Aws Lab Manual Sap b1

SAP BUSINESS ONE FOR AWS B1 Test Drive Demonstrat D emonstration ion Guide June, 2014

Abstract GSG test test drive guide gu ide describes step-bystep-by-step step best practices and procedures to experience SAP S AP Business One platform running on AWS

SAP B1 Demo – User Manual

Table of Contents Typogra Typograph phic ic Convent Conventions ions................................ ......................................... ...........................................2 Lab Overview Overview ................................................................ ......................................... ............................2 Product Product Overv Overview: iew: SAP Busines Businesss One 9.0 ...................................................... .......................................3

Description ...................................................................................................................................3 Key Features.................................................................................................................................3 Business Benefits ........................................... ............................................... ................................4 Architecture of the Software.......................................................................................................5 Target Target Audienc Audience e ................................. ............................................... ................................................ .5 Instruct Instructions ions to launch the Test Test Drive.............................................................. Drive.............................................................. ......................................6 1. How to launch the the Simu Simulation lation GSG Lab................................ Lab................................ ......................................... ....................6

1.1 System connection procedure for Windows Users ............................................................6 1.2. System System connection procedure for Mac Users ...................................................................9 2. Accessing the appli applicat cation ion through through the the remote remote desktop desktop ........... ..... ........... ........... ............ .......... .......... ........... ........... ........... .......... .......... ........ ... 11

2.1. Obtain the user and password to access SAP Business One client system ................... 11 2.2. Select the Script Demo Scenario you are interested on. .............. ................................ 12 2.3. Business One environment screen ................................................... ............................... 13 3.

SAP DEM DEMO Scrips Scrips....... .............. ............. ............. ............... ............... ............. ............. .............. .............. .............. .............. .............. .............. .............. .............. .............. ......... 14

3.1. Bin Locations ....................................................... ......................... .............................. ........... ............ ........... ........... ........... ......... .... 15 3.2. Fixed Assets. Assets . ............................................................. .......................................................... 30 3.3. Inventory Counting ..................................................... ......................................... ............................................... ........... ....... 34 3.4. Purchase Requests .............................................................................................................. 44 4.

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Typographic Conventions

Words or char acters quoted quoted from the sc reen. reen. These These incl ude field names, scr een een titles titles , pushbuttons labels , menu menu na mes, mes, menu pa ths, and menu menu options. Textual cross-references to other documents

EXAMPLE

Example

Example

Emphasized words or expressions Technical names or system obje cts. These includ incl ude e report names, program names, transaction transaction codes, table names, and key ke y concepts of a programming language when they are surrounded by body text, f or example. example . SELECT SELECT and INCLUDE INCLUDE Output on the screen. This includ es files fi les and directory names and their paths, messages, names of variables variabl es and and parameters, source text, and names of installation, install ation, upgrade upgrade and database database tools. Exact user entry. These are words or characteristics that you ente r in the system exactly as they appear in the documentation Variable user entry. Angle brackets brackets indicate indi cate that you replace these words and characters characters wi th appropriate entries to make make entrie s in the system. F2

EXAMPLE Keys on the keyboard , for example,

ENTER OR

Lab Overview GSG LAB B1-Test B1-Test Drive is intended to demonstrate the benefits of running SAP® Business One in Amazon Amazon Web Services Services (AWS) ( AWS) to exis ting software users us ers and to potential potential new users. This manual will describe the features of the SAP prod product uct experience during the simulation, si mulation, and explain explai n the the procedure procedure for launching the virtual virtual sys tem. Testers Tes ters will experience a quick launch SAP Business Busi ness One O ne solution sol ution running running on cloud cl oud during during a two two hour test tes t drive and experiment with all the features of the software.

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Product Overview: SAP Business One 9.0 Description The SAP SAP Business One App Applica lication tion offers a single, singl e, affordable affordable way to manage manage your your entire enti re busi business. ness. Unlike niche solutions, it provides provides complete complete business management management functions functions covering covering financial, sales , customers, customers, inven i nventor tory y and operations. operations. In addition, addition, it is installed i nstalled quickly quickly and is straightforward to maintain because it was specifically designed for small- to medium-sized businesses. B1 integrates all critical business functions for sales, customers, purchasing, inventory, operations, and financial and human resources into a single system making the information instantly accessible across the organization.

