship to the new

document owner.

IMPORTANT: Data ownership rules may prevent you from completing other case studies for this course.

Therefore we recommend you disable data ownership by de-selecting the checkbox in the General

Settings.




Case Study: Document and Master Data Numbering SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


9. Define an automatic numbering series for customer master data records

10.Define a numbering series for Purchase Orders

PREREQUISITE:



To test the numbering series you will login as the user Bill Levine (user code bill). Make sure that a license

is assigned to this user in your system.

Tip: in order to reset bill's password, in case you do not know the password, go to the Users window and

locate bill to change the user password.



relevant paths.



TASK 1

OEC Computers want to automatically allocate numbers for new customer master data, instead of manually

entering them. Customer codes should span from C-0001-R2 to C-9999-R2. Access to the series will be

controlled using a general authorization group number 2.

Define an automatic numbering series for customer master data.

Make sure you are logged-in as user code: manager.

Start the new series at 0001. Enter a prefix and suffix and select Group 2. Set the series as default for the user Bill Levine. Remember to update the Document Numbering – Setup window. System check: Use the new series to add a customer master data record. Check that the user Bill Levine has access to the Series – Group No. 2 authorization. Login as the user Bill Levine (user code bill). Open the business partner master data and add a new master data record for customer BY Logistics. TASK 2

OEC Computers wants to use a new document numbering series for Purchase Orders.

Define a numbering series for Purchase Orders.

Login as the user manager.

Add a new numbering series for Purchase Orders.

Close out the current series by setting the last number in that series.

Continue the numbers in the new series. Enter a Suffix for the new series.

Set the new series as default for all users. System check: Use the new series to add a purchase order. Add a purchase order. Why does the suffix not appear in the purchase order? ______________________________________________________________________________________


Case Study Solution: Document and Master Data Numbering SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


11.Define an automatic numbering series for customer master data records

12.Define a numbering series for Purchase Orders

PREREQUISITE:



To test the numbering series, you will login as the user Bill Levine (user code bill). Make sure that a license

is assigned to this user in your system.

Tip: in order to reset bill's password, in case you do not know the password, go to the Users window and

locate bill to change the user password.

GUIDELINES: The screenshots provided here are for your reference only and may differ from the actual screenshots in your system.


relevant paths.



TASK 1

OEC Computers want to automatically allocate numbers for new customer master data, instead of manually

entering them. Customer codes should span from C-0001-R2 to C-9999-R2. Access to the series will be

controlled using a general authorization group number 2.

Define an automatic numbering series for customer master data. Make sure you are logged-in as user code: manager.

Access the Document Numbering – Setup window.

Double-click the row as shown.

Open the context menu and add a new row:



Enter information for the new series. Enter a prefix and suffix and select Group 2. Note: You must enter the No. of Digits:

Choose Update. Select the series row then set the series as default for the user Bill Levine.



Choose Update in the Document Numbering – Setup window.



INFORMATION: Access to numbering series can be controlled using the Series – Group No. authorization. Check that the user Bill Levine has access to the Series – Group No. 2 authorization:

System check: Use the new series to add a customer master data record. Login as the user Bill Levine (user code bill).



Open the business partner master data window. Notice that the new series has become the default series for

this user.

Add a new master data record for customer BY Logistics:

INFORMATION: The next number to be allocated is automatically incremented:





TASK 2

OEC Computers

wants to use a new

document

numbering series for

Purchase Orders.

Define a numbering series for Purchase Orders.

Login as the user

manager.

Double-click the

Purchase Orders

row in the Document Numbering – Setup window.

Add a new row for purchase orders.

Reference the Next No. value in the default Primary series. Enter this value as the First No. and Next No. in

the new series. Set the Last No. in the Primary series to match the last document number issued for the

Primary series.

Enter an optional Suffix in the new series.



Choose Update.

Select the row for the new series and set as default for all users.

Choose Update in the Document Numbering – Setup window.



System check:

Create a purchase order.



INFORMATION: The new numbering series appears first, instead of the Primary series which has been

closed.

Enter information for the purchase order and choose Add and View.

Choose the Preview icon .



INFORMATION: The suffix from the numbering series only appears when the document is printed.


Case Study: Using Alerts SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION

In this case study you will perform the following tasks:

13.Configure a standard alert

14.Trigger the alert and forward the notification to another user

15.Create a user query for a user-defined alert

16.Define a user alert based on a query

17.Test the user alert

PREREQUISITE:



• Under Administration -> System Initialization -> General Settings -> Services tab: o Ensure the checkbox Display Inbox When New Message Arrives is ticked. o Set the Update Messages (Min.) field to 1 (the system will check for new alerts every 1 minute)



mentioned.



TASK 1

Jayson, the General Manager at OEC Computers, wants to be informed of any significant discounts given to

customers that cause the gross profit of items to fall below 30% across all sales quotations and sales orders.

Configure a standard alert for gross profit deviation in sales quotations and sales orders.

Select the user manager as the recipient for the alert.

TASK 2

Trigger the alert and forward the notification to another user.

To test the alert is working properly, create a sales quotation for Customer C30000 and the item A00006 in

your database.

Open the gross profit window using the toolbar icon. If the gross profit shows as > 30% set the discount in

the sales quotation to 25%. View the gross profit again to make sure it is < 30%.

Note: Different localizations have different prices and thus may cause a higher gross profit.

Choose Add to save the quotation. An alert will be triggered.

IMPORTANT: If you do not receive an alert notification, the alert service may not be running. The alert service runs in the Job Service area of the System Landscape Directory on the server. Contact your instructor or your system administrator to check the alert service.

Check the alert notification.

Open the sales quotation to review the gross profit.

After receiving an alert triggered by the Sales Quotation, Jayson wants to take immediate action to rectify the

deviation from gross profit. Jayson wants to notify the sales manager Bill Levine of his intentions to update

the Sales Quotation.

Send the alert to another user.

Forward the alert to the user Bill Levine, with a suitable message.

After he informs the sales manager Jayson then adjusts the sales quotation discount to ensure no more

alerts are received.



Update the Sales Quotation.

Open the Sales Quotation from the alert notification. Change the discount so that the gross profit is now >

30%. Update the sales quotation. Check that no further alerts are received.

TASK 3

A manager wants to review sales orders issued for the day. The report should be sorted by sales employee.

You can meet this requirement using an alert based on a query. The query will be set to run once a day, and

will show the sales orders issued for that day.

Preparation

Create 2-5 sales orders for different customers. These sales orders will have today’s posting date (DocDate) so will be included in the report.

Create a user query for a user-defined alert.

If you have already completed the Query Practice case study, you will have saved a query called Today’s Sales Orders in the Sales category. You can use this query for this task. Go to TASK 4. If you have not created the query, you can do so now.