Key Features • Redesigned Redesig ned user interface interface makes using usi ng the the software software easier eas ier • Requ Request-for-proposal functionality enables faster, more effective sourcing decisions • Integration Integration with SAP SAP Crystal Reports® Reports® softw s oftware are lets you design desig n and deliver deliver reports via

the Web or embedded in enterprise applications • Universal code bas base e for 40 countries countries supports supports different diffe rent time zones and provides provides

compliance with legal requirements • Upgrade Upgrade wizard dramatically dramatically s implifi implifies es the upgrade upgrade process process • Centralize Centralized d authe authentication framework enables enabl es better better protection protection of customer data • Enhanced Enhanced infrastructur infrastructure e optimizes optimizes data archiving, transaction transaction management management,, and

memory governance • Remote support platform improves improves diagnostic dia gnosticss and troubleshooting troubleshooting • Solution Solution packager tool tool ena bles SAP partners to deploy add-on solutions more easily 3

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• Integration Integration with with on-demand -demand Web services , cloud-based cloud-based applications, and mob mobile ile

devices provides "anywhere, "anywhere, anytime" acces acc esss to tools and information information

Business Benefits • Higher produ productivity ctivity based on a new user user inter i nterface face and intuitive intuitive s ystem mess mess aging • Enhanced Enhanced business control control with features features to simp si mplify lify accounting accounting process processes es and adapt adapt to

your needs • Simplifi Simplified ed repor reporting ting and busi business ness analysi s with SAP Crystal Report Reports® s® • Faster execution thr throu ough gh streamlined processes, application performance

improvements, and a new data archiving tool • Lower total cost of ownershi ownership p thanks to the remote remote support pla platform tform,, upgrade wizard, wizard,

and SAP SAP Busines Bus inesss One Software Software Developm Devel opment ent Kit • Increased Increased connectivity connectivity for rapid integration of headquarter headquarters, s, subsidiaries , divis divisions, ions,

and third-party locations

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Architecture of the Software

Figure 1: SAP Business One Architecture

Target Audience 

Exis ting SAP Business One User who want to migrate their platform to the Cloud.



Small to Medium Business es who want an ERP solution on the Cloud to improve their operations.

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Instructions to launch the Test Drive 1. How to launch the Simulation GSG Lab 

By clicking on the Try it now! Button: located at GSG TECH main web page or through the link below: http://www.gsgtech.com/testdrivesapb1/

Figure 2: GSG launching page

1.1 System connection procedure for Windows Users 1. You will receive an email with information with IP of the server and user and password: You will be able to connect via Microsoft Remote Desktop (MRD) with Public IP address of the newly created EC2 instance bellow. Sample:

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Public IP address of the newly created EC2 instance: 54.189.XX.XX

2. Windows users search for remote desktop

3. Enter the IP provided

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4. Click connect

5. Enter the Windows User provided

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6. Click ‘Yes” if prompted

7. Welcome to the system screen

1.2. System connection procedure for Mac Users 1. We recommend downloading and installing the free app Microsoft Remote Desktop from the apple store: 9

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Download

2. Enter the information provided (IP address as PC name, User name and password)

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2. Accessing the application through the remote desktop Once you are connected through the remote sys tem, you will find (3) icons:

(Remote desktop options)

1) SAP Business One User access - .txt file 2) SAP Manual Demo Scripts - .pdf files 3) SAP Business One Client – Launcher Access In other to launch the SAP system you will fist get the user and password from the Notepad file, second, you will acces s the folder called SAP Manual scripts and you might download the manual you want to use for the trial and finally, you will access the system using the keys provided and following the steps of the demo-manual script you sel ected. Steps 1 through 3 will de detail below.

2.1. Obtain the user and password to access SAP Business One client system Click on SAP User Login text file. The notepad will provide you the user name and pass word needed to launch Busines s One environment as follow:

USER: manager PASSWORD: u123

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(SAP User login- notepad)

2.2. Select the Script Demo Scenario you are interested on. Go to the folder SAP Manual Scripts on your desktop, click on it and select from the four (4) Demo Manual options given: 1) 9.0 Bin Location 2) 9.0 Fixed Assets 3) 9.0 Inventory Counting 4) 9.0 PurchaseRequests

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(SAP Demo-Manual scripts folder)

Every option will provide you a scenario description; some master data to be input and some pre-requisites to be accomplish in order to experiment the functions/features that business one is able to provide. The manual will lead you to perform s ome tasks to give you a real flavor of the possibilities of the system.

2.3. Business One environment screen Once you have sel ected the demo manual specialty you want to experiment, you might access the Business One Client system by clicking on the i con and imputing the data provide i n step 1. Then,

follow the instructions given on the demo-manual scripts you selected. Every script will show you a different and interesting feature of the system. On the other hand, If you are an experienced B1 user you will be able to go through the sys tem and perform any activity you wish as you usually do in your on premise version.

(Business One System Screen)

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3. SAP DEMO Scrips

Please select from the following DEMO Scripts

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DEMO SCENARIO

SAP Busi ness One 9.0 Bin Locations

CONTENTS SCENARIO DESCRIPTION .................................................................................................................... 2 MASTER DATA ..................................................................................................................................... 2 PREREQUISITES................................................................................................................................... 3 CREATE A GOODS RECEIPT ................................................................................................................ 4 CREATE PICK LIST ........................................................................ ERROR! BOOKMARK NOT DEFINED.

SCENARIO DESCRIPTION Most inventory based businesses require t he ability to locate items within their warehouses and therefore require bin location functionality. A bin location is defined as the smallest section of the warehouse in which an item of inventory will not be lost. The ability to efficiently locate inventory within a warehouse, facilitates a number of key business processes from picking through to quality segregation. In this scenario you will see how the bin location function has been embedded in the goods receipt process and in the order fulfillment process (pick and delivery). OEC Computers is going to receive 50 SD memory cards from his supplier CTI Computers. The received items will be allocated to the dedicated bin locations for this item. Following, the customer Parameter Technology orders 30 SD memory cards. In the fulfillment process, the corresponding quantities will be pick ed from the respective bin loc ations and delivered to this customer.

MASTER DATA This scenario is based on the following master data:

Field

Data

Description

Item

I00013

SDHC 64 GB CLASS 10

Vendor

V60000

CTI Computers

Customer

C23900

Parameter Technology

This scenario utilizes the following users:

User

User Code

User Passw ord

Jason Butler

manager

demo

PREREQUISITES

The required bin locations settings exist in the demo database for SAP Business One 9.0 and define the following:

•

Warehouse 05 is set as a bin location warehouse

•

It has three sub levels:

•

•

4 aisles (codes: A1-A4)

•

each aisle has 6 shelves (codes: S1-S6)

•

each shelf has 3 levels (codes: L1–L3)

These s pecific bin locations dedicated for the product item I00013 (SD memory card) are: •

Warehouse 05, Aisle 4, shelf 4, Level 1 (code: 05-A4-S4-L1)

•

Warehouse 05, Ais le 4, shelf 4, Level 2 (code: 05-A4-S4-L2)

•

Warehouse 05, Ais le 4, shelf 4, Level 3 (code: 05-A4-S4-L3)

CREATE A GOODS RECEIPT

Use OEC has received 50 SD memory c ards from its supplier CTI Computers. A goods receipt needs to be created in SAP Business One. You are logged in as Jason Butler. Prerequisite The field display of the screen Goods Receipt PO may need to be adjusted i n order to show the required fields. If needed, use Form Settings

to adjust.

Procedure 1.

To create a Goods Receipt go to Purchasing -> Goods Receipt PO The Goods Receipt PO window appears.

2.

Enter the following data: Field name

Value

Vendor

V60000

Item No

I00013

Quantity

50

Commen ts

Warehouse 05 has been automatically found by the system based on this item. 3.