Open the Query Generator and enter the tables ORDR and OSLP in the Table column. Enter the query as

shown below:



Save the query in any query category.

.

TASK 4

Define a user alert based on the saved query.

In the alerts management window, switch to add mode and create a new alert.

Select the query you saved earlier. Make sure the alert is active.

Select user manager as the recipient.

Enter the frequency: For the purposes of this demo, set the frequency to Minutes and set the time to be 2 minutes.

Add the alert.

TASK 5

Test the user alert.

Make sure there are some sales orders issued today.



The alert will trigger in 2 minutes and will run the query. You will only get an alert notification if there are results for the query.

Note: There may be a time delay due to network lag. If you do not receive the alert in 10 minutes, ask your system administrator to check if the SAP HANA service layer is installed and active.

View the report in the alert notification window.

IMPORTANT: When you have finished this practice, you should deactivate the alert in the Alerts Management window. Otherwise you may receive an alert every 2 minutes!


Case Study Solution: Using Alerts SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


18.Configure a standard alert

19.Trigger the alert and forward the notification to another user

20.Create a user query for a user-defined alert

21.Define a user alert based on a query

22.Test the user alert

PREREQUISITE:



• Under Administration -> System Initialization -> General Settings -> Services tab: o Ensure the checkbox Display Inbox When New Message Arrives is ticked. o Set the Update Messages (Min.) field to 1 (the system will check for new alerts every 1 minute)



mentioned.



TASK 1

Jayson, the General Manager at OEC Computers, wants to be informed of any significant discounts given to

customers that cause the gross profit of items to fall below 30% across all sales quotations and sales orders.

Configure a standard alert for gross profit deviation in sales quotations and sales orders.

Use the Look Up Menus function in SAP HANA or the Search function in SQL, or navigate to Administration

→ Alerts Management. Type * in the Name field and choose Find.

In the List of Define Alerts window, choose Deviation from % of Gross profit.

In the Alerts Management window, activate the alert. Change the priority of the alert to High which will flag

this alert notification as a high priority item.



For the user Jayson Butler, select the Int. checkbox. This will trigger an internal notification in the

Messages/Alerts Overview popup window.

Under the Conditions tab, type 30 in the Profit Percentage field. The calculated gross profit percentage that

will trigger the alert is 30.

Under the Documents tab, select the checkboxes Sales Quotations and Sales Orders and save the alert.

INFORMATION: Under the Groups tab, you can instead select a user group to send the notification to

multiple users without selecting them individually. The user group must be of type Alerts or Cross All Types.



TASK 2

Trigger the alert and forward the notification to another user.

Open the Sales Quotation window.

Select the Customer C30000 and the item A00006 in your database.

Check the gross profit for the item.

Select the gross profit icon from the top toolbar:



The gross profit % appears in the Profit % column. In this case we can see that it is over 50% and will

therefore not trigger an alert. In order for the alert to trigger, you need to reduce the gross profit percentage

to < 30%.

You can increase the discount in the sales quotation so that the gross profit is reduced to below 30%.

Choose Add to save the quotation. An alert will be triggered.

IMPORTANT: If you do not receive an alert notification, the alert service may not be running. The alert service runs in the Job Service area of the System Landscape Directory on the server. Contact your instructor or your system administrator to check the alert service. You can also make sure that in SAP Business One, in the General Settings window, under the Service tab, the Enable Alert Service box is checked.



Check the alert notification.

The Messages/Alerts Overview window opens automatically when the alert is triggered. You can also open

this window from the Messages/Alerts Overview icon on the toolbar.

Select the alert row in the Inbox. You then see a link to the document.

INFORMATION: If the Messages and Alerts widget was added to the recipient’s cockpit, you can access the

alert window from the widget.

Send the alert to another user.

In the Messages/Alerts Overview window, choose Forward.

This will open the Send Message window.



Choose Add Recipient in the Send Message window.

Under the Users tab, select Bill Levine and choose OK.

INFORMATION: Under the Contact Persons tab, you can also choose a recipient from your Business

Partner list or from a predefined distribution list.

Choose the notification method for the alert message. Under the Text tab, you can type your message.

Choose Send to forward the alert to Bill.

INFORMATION: Bill will receive an alert containing the sales quotation and the message.



Update the Sales Quotation.

Open the Sales Quotation by selecting the orange drill-down arrow in the alert.

Change the Discount field to 5.



Check the gross profit of the document. The alert will no longer be triggered because the profit % is now

above 30%. Choose Update to save the Sales Quotation.

Check that no further alerts have been received upon saving the Sales Quotation document.



TASK 3

Create a user query for a user-defined alert.

Scenario

A manager wants to review sales orders issued for the day. The report should be sorted by sales employee. You can meet this requirement using an alert based on a query. The query will be set to run once a day and will show the sales orders issued for that day.

Preparation

Create 2-5 sales orders for different customers. These sales orders will have today’s posting date (DocDate) so will be included in the report.

If you have already completed the Query Practice case study, you will have saved a query called Today’s Sales Orders in the Sales category. You can use this query for this task. Go to TASK 4. If you have not created the query, you can do so now.

Open the Query Generator and enter the tables ORDR and OSLP in the Table column.

Select the OSLP table and select the field SlpName.

Select the ORDR table and select the DocNum, CardCode and DocTotal fields.

Type the SUM command as:

SUM(T0.”DocTotal”) OVER (Order by T1.”SlpName”, T0.”DocTotal”) as “Running Total”

Select the DiscPrcnt field.



The query should look like this. Note that the join in the From clause is provided for you.

In the Where clause, type:

T0.”DocDate” = Current_Date

Choose Execute to run the query.



Save the query.

Select a query category.

Enter the name as Today’s Sales Orders. Choose Save.



TASK 4

Define a user alert based on the saved query.

Choose Administration → Alerts Management.

Switch to Add mode and create a new alert.

Enter a name for the alert.

Select the Active checkbox.

Choose Open Saved Query.

Select the saved query Today’s Sales Orders.



Select the Int. indicator for the user Jason Butler (manager user).

Enter the frequency: For the purposes of this demo, set the frequency to Minutes and set the time to be 2 minutes.

Check the Save History checkbox.

Add the alert.



TASK 5

Test the user alert.

Make sure there are some sales orders issued today.

The alert will trigger in 2 minutes and will run the query. You will only get an alert notification if there are results for the query.

Note: There may be a time delay due to network lag. If you do not receive the alert in 10 minutes, ask your system administrator to check if the SAP HANA service layer is installed and active.

Select the row for the alert to view the report:

IMPORTANT: When you have finished this practice, you should deactivate the alert in the Alerts Management window. Otherwise you may receive an alert every 2 minutes!


Case Study: Approval Process SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


23.Activate approval process functionality

24.Define an approval process for purchase requests

25.Define an approval process for purchase orders

26.Approve the purchase request and copy to a purchase order

27.Approve the purchase order

28.Update documents that require approval

29.Define an approval process using a query

PREREQUISITE:



• In order to test the approval process, you will also login as the following users:

o Bill Levine (bill) from the Sales department

o Vicky Purchase (Vicky) from the General department

• If these users are not in your database, select a user from the Sales department and a user from the

General department.

ASSIGN LICENSES AND AUTHORIZATIONS TO USERS:

To assign a license, open the License Administration window in the SAP Business One client, select the

user code, and assign an available Professional license to bill and Vicky.

Note: If the user is logged in to the system you will not be able to assign a license.

To assign authorizations, open the user account for the user bill. Make sure the user is assigned to the

Sales authorization group. If the user is not assigned, select the browse button and make the assignment.

Make sure the user bill also has authorization to create purchase requests. Open the authorizations

window. Select the user bill and find the Purchase Request function. If not set, change the authorization

to Full Authorization.

Open the user account for the user Vicky and assign to the Purchase authorization group, if she is not

already assigned.





mentioned.



TASK 1

Important: Login as user manager while working on this task.

OEC Computers wants to implement greater control over the purchasing process.

Activate approval procedures in the system.

Note: Also select the checkboxes Enable Updating the Document Generated/Updated by Approval Process

and Enable The Originator to Update the Document Draft in Pending/Approved Status.

TASK 2

The user Vicky must approve all purchase requests created by other employees in the company except for

her manager, Jayson Butler.

Define an approval process (stage and template) for Purchase Requests.

In the approval stage, set Vicky Purchase as the approver.

In the approval template, select all the users from the Purchase and Sales departments as the originators.

Make sure that the users Vicky Purchase and Jayson Butler are not included as originators.

Select the purchase request document.

Include the approval stage you defined earlier.

Set the terms as ‘Always’.



TASK 3

Jayson, the General Manager at OEC Computers would also like to approve any Purchase Orders with a

document total over 2500 created by Vicky.

Define an approval procedure for Purchase Orders.

First define an approval stage with user Jayson Butler (manager) as the approver.

Then define a new approval template. Select the user Vicky Purchase as the originator. Select the Purchase

order document, and include the approval stage just defined. On the Terms tab choose When the Following

Applies. Choose Total Document and Ratio of Greater Than then enter the value 2500. The approval

process should start if the document total exceeds 2500.

TASK 4

Approve the Purchase Request and copy to a Purchase Order.

Important guideline: You will login as user bill (Bill Levine) and as user Vicky (Vicky Purchase) while

working on this task.

Bill, the Sales Manager at OEC Computers, wants to order a tablet PC for his new sales employee.

Login as user bill (Bill Levine). Note: If this is the first time you log in as a user, you can set a new

password. Leave the old password box empty and enter and confirm a new password: 1234.

Create a Purchase Request.



Tip: If you do not see the Purchase Request function in the main menu, check form settings by selecting the

icon:

In the Purchase Request window, select the Required Date by opening the calendar icon. Under Item No.

choose Z00001 with a Required Qty. of 1.

Choose Add.

This will trigger the approval process for Purchase Requests. In the Request for Document Generation

window, add a remark which will be sent to the authorizer.

Now login as user Vicky (Vicky Purchase) who is the approver for the purchase request.

Vicky, from the purchasing department receives a notification to review the purchase request from Bill.

How can Vicky easily review and authorize the purchase request from Bill? (Different options are

possible)

Using one of the options, approve the purchase request. The originator (Bill Levine) will receive an alert that

the document was approved.

What is the status of the purchase request now it has been approved?

____________________________________________________________

Both originators and approvers can save an approved document to the system.

Add the Purchase Request and copy to a Purchase Order.

As the user Vicky, open the purchase request and add the document to the system.



Copy the approved Purchase Request to a Purchase Order. In the Purchase Order window, select the

Vendor V10000.

Change the quantity to 5 so that the document total is greater than 2500. Save the document.

Upon adding the document, the approval process is triggered based on the document total of the Purchase

Order. In the Request for Document Generation window, add a remark and choose OK.

TASK 5

Approve the Purchase Order.

Important guideline: Login as user manager (Jayson Butler) while working on this task.

Jayson is the authorizer for Purchase Orders over 2500. He will receive a notification in his Messages/Alerts

Overview inbox.

Open the approval request and approve the purchase order.

Commit the Purchase Order.

Important guideline: Login as user Vicky (Vicky Purchase) while working on this task.

As the originator of the Purchase Order document, Vicky has received an alert indicating the Purchase Order

has been approved. Drill down into the Purchase Order using the orange arrow.

The Purchase Order has been approved but is still a draft document. Add the Purchase Order to the system.

What is the status of the purchase order now it has been added to the system?

____________________________________________________________

.



TASK 6

Update documents that require approval.


Create a purchase order that does not need approval.

Create a new purchase order. Choose vendor V10000 and item A00001, and make sure the document total

is < 2500 so that an approval is NOT required. Add the document.

Update the purchase order so that it requires approval.

Re-open the document and change the quantity to 15 so that the document total is now > 2500.

Choose Update.

The document now needs approval. Enter a remark and choose OK. Which checkbox controls the approval of documents that were originally added without approval? ___________________________________________________________________________________ The purchase order is in the approval process. Vicky gets a request to make a change to the purchase order. Update the purchase order while it is in the approval process. Open the purchase order from the Approval Decision Report. The document will show as Pending. Add another row to the document for item A00002. Choose Update. The document will be added to the existing approval process. Enter a remark and choose OK. Which checkbox permits the update of documents that are pending approval? ___________________________________________________________________________________



TASK 7

Define an approval process using a query for the terms.

Important guideline: Login as user manager.

Scenario

You want to extend the terms in the existing approval template for purchase orders. All service type

purchase orders over 300 must be approved.

Create and Save the Query

In the Query Generator window select Execute to open the Query Preview window. Select the Pencil icon to

switch to Edit mode, and paste or create the following query:

SELECT 'true' from DUMMY WHERE $[$3.0.0] = 'S' AND $[$29.0.number] > 300

Save the query in any category as Service PO > 300.

The following query will work only with the purchase order document:

Test the Query in the Active Window

To test that the query works before you create the approval procedure, open a blank purchase order

document, choose a vendor and select the Service type. In the purchase order, select an expense G/L

account and set the document total to more than 300.

Keep the purchase order in the active window and choose Tools → Queries → User Queries → Category

and select the saved query name.