In the field Bin Location Allocation Click the icon The screen Bin Location Allocation - Receipt opens

4.

Allocate the received quantities as follows: Bin Locati on

Alloca ted Quantity

Comm ents

05-A4-S4-L1

25

Since not all 50 SD cards should be crunched into one bin location, they should be distributed in two bin locations, each to contain 25.

05-A4-S4-L2

25

Optional: You could explain to the audience that if you would not allocate the quantities to any bin locations an automatic determination would take place at saving the goods receipt document. 5.

Press Update and confirm with OK

6.

Press Add to save the Goods Receipt PO and choose Yes t o confirm

Result You have succ essfully created a Goods Receipt PO and allocated the received SD memory cards to the right bin locations.

VIEW INVENTORY REPORT FOR BIN LOCATIONS

Use Jason Butler wants to check which bin locations have allocated items assigned. Prerequisites The field display of the screen Bin Location List may need to be adjust ed in order t o show the required fields. If needed, use Form Settings

to adjust.

The field display of the screen Inventory Posting List by Warehouse Code may need to be adjusted in order to show the required fields. If needed, use Form Settings

to adjust.

Procedure 1.

To open the report go to Inventory -> Inventory Reports -> Bin Location Content List The Selection Criteria for the Bin Location Content List Report will open.

2. Choose OK to proceed The report appears showing all bin locations which hold any item quantities. You can see from this rt the result of the pr ious goods receipt process

3.

Select the checkboxes in the first column for the bin locations 05-A4-S4-L1 and 05-A4-S4-L2.

4.

Press the button Inventory Posting List All Inventory Postings for the selected bin locations are displayed

Result You have run the report Bin Location Content List and seen that the allocated item quantities have been succ essfully posted to the respective bin locations.

CREATE A SALES ORDER

Use The customer Parameter Technology has ordered 30 SD memory cards. Log in as Jason Butler to create an sales order. Prerequisite The field display of the screen Sales Order may need to be adjust ed i n order to show the required fields. If needed, use Form Settings

to adjust.

Procedure 1.

To create a Sales Order go to Sales -> Sales Order The Sales Order window appears.

2.


Value

Customer

C23900

Delivery Date

Today or a date in the future

Item No

I00013

Quantity

30

Commen ts

Warehouse 05 has been automatically found by the system based on this item. 3.

Press Add to save the order

Result A s ales order has been created to initiate the fulfillment process.

PICK FROM BIN LOCATIONS

Use The fulfillment process for the previous customer order starts with the warehouse manager preparing and releasing the pick document in SAP Business One. As a next s tep warehouse employees will carry out the pick as instructed by this pick document and reports to the warehouse manager. Finally, the warehouse manager will maintain the pick document in SAP Business One accordingly. For simplic ity reason we can use Jason Butler to perform the warehouse managers activities. Prerequisites The field display of the screen Pick and Pack Manager (Open sales orders to be pick ed) may need to be adjust ed in order to show the required fields. If needed, us e Form Settings

to adjust.

The field display of the screen Pick and Pack Manager (Released) may need to be adjusted in order to show the required fields. If needed, use Form Settings

to adjust.

The field display of the screen Pick List may need to be adjusted in order to show the required fields. If needed, use Form Settings

to adjust.

Procedure 1.

Go to Inventory -> Pick and Pack -> Pick and Pack Manager The Selection Criteria for the Pick and Pack Manager will open.

2.

Set the criteria to find the to-be-picked quantity for your sales order by entering t he following data: Field name

Value

Commen ts

Sales Order

Posti ng Date

today

The Pick and Pack Manager window appears showing the ‘open drawer’ with the . 3.

Select your sales by selecting the checkbox in the first column

4.

Press Release to Pick List The Pick List Generation W izard appears

5.

Press Next in the following screens Comments: The user could control how to pick the quantities with regards to bin locations. Since we do not want to restrict the pick t o any warehouses or bin locations nor split the pic k by any warehouses or sub levels, we can pass the wizard sc reens.

6.

Press Generate to create the pick list Back in the Pick and Pack Manager window, the sales order has disappeared from the ‘open drawer’.