The value ‘true’ should show in the query results if the query conditions are met.

Edit the Approval Template

Open the approval template your created earlier for purchase orders.

Choose the Terms tab.

In the lower part of the window, double-click in the first row to open the Query Manager.

Choose the query you just created.

Choose Update.

Test the Approval Procedure

Important guideline: Login as user Vicky (Vicky Purchase).

Make sure you are logged in as the originator.



Create a service type PO with a total greater than 300.

Choose Add.

The approval process for purchase orders is triggered because the terms in the query are true.

Enter a suitable message in the Remarks field for the approval.

Choose OK.


Case Study Solution: Approval Process SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


30.Activate approval process functionality

31.Define an approval process for purchase requests

32.Define an approval process for purchase orders

33.Approve the purchase request and copy to a purchase order

34.Approve the purchase order

35.Update documents that require approval

36.Define an approval process using a query

PREREQUISITE:



• In order to test the approval process, you will also login as the following users:

o Bill Levine (bill) from the Sales department

o Vicky Purchase (Vicky) from the General department

• If these users are not in your database, select a user from the Sales department and a user from the

General department.

ASSIGN LICENSES AND AUTHORIZATIONS TO USERS:

To assign a license, open the License Administration window in the SAP Business One client, select the

user code, then select an available Professional license. Choose Update.

Note: If the user is logged in to the system you will not be able to assign a license.



To assign authorizations, open the user account for the user bill. Make sure the user is assigned to the

Sales authorization group. If the user is not assigned, select the browse button and make the assignment.

Choose Update.

Make sure the user bill also has authorization to create purchase requests. Open the authorizations

window. Select the user bill and find the Purchase Request function. If not set, change the authorization

to Full Authorization. Choose Update.



Open the user account for the user Vicky and assign to the Purchase authorization group, if she is not

already assigned. Choose Update.





mentioned.



TASK 1

Activate approval procedures in the system.

Important: Login as user manager while working on this task.

To activate approval procedures in the system, use the Look Up Menus search box and select the entry

general settings.

In the General Settings, select the BP tab.

Approval procedures may already be activated in your system, but if not, select the Enable Approval Process

checkbox to activate approval procedures.

Note: Select the checkboxes Enable Updating the Document Generated/Updated by Approval Process and

Enable Originator to Update the Document Draft in Pending/Approved Status as shown here.

Choose Update.

Close the General Settings window.



TASK 2

Define an approval process (stage and template) for Purchase Requests.

To set up an approval process, you define approval stages and an approval template. Enter the text

approval in the Look Up Menus search. Select the entry approval Stages.

Enter the Stage Name Purchase Request, Stage Description Purchase Request Approval and Authorizer

Vicky Purchase and choose Add to save the approval stage.

INFORMATION: You can add more than one authorizer for an approval stage to cover for staff absences

and holidays. You can also set the number of required approvals and rejections for an approval stage to be

less than the total number of approvers.

Select the entry approval Templates.



In the approval template enter the Name and Description. Ensure the Active and Active when Updating

Documents Not Generated by Approval Process checkboxes are selected.

Select the Purchase department and then select all users from that department. Repeat to select all users

from the Sales department. By selecting the first row and holding down the shift key, you can select multiple

rows.

Make sure that the users Vicky Purchase and Jayson Butler are not included as originators.



INFORMATION: Notice that the approval template is automatically active and can be deactivated if no longer

required. The template will also trigger an approval if the originator updates a document even if the

document was created by another user not subject to approval.



On the Documents tab, choose Internal Requisition and Purchase Request.

On the Stages tab, under Approval Stages choose the approval stage Purchase Request that you created.





On the Terms tab, Under Launch Approval Procedure choose Always and save the approval template.

TASK 3

Define an approval procedure for Purchase Orders.

Define a new approval stage for purchase orders. Enter the Stage Name and Stage Description and select

Jayson Butler as the Authorizer. Save the stage.

Define a new approval template. Enter the Name and Description.

Open the list of users under the Originator tab and select Vicky Purchase.



On the Documents tab, select the Documents radio button then choose Purchase Order.



On the Stages tab, under Approval Stages choose the approval stage that you created fo Purchase Orders.

On the Terms tab choose When the Following Applies. Choose Total Document and Ratio of Greater Than

then enter the value 2500. The approval process should start if the document total exceeds 2500.

Save the template.

INFORMATION: You have the option to select more than one term. The approval process will launch when

the criteria of any of the selected terms are met.



TASK 4

Approve the Purchase Request and copy to a Purchase Order.

Important guideline: You will login as user bill (Bill Levine) and as user Vicky (Vicky Purchase) while

working on this task.

Login as user bill (Bill Levine).

If this is the first time you log in as a user, you can set a new password. Leave the old password box empty

and enter and confirm a new password: 1234.

Create a Purchase Request.

Tip: If you do not see the Purchase Request function in the main menu, check form settings by selecting the

icon:



In the Purchase Request window, select the Required Date by opening the calendar icon. Under Item No.

choose Z00001 with a Required Qty. of 1. Choose Add.





This will trigger the approval process for Purchase Requests. In the Request for Document Generation

window, add a remark which will be sent to the authorizer and choose OK.



Login as user Vicky (Vicky Purchase) who is the approver for the purchase request.

How can Vicky easily review and authorize the purchase request from Bill? (Different options are

possible)

Option 1: Approve a single document Vicky receives a notification in her Messages/Alerts Overview inbox.

By selecting the notification row, you can access the document by selecting the orange drill down arrow.

In the Request for Generation Approval window, mark the Decision as Approved.



INFORMATION: The request for generation window shows the template that generated the approval

request. The approver can also add a remark which will be sent back to the originator and drill down into the

document and approval process details for further review.

Option 2: Approve multiple documents using the Approval Decision Report

Open the Approval Decision Report from the main menu.

In the Approval Decision Report – Selection Criteria window, choose OK.

In the Approval Decision Report, you can review all the documents subject to approval.

You can also open the draft document. Notice the document status – Draft [Pending].



Change the approval answer from Pending to Approved. Choose Update.

Open the Purchase Request again and you will notice that document status has changed to Draft

[Approved].

The originator (Bill Levine) will receive an alert that the document was approved. The document can now be

added to the system.

Both originators and approvers can save an approved document to the system.

Navigate back to the last data record.



Notice the document status is now [Approved].

Add the document.

Create the Purchase Order.

When logged in as Vicky, Copy the approved Purchase Request to a Purchase Order.

In the Purchase Order window, select the Vendor V10000.

Change the quantity to 5 so that the document total is greater than 2500. Save the document.



Upon adding the document, the approval process is triggered based on the document total of the Purchase

Order. In the Request for Document Generation window, add a remark and choose OK.