7.

Choose the drawer Release You can see that a pick list has been created for the released quantity.

8.

In the field Pick No click the icon

for your pick list

The Pick List window appears. Comments: SAP Business One has automatically propose to pick 25 SD cards from bin location 05 A4-S4-L1 and further 5 pieces from the bin location 05-A4-S4-L2 9.

Optional step: Preview the pick list print form by clic king Comments: in reality, this printout would be handed to a warehouse employee who will take the released quantities physic ally from the bin locations. The following steps happen based on the scenario ass umption that the warehouse employee has carry out the pick as suggested.

10. Press Pick All to accept the proposal of the sys tem and post 11. Choose OK

Result You have succ essfully released the ordered quantity and have it picked and have the picked quantity maintained in the system.

CREATE A DELIVERY

Use After the ordered quantity has been picked, the final process is to deliver this quantity to the customer. As Jason Butler we will c reate a delivery directly from the pick list window. Prerequisite The field display of the screen Delivery may need to be adjust ed in order to show the required fields. If needed, use Form Settings

to adjust.

Procedure 1.

Starting from the pick list window: press Create -> Manual Delivery

The Delivery window appears. 2.

In the field Bin Location Allocation Click the icon

In the appearing window Bin Location Allocation – Issue you can see that 25 SD cards has been taken from the bin location 05-A4-S4-L1 and 5 from 05-A4-S4-L2 3.

Click OK

4.

Click Add

5.

Confirm with Yes

Result You have succ essfully created a Delivery based on the previous documents and pick list including the bin location allocation data.

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© 2012 SA P AG. All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business Objects Explorer, StreamWork, SAP HANA, and other SAP products and services mentioned herein as well as their respective logos are trademarks or regist ered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisi ons, Web Intelligence, Xcels ius, and other Busines s Objects products and services mentioned herein as well as their respecti ve logos are trademarks or regi stered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adapti ve Server, iA nywhere, Sybase 365, SQL Anywhere, and other Sybase produc ts and services mentione d herein as well as their respective logos are trademarks or registered trademarks of Sybase Inc. Sybase is an SAP c ompany. Crossgate, m@gic EDDY, B2B 360°, and B2B 360° Services are regist ered trademarks of Crossg ate AG in Germany and other countries. Crossgate is an S AP company. All other product and service n ames men tioned a re t he trademarks of their respective companies. Data contained in this doc ument serves informational purposes only. National product speci fications may vary. These materials are subject to c hange without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informatio nal purposes only, without represe ntation or warranty of any kind, and SAP Group s hall not be liable for errors or omis sions with respect to the materials. The only warranties for SAP Group products and services are those that are s et forth in the express

DEMO SCENARIO

SAP Bu si ness One 9.0

Fixed Assets

CONTENTS SCENARIO DESCRIPTION ....................................................................................................................... 2 CREATE ASS ET MASTER DATA ..............................................................................................................2 CREATE A/P INVOICE .............................................................................................................................. 2 CAPITALI ZATION .....................................................................................................................................2 DEPRECIATION RUN ...............................................................................................................................3 REPORTING ............................................................................................................................................. 3

SCENARIO DESCRIPTION

Fixed Ass ets in SAP Business One 9.0 enables capturing the whole life cy cle of fixed assets . This means separate account settings, document numbering, fixed assets master data – all which is required to meet the requirements of a small to medium siz ed business. In this scenario the process s tarts with the purchase of a delivery van which OEC Computers will use to deliver and collect goods. The van will be purchased, capit alized and depreciated for the first year.

CREATE ASS ET MASTER DATA

Procedure

1. 2.

Navigate to Financials > Fixed Ass ets > Ass et Master Data Activate “Add” mode by pressing Ctrl + A

3.

Enter the following data:

Field name

User action and values

Item No.

VAN001

Description

Delivery Van

Fixed Assets Tab:

Select Motor Vehicles

Comme nts

Item Type will automatically default to Fixed Assets

Ass et Class Fixed Assets Tab:

Motor Vehicles

Ass et Group

4.

Click Add

CREATE A/P INVOI CE

To purchase the newly created delivery van A/ P Invoice must be entered int o the system. Procedure

1. 2.

Navigate to Purchasing A/P > A/P Invoice Selec t any vendor

3.

Enter posting and due dates

4.

Enter item number VAN0001 (the newly created item)

5.

Enter quantity and price

6.

Click Add

CAPITALIZATION

1.

Navigate to Financials > Fixed Ass ets > Capitalization

The last Capitalization document that was created appears. 3.

Navigate to Acc ounting tab and drill down to Capitaliz ation Journal Remark.

DEPRECIATION RUN

1.

Navigate to Financials > Fixed Ass ets > Depreciation Run

2.

Select depreciation area GAAP

3.

Select depreciate to date

4.

Click on Preview

5.

Check ordinary depreciation

6.

Click Execute

7.

Click Continue on prompt message

8.

Click on back arrow

9.

Select Internal depreciation area

10. Click on Preview 11. Check depreciation values 12. Click on Execute 13. Close down the window 14. Should you wish to make demonstrate the journal entry created by GAAP run, go to Financials > Journal Entry and select the navigation

icon from the top menu bar.

REPORTING

1.

Ass et History Sheet – Selection criteria must be filled out to display results for desired asset class , balance sheet acc ount and depreciation area. This report enables to display depreciation, like in previous example, both for GL depreciation as well as for internal depreciations.

2.

Ass et Status Report – Selection criteria must be filled out; select asset number from an to, asset class from and to and finally check to boxes to display desired assets

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© 2012 SA P AG. All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business Objects Explorer, StreamWork, SAP HANA, and other SAP products and services mentioned herein as well as their respective logos are trademarks or regist ered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisi ons, Web Intelligence, Xcels ius, and other Busines s Objects products and services mentioned herein as well as their respecti ve logos are trademarks or regi stered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adapti ve Server, iA nywhere, Sybase 365, SQL Anywhere, and other Sybase produc ts and services mentione d herein as well as their respective logos are trademarks or registered trademarks of Sybase Inc. Sybase is an SAP c ompany. Crossgate, m@gic EDDY, B2B 360°, and B2B 360° Services are regist ered trademarks of Crossg ate AG in Germany and other countries. Crossgate is an S AP company. All other product and service na mes men tioned a re t he trademarks of their respective companies. Data contained in this doc ument serves informational purposes only. National product speci fications may vary. These materials are subject to c hange without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informatio nal purposes only, without represe ntation or warranty of

DEMO SCENARIO

SAP Busi ness One 9.0 Inventory Counting

CONTENTS SCENARIO DESCRIPTION .................................................................................................................... 2 MASTER DATA ..................................................................................................................................... 2 PREREQUISITES................................................................................................................................... 3 SETUP CYCLE COUNT ......................................................................................................................... 3 PREPA RE AN I NVENTORY COUNT....................................................................................................... 5 POST RESULT IN SYSTEM ................................................................................................................... 7


Inventory counting is about making a physical count of each item found in a particular inventory. The purpose is to ensure that all recorded inventory quantities are acc urate. If a physical count does not matc h the recorded inventory quantity, procedures must be applied to reconcile the difference. The correct quantity will be posted in the inventory. In this demo you are going to setup a new annual c ycle count for OEC Computers. Based on this setup, SA P Business One will raise an alert to the warehouse manager Jason Butler. In the role as warehouse manager he is responsible t o prepare the inventory count by maintaining the inventory count document and later (after the physical count) to post the result in the system. MASTER DATA

This scenario is based on the following master data: Field

Data

Description

Item

A00006

Rainbow 1200 Laser Series

This scenario utilizes the following users: User

User Code

User Passw ord

Jason Butler

manager

demo

PREREQUISITES

All required settings and data exist in the demo database for SAP Business One 9.0. SETUP CYCLE COUNT Use The setup includes the creation of a new cycl e count as well as the assignment of this cycle count to a warehouse and item group. You are logged in as Jason B utler.

Procedure

1.

Create a new Cycle Count by going t o Administration -> Setup -> Inventory ->Inventory Cycles The Inventory Cycles - Setup window appears.