TASK 5

Approve the Purchase Order.



Important guideline: Login as user manager (Jayson Butler) while working on this task.

Jayson is the authorizer for Purchase Orders over 2500. He will receive a notification in his Messages/Alerts

Overview inbox.

By selecting the approval request notification, you can drill down into the approval request by selecting the

orange drill down arrow.

In the Request for Generation Approval window, drill down into the document draft to review the Purchase

Order.



In the Purchase Order – Draft (Pending) window, right click and choose Approval Status Report.



In the Approval Status Report window, highlight the Purchase Order pending approval and change the status

from Pending to Approved.



The Approval Status Report after it has been approved. Choose Update.\

Commit the Purchase Order.


As the originator of the Purchase Order document, Vicky has received an alert indicating the Purchase Order

has been approved. Drill down into the Purchase Order using the orange arrow.



The Purchase Order has been approved but is still a draft document. Add the Purchase Order to the system.



Navigate back to the last data record.

As you can see, the Purchase Order has now been committed to the system and is no longer a draft

document.



Task 6 Update documents that require approval.


Create a purchase order that does not need approval.

Create a new purchase order. Choose vendor V10000 and item A00001, and make sure the document total

is < 2500 so that an approval is NOT required. Add the document.

Update the purchase order so that it requires approval.

Re-open the document and change the quantity to 15 so that the document total is now > 2500.

Choose Update.



The document now needs approval. Enter a remark and choose OK.



INFORMATION: This processing is controlled by the checkbox in the approval template.

Open the Approval Decision Report. The purchase order is pending approval. Select the orange drill-down

arrow to open the document.

Note: use the drill down to the draft key, not the document no. the original document cannot be update during the approval process. Notice the document status is now Draft for Document Update [Pending]. Update the purchase order while it is in the approval process. Add another row to the document for item A00002. Choose Update.



The draft document is added to the existing approval process:

INFORMATION: When you update a document that is in an approval process, and if the document still

meets the approval criteria, the updated document is added to the approval process.



INFORMATION: This functionality is controlled by the checkbox in the General Settings that permits the

update of a document that is pending approval:

Note that a separate checkbox to Enable Authorizer to Update Document Draft in Pending Status, to allow authorizers to update these documents, similar as the checkbox above. If the checkbox is not set, the user will not be able to update a draft document that is in the approval process.

The user will get the following error:



TASK 7

Define an approval process using a query for the terms.

Important guideline: Login as user manager.

Scenario

You want to extend the terms in the existing approval template for purchase orders. All service type purchase orders over 300 must be approved.

Create and Save the Query

In the Query Generator window select Execute to open the Query Preview window. Select the Pencil icon to switch to Edit mode, and paste or create the following query:

SELECT 'true' from DUMMY WHERE $[$3.0.0] = 'S' AND $[$29.0.number] > 300

Note: The SELECT from DUMMY syntax is required for HANA databases.

INFORMATION: The query uses the $ syntax to reference the active window. Queries for approval

procedures always run against the active window. This query also uses the item and column number so

it can work with multiple marketing document types. This is optional. Item 3 is the document type (‘S’

for service type documents). Item 29 is the document total.

Save the query in any category as Service PO > 300.

The following query will work only with the purchase order document:

Test the Query in the Active Window

To test that the query works before you create the approval procedure, open a blank purchase order

document, choose a vendor and select the Service type. In the purchase order, select an expense G/L

account and set the document total to more than 300.



Keep the purchase order in the active window and choose Tools → Queries → User Queries → Category and select the saved query name.

The value ‘true’ should show in the query results if the query conditions are met.





Edit the Approval Template

Open the approval template your created earlier for purchase orders.

Choose the Terms tab.

In the lower part of the window, double-click in the first row to open the Query Manager.

Choose the query you just created. Choose Update.



Test the Approval Procedure

Important guideline: Login as user Vicky (Vicky Purchase).

Make sure you are logged in as the originator. Create a service PO with a total greater than 300.

Choose Add.



INFORMATION: The approval process for purchase orders is triggered because the terms in the query are true.

Enter a suitable message in the Remarks field for the approval.

Choose OK.


Case Study: UDF, UDT and UDV SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


11.Create a user-defined field (UDF) with a list of values

12.Create a count widget to show information from the UDF

13.Create a user-defined field (UDF) linked to a system object

14.Create a user-defined field (UDF) with user-defined values (UDV)

15.Create a user-defined table (UDT)

PREREQUISITE:

• Use the demo database for SAP Business One 10.0 version for SAP HANA or SAP Business One 10.0




relevant paths.

TASK 1

Bill, the sales manager, wants to track each business partner using a customer level (gold, silver, bronze).

To have this information in the Business Partner Master Data a new field named Level is needed.

Create a new UDF (User-Defined Field)

The new field should have the following data and structure:

Field Description

Title Level

Description Status Level

Type Alphanumeric

Structure Regular



Validation Valid Values

The Valid Values are:

Value Description

G Gold

S Silver

B Bronze

Set the status level in the business partner master data.

After the new field is available in the system, Bill can enter the level in the business partner master data for

the customers he is responsible for:

C20000 set to level Gold

C50000 set to level Silver

C60000 set to level Gold

What is the database field name of the UDF?

______________________________________________________________________________________



TASK 2

To have a better overview about his customers, Bill wants to see in his Cockpit how many gold customers he

has.

Create a count widget with a query to show the number of gold customers.

First create a query on table OCRD:

Field Field Name (in the table)

Code CardCode

Name CardName

Tel1 Phone1

Contact Person CntctPrsn

Sales Employee Code SlpCode

In the where clause of the query select where:

• the status level is gold and

• the sales employee code is Bill. The sales employee code for Bill is 1.

Run the query:

Save the query.

Create a count widget.

In the count widget setup window, select the query.

Add the count widget to the cockpit.

Edit the cockpit:



Open the Widget Gallery:

Select the new count widget in the Widget Gallery (choose Business Object Count in the dropdown box).

Save the changes to the cockpit.

The query will run and the count widget will show the number of gold customers belonging to Bill.



TASK 3

In his daily business, Bill wants to inform his customers about monthly or biweekly item promotions. This

means that he conducts frequent calls with his customers. To document these calls he uses Activities.

Bill would like to have a field named Promoted Item added to the Activity window. In this field he can add

the promoted item with a direct link to it.

Create a UDF in the Activity object to hold the item information.

In the setup for the new field, select Linked to Entities as the validation then link to the Items system object.

Link the UDF to an item.

Bill has a call with customer C50000 to promote item I00009. During his call he creates a new activity to

document the call.

Open the activity window. If you do not see the UDF choose View > User-Defined Fields. In the activity select the BP Code C50000. Enter the text Promoted Item in the Remarks field. In the new

UDF, select item I00009 from the List of Items.

Add the activity.



TASK 4

When Bill creates a new sales order for an item he wants to know if he has already promoted the item to this

customer. You will add a user-defined field to the sales order row, and add a query to the field that informs

Bill if the item is promoted.

Create a UDF in the marketing documents row.

The new UDF has the following information:

Field Description

Title Activity

Description Activity Promotion

Type Alphanumeric

Length 30

To have the promotion information automatically entered in the new UDF in the sales order row, you need to

add a query. The query will match the item to a promoted item and if there is a match, will fetch the Remarks

text from the activity and insert this in the UDF in the sales order row.

Create the query for the user-defined values.

First create a query to select the Remarks field T0.”Details” from the Activities table OCLG. The query will

run in the active window so you must use the item number and column syntax for matching the customer

code and item number in the current sales order:



Save the query.

Add the user-defined values.

Next, open the sales order window and select the business partner C50000.

Note: In order to see the new UDF in the row matrix, you may need to use Form Settings to hide some of the

row fields.

Position the mouse in the new UDF Activity Promotion and add user-defined values to this field on the row.

Select the saved query and set the query to auto refresh when the item code is selected on the row.

Back in the sales order, select item I00009 in the row. If the item is promoted, the Remarks from the

matching activity appear in the Activity Promotion column on the row. This was fetched from the activity by

the query. Select another item in the next row of the sales order and see what happens.



TASK 5 - OPTIONAL

Bill wants to plan the yearly revenue for each of his customers. He requires a new table (user-defined table)

to hold this information.

Create a User-Defined Table

Field Description

Table Name Business_Plan

Description Business Plan

Create the UDFs for the newly created table

After the table is created, add three UDFs for the fields in this table.

UDF 1 Description

Title Year

Description Year

Type Alphanumeric

Length 4

Validation Valid Values

The Valid Values are:

Value Description

2018 2018

2019 2019

2020 2020

2021 2021

2022 2022

UDF 2 Description

Title Planned

Description Planned Turnover

Type Alphanumeric

Length 20



UDF 3 Description

Title Customer

Description Customer No.

Type Alphanumeric

Length 15

Access the new table and add the revenue projections for customers C20000, C50000 and C60000

In the new table, enter for each customer the:

• Year

• Planned revenue/turnover for the year

• Customer code

Note: When you initially open the table you may have to adjust the width of the columns to make sure that

the three UDFs are visible. Choose Update each time to enter a new row in the table.

Bill wants to see the planned revenue for a customer whenever he looks at the master data. This can be

done with a UDF with an attached query that fetches the planned revenue from the new table.

Add a UDF to the business partner master data.

Add a new UDF called Business Plan to the business partner master data.

Create a query to access information in the new table.

Create a query to select the Planned Turnover field from the new table @Business_Plan.

In the where clause:

• match the Year field from the table with the current year (use extract YEAR from

CURRENT_TIMESTAMP)

• Match the Customer field from the table to the CardCode field in the business partner master data

(use the item number syntax where the CardCode is $5).

Save the query.

Add the query as user-defined values to the new UDF in the business partner master data.

In the User-Defined Values Setup window, select the query and choose Auto Refresh and select the BP

Name field.



Test the user-defined values by selecting customer code C20000 in the business partner master data. The

query will run automatically and the Planned Turnover for the customer for the current year inserted into the

UDF. Thus Bill can see at a glance his target for this customer for the year.


Case Study Solution: UDF, UDT and UDV SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


16.Create a user-defined field (UDF) with a list of values

17.Create a count widget to show information from the UDF

18.Create a user-defined field (UDF) linked to a system object

19.Create a user-defined field (UDF) with user-defined values (UDV)

20.Create a user-defined table (UDT)

PREREQUISITE:

• Use the demo database for SAP Business One 10, version for SAP HANA or SAP Business One 10




relevant paths.



TASK 1

Bill, the sales manager, wants to track each business partner using a customer level (gold, silver, bronze).

To have this information in the Business Partner Master Data a new field named Level is needed.

Create a User-Defined Field with a List of Values.

To create a new User-Defined Field, go to Tools -> Customization Tools -> User-Defined Fields –

Management.



In the User-Defined Fields – Management window open Master Data -> Business Partner, click on Business

Partner and click on Add, to create the new field.

Enter the relevant data.



After changing the field Validation to Valid Values, a table appears. In this table the values can be added. To

add the values into the first row, click on New. Then click again on New to add the next value in the list, and

so on.

When you have entered the list of values, commit the new field to the database by choosing Add.

Note: If you receive a message that another workstation is connected, choose Ignore and confirm the

system message that follows.



The new field is shown in the User-Defined Fields – Management window.

Set the status level in the business partner master data.

Open the Business Partner Master Data window.

If the User-Defined Fields are not visible in the Business Partner Master Data window then go to View ->

User-Defined Fields to make them visible.



In the business partner master data, select customer C20000. Select a gold, silver or bronze status in the

new field and choose Update to save it. Repeat to set the status for customers C50000 and C60000.



TASK 2

To have a better overview about his customers, Bill wants to see in his Cockpit how many gold customers he

has.

Create a count widget with a query to show the number of gold customers.

First create a query on the business partner master data table OCRD.

In the where clause of the query select where:

• the status is gold and

• the sales employee code is Bill. The sales employee code for Bill is 1.

Test the query. Note that your results may be different.

Save the query.

Note – you can build the query to filter by current user ID. See examples of queries, located in the system

queries.



Create a count widget.

Choose Tools > Cockpit > Count Widget Setup.

Switch to Add mode.

In the count widget setup window, select the query.

Add the count widget. Add the count widget to the cockpit

Choose the pencil icon:

Open the Widget Gallery using the plus icon:

Then find the new count widget in the Widget Gallery (choose Business Object Count in the dropdown list).



Save your change to the cockpit:

The query will run and the count widget will show the number of gold customers belonging to Bill:





TASK 3

In his daily business, Bill wants to inform his customers about monthly or biweekly item promotions. This

means that he conducts frequent calls with his customers. To document these calls, he uses Activities.

Bill would like to have a field named Promoted Item added to the Activity window. In this field he can add

the promoted item with a direct link to it.

Create a user-defined field linked to a system object.

Go to Tools -> Customization Tools -> User-Defined Fields – Management.

In the User-Defined Fields – Management window open Master Data -> Activities and click on Add, to create

the new field.



Enter the relevant information and select Linked to Entities in the validation dropdown list. Then select Link to

System Object and select the Items object. Choose Add to create the UDF.

Open the Activity window and choose View > User-Defined Fields. The new field is visible but empty.



Link the user-defined field to an item.

During a call with customer C50000 Bill promotes item I00009.

To record this in the activity, select BP Code C50000, enter the text Promoted Item in the remarks field, and

open the list of items from the new field. Select item I00009.

Add the activity. You now have a record that item I00009 was promoted to this customer.



TASK 4

When Bill creates a new sales order for an item he wants to know if he has already promoted the item to this

customer. You will add a user-defined field to the sales order item row, and add a query to this field that will

inform Bill if the item was already promoted.

Create a user-defined field and attach a query using user-defined values. Create a user-defined field in the Marketing Documents object on the Row level.



Enter the title as Activity, change the length to 30 and choose Add.

Note: If you receive a message that another workstation is connected, choose Ignore and confirm the

system message that follows.



To have the promotion information automatically entered in the sales order row, you need to add a query to

the new user-defined field in the row. The query will match the item to a promoted item and if there is a

match, the Remarks field from the corresponding activity will be inserted into the user-defined field in the

sales order row.

Create the query. Open the Query Generator to create the query or write it directly into the Query Preview.

The query selects the Remarks (Details) from the activities table OCLG.

INFORMATION: The query will run when the sales order is being created. To reference fields in the current

sales order in the active window, the query uses a $ sign and square brackets around the table and field

names. The table and field names are written here using the item and column syntax, but this is optional.

The item number for the CardCode in the sales order is $4. The item number for the ItemCode (in all rows) is

$38.



Choose Execute to run the query. You will get an error due to the references to the active window.

Save the query with the name Promotion_Activity.

INFORMATION: The queries in this case study are for SAP Business One, version for SAP HANA.

For SAP Business One on MS SQL Server the query syntax is:

SELECT T0.[Details] FROM OCLG T0 WHERE T0.[CardCode] = $[$4.0.0] AND T0.[U_Item] = $[$38.1.0]



Add the query as user-defined values to the UDF in the sales order row. After the query is saved, open the sales order window, select the business partner C50000 and select the

Delivery date. If the Exchange Rates window appears, update the value 1 in the EUR column.

Note: The Activity Promotion UDF appears at the end of the row. In order to see the new UDF in the row

matrix, you may need to use Form Settings to hide some of the row fields.



When the new field is visible, position your mouse in the new Activity Promotion field.

Then go to Tools -> Customization Tools -> User-Defined Values - Setup

In the User-Defined Values – Setup window, select the bottom option as shown, then choose Open Saved

Query and select the query you saved as Promotion_Activity.

Select Auto Refresh, then select the Item No. field from the dropdown list.



Choose Update.

Back in the sales order, select item A00001 in the first row. Select item I00009 in the second row.



INFORMATION: The query will run whenever you choose an item in the row. For item A00001, there is no

match to any product number saved in the Promoted Item UDF in any activity for this customer. For item

I00009, there is a match and the remarks from the matching activity are extracted into the sales order row to

notify Bill that the item is promoted.



TASK 5 - OPTIONAL

Bill wants to plan the yearly revenue for each of his customers. He requires a new table (user-defined table)

to hold this information.

Create a User-Defined Table. To create a new table go to Tools -> Customization Tools -> User-Defined Tables – Setup.

Then enter a name and description and choose Update to create the new table.



The new created table can be found under Tools -> User-Defined Windows

The new table shows in the User Tables section of the User-Defined Fields – Management window:

Add UDFs to the newly created table.



All columns in a user-defined table are added as UDFs.

Select the row for the new table then choose Add to add each UDF to the table.

First create a field called Year, with a list of values for the next 5 years, for example, 2020 – 2024). Enter the

year as the value and description:



Next create a field called Planned Turnover:

INFORMATION: For the field Planned Turnover it is possible to use Type Numeric if some calculations are

planned.

And finally create a field called Customer No.:





Bill can now add his business planning for his customers in the newly created table:

• Year

• Planned revenue/turnover

• Customer code

Access the new table and add the revenue projections for customers C20000, C50000 and C60000 Open the newly created table...

When you initially open the table, you may have to adjust the width of the columns to make sure that the

three UDFs are visible:



Enter the projections in the table. Note that the first two columns must be unique:

Tip: Choose Update to enter a new row in the table. Choose Update to save the data.

Bill can maintain the table from the Tools> User-Defined Windows menu.



Bill wants to see the planned revenue for a customer whenever he looks at the master data. This can be

done with a UDF with an attached query that fetches the planned revenue from the new table.

Add a UDF to the business partner master data.

Add a UDF called Business Plan to the business partner master data:

Create a query to access information in the new table.

Create a query as shown here. Save the query as Business_Plan.

INFORMATION: The new table name is @Business_Plan. The fields in the table are U_Year, U_Planned

and U_Customer. In this query the active window syntax is used to match the U_Customer field with the

CardCode in the business partner master data. The item number syntax for the CardCode is $5. The query

matches the year from the table to the current year.



Add the query as user-defined values to the new UDF in the business partner master data.

Add the query as user-defined values to the Business Plan UDF in the business partner master data. Set up

the user-defined values as shown:

In the business partner master data, select customer code C20000. The query will run automatically. The

Planned Turnover for the customer for the current year is fetched from the table and inserted into the UDF.

Thus, Bill can see at a glance his target for this customer for the year.


Case Study: Introduction to Analytics SAP Business One 10.0, version for SAP HANA PUBLIC



INTRODUCTION


• Use interactive analysis to build an ad hoc report

• Create a pervasive dashboard with actions

PREREQUISTES

1. Use the demo database for SAP Business One 10.0, version for SAP HANA. This case study can only be

completed with a SAP HANA database.

2. Credentials: User code: manager; Initial Password: manager

3. Use the Fiori-style cockpit. The controls for cockpits are in the General Settings window on the

Cockpit tab.

4. Ensure that sidebars are visible. Go to the General Settings window, Display tab. Select the option to

Enable sidebar in windows to display recommendations and linked dashboards.



TASK 1

Jayson Butler, the manager at OEC Computers wants to check on the profitability of the business. He wants

to create a quick ad hoc report to compare the net sales revenue to gross sales revenue by customer.

Open Interactive Analysis to run an ad hoc profitability analysis to compare net sales amount to

gross profit for each customer.

TASK 2

Jayson would like to narrow down the data to just the current year.

After viewing the data for the current year for each customer, he wonders if there’s a huge difference

between the quarters in the year.

Narrow the data to the current year and show the breakout by quarter.

TASK 3

After viewing the profitability analysis, it occurs to Jayson that it would be great to have a profitability report

available at a glance in his cockpit.

He decides to create a dashboard with a bar chart that will show the top 10 customers with a comparison

between net sales amounts and gross profits. He filters the data to the current year.

Create a pervasive dashboard.

TASK 4

It occurs to Jayson that it would be nice if he could immediately act on the insights he gains from the

dashboard. One thing he would like to do is to view a dashboard with more detailed statistics on a customer.

Add an action to open the Customer 360 Advanced Dashboard.

TASK 5

Jayson would like to be able to quickly view recent business transactions and related information for any

customer in the dashboard chart. He decides to add an action to do an Enterprise Search for a customer.

Add an action to open the Enterprise Search.



TASK 6

Bill the sales manager mentions to Jayson that he’d like to see a dashboard like this available for the sales

staff to view when reviewing customer data before sales visits. Jayson agrees this is a good idea, so he sets

up the dashboard to appear as a sidebar to the business partner data master window.

Add the pervasive dashboard to a sidebar on the business partner master data window

TASK 7

Once Jayson is finished modifying the pervasive dashboard, he adds the dashboard to his cockpit.

He tests the actions to make sure they work and then he opens the customer master to view the dashboard

in the sidebar.

Add the dashboard to your cockpit.

Test the actions in the dashboard.

View the dashboard in the Business Partner Master sidebar.


Case Study Solution: Introduction to Analytics SAP Business One 10.0, version for SAP HANA PUBLIC



Suggested solutions for the Analytics case study

Important note: when checking your work against the screenshots provided here, please compare only to

the fields mentioned in the exercise because your database may contain slightly different data or

configuration.

Tip: You can use the Look Up Menus function in SAP HANA

TASK 1

Open Interactive Analysis to run an ad hoc profitability analysis to compare net sales amount to

gross profit for each customer.

Find Excel Report and Interactive Analysis in the menu and then choose Profitability Analysis.



Minimize the SAP Business One window to see MS Excel open with the interactive analysis tabs.

In the area with Pivot Chart Fields, select Gross Profit and Net Sales measures. You can choose to view

them in local currency or system currency.

The values will appear on the top left with their representation in the chart area.

Add the business partner dimension to the report.

The business partner information will appear in both the list and the chart. Notice the Business Partner dimension is added to the Axis area in the bottom right.



TASK 2

Narrow the data to the current year and show the breakout by quarter.

Filter the data by the current year by dragging the dimension Document Year to the Filters box.

Narrow the data to a specific year by choosing the dropdown filter from Document Year in the chart.

Then you can either search for the year or open the selection of years to choose a specific year. Information: you can also choose data for multiple years with the Select Multiple Items option



Then add the Document Quarter field to break the data for the quarters for the current year. When you exit the analysis, you have the option to save the report if you wish.



TASK 3

Create a pervasive dashboard.

Open the Pervasive Analytics Designer

Choose New Dashboard.

Open the window for selecting a data source.

Choose the Profitability Analysis Calculation view.



Choose OK to select it. The measures and dimensions from the data source appear on the Basic Settings

tab.

Drag the following measures to the Target Measures:

• Net Sales Amount (LC)

• Gross Profit (LC)

Open the Business Partner Dimension. Drag Business Partner Code into Target Dimensions.



A chart will build automatically in the right-hand pane.

You can choose a different chart type if you wish.

Here is an example of how your chart might look.

Limit the number of customers who appear in the chart to 10. The Limit to Top option is found at the bottom

of the Basic Settings tab.

Filter the chart by current year.



At this point, you can save the dashboard or wait until you have completed the steps of adding actions to the

dashboard.

To save the dashboard, choose the Checkmark icon.

When you save the chart, give it a name that will help users to find it and add it to their cockpits.

Options: Once you have saved your dashboard, you can add the widget to your cockpit or continue to create

additional actions before adding it to the cockpit. Instructions on how to add the dashboard to the cockpit

can be found in this document in Task 6 after the steps for adding actions.



TASK 4

Add an action to open the Customer 360 Advanced Dashboard.

Open the saved dashboard you created in the previous task.

Choose the link to add an action.

Choose the button to open Actions to Be Triggered.

In the window that appears:

Choose the radio button Open Advanced Dashboard.

Enter a name for the action.

Enter Customer 360 in the Target Adv. Dashboard field.

Enter Business Partner Code as the Dashboard Dimension.

Enter By Customer as the Target Adv. Dashboard Filter.



Then choose OK.



TASK 5

Add an action to open the Enterprise Search.

Choose the button to open Actions to Be Triggered.

Choose Trigger Enterprise Search.

Give the action a name and select Business Partner Code for the dashboard dimension.

TASK 6

Add the pervasive dashboard to a sidebar on the business partner master data window

Use the link to add an action.

Click the button to open the window to add a sidebar.



Enter an action name. Choose the target window. Set up the data binding.

Save the changes to your dashboard.



Then close the Pervasive Analytics window.

TASK 6

Add the dashboard to your cockpit.

Use the Pencil icon to modify your cockpit.

Use the Plus icon to open the Widget Gallery.

In the Widget Gallery, use the dropdown box on the left to choose Dashboard. Then use the search field (on

the right) to find your new dashboard.

Click on the + symbol to choose the dashboard. The + changes to a checkmark.

Then choose the arrow to return to the cockpit.

The newly added dashboard will appear at the bottom of your cockpit. All the widgets are grayed out until

you finish and save changes to your cockpit.

To move the dashboard, click on it and drag it to your desired location.



You can use the plus and minus symbols to resize your dashboard.

After making any desired changes, choose the checkmark.

Two options appear: Update my Cockpit and Save as Template.

Information: The option to Update My Cockpit saves the changes only for the user. The option Save As

Template, saves the cockpit design as a template that can be shared with other users. If you save a

template, the system will prompt you for a template name.

Choose your preferred option. If you choose Update my Cockpit, you will see a warning.

Test the actions in the dashboard.

Test the action the Enterprise Search action.



The search results for the customer appear.

Test the action for the Customer 360 advanced dashboard.

The Customer 360 advanced dashboard opens, filtered for this customer.



When you are finished viewing the advanced dashboard, close the window.

View the dashboard in the Business Partner Master sidebar.

Open the customer master data window from the Sales Workbench or from the menu search.

Scroll to a customer record.

View the dashboard in the sidebar.



© 2020 SAP SE or an SAP affiliate company. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. Please see http://www.sap.com/corporate-en/legal/copyright/index.epx#trademark for additional trademark information and notices. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions.

www.sap.com

www.sap.com

© 2020 SAP SE or an SAP affiliate company. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. Please see http://www.sap.com/corporate-en/legal/copyright/index.epx#trademark for additional trademark information and notices. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making

http://www.sap.com/corporate-en/legal/copyright/index.epx#trademark

http://www.sap.com/corporate-en/legal/copyright/index.epx#trademark