2.

3.


Value

Commen ts

Cycle Code

Annual Inventory

Sequence

Annually

Having selected ‘Annually’ the system will suggest a date and a time the start

Repeat On

today

If you plan a demo which will not take place today, choose the date at which you will carry out the demo

Press Add A new Cycle Count has been created.

4.

Create a Cycle Count Determination by going to Administration -> Setup -> Inventory -> Cycle Count Determination The Cycle Count Determination - Setup window appears.

5.

In order to assign the annual cycle count to the warehouse 01, first double-clic k on of the entry for warehouse 01)

(first column

The Cycle Count Determination Warehouse 01 - Setup window appears. 6.

Since we want to apply the annual cyc le count to the item group ‘Rainbow Printers’ within warehouse 01, select in the column Cycle Code for the item group Rainbow Printers the cycle count Annual Inventory.

7.

Set the checkbox Alert for the Rainbow Printers Comment: Jayson Butler is automatically selected in the column User because he is the logged on user. You can leave as it is.

8.

Press Update and OK to confirm

Result You have succ essfully setup an annual cycle count which will be applied to all items of the item group Rainbow Printers in the warehouse 01. Jayson Butler will receive an alert which will remind him to prepare the inventory count when the start date of the cyc le count has been reached.

PREPARE AN INVENTORY COUNT Use In this process you act as a warehouse manager who receives a reminder from SAP Business One and prepare t he inventory count by creating an inventory count document. You are logged in as Jason Butler. Procedure

1.

The previous setup process should trigger an alert. If the window Messages/Alerts Overview does not popup automatically , you can clic k the icon

to open this window.

An alert with the subject Stock tak ing Required has been raised. 2.

Click on this alert The details will show up below telling for which items you should carry out an inventory count.

3.

Select item A00006

4.

Press button Inventory Counting The Inventory Counting window appears.

5.

Comment: In this window you can view and maintain the proposed inventory counting details. They include who will count what at what date and time.

6.

In the field No. of Counters change from One Inventory Counter to Two Inventory Counters. As a result, a second user/ counter will be dis played in the field Inventory Counter. Comment: Having two counters is a very common practic e in inventory counting to get an accurate result.

7.

Enter a second user which is different from t he first one, e.g. select Fred Buyer .

8.

Set the checkbox Freeze for the item in the table

This ensures that changes to the inventory will not be allowed as long as inventory counting for this item takes place. 9.

Keep the document number in mind and press button Add to save this document

10. In order to instruct the stocktakers who will carry out the inventory count physically, you can print this document and hand the printouts to them. For doing this, you may need t o find this inventory document again and go into it. 11. Click on The print layout will appear which shows how the printout looks like. Result As a warehouse manager you have succ essfully prepared the inventory counting. By creating the inventory document you have decided who will count what at what date and time. The next step for you will be to get the result from the stocktakers and post it in the system.

POST RESULT IN SYSTEM Use You have received the counting result from the st ocktak ers. Now you are going to maintain it in the sys tem. You are logged in as Jason Butler.

Procedure

1.

Go to Inventory -> Inventory Transactions -> Inventory Counting Transactions -> Inventory Counting The Inventory Counting window appears.

2.

3.

Maintain the following count result for the item A00006: Field name

Value

Commen ts

Counter 1 Count

69

This means, the first counter has counted 69.

Counter 2 Count

68

The sec ond counter has reported 68.

Press Update Comment: Notice that the checkbox Counted has been set automatically because you have entered values in the count fields. The table line appears in red because there is a mismatch between the should-be-quantity and the counted results. Comment: A mismatch usually means that a recount will happen or other measures are to be taken to find out the real quantity.

4.

Ass uming that the second counter has counted correctly and you want to post his result, press Copy to Inventory Posting  Counter 2 Count The Inventory Posting window appears. Comment: In this posting you can see that the result of stocktaker two will be posted.

5.

Press Add

The Serial Number Posting window appears. Comment: Since the actual stock of A00006 is lower than formerly recorded and this item is a serial managed item, you are required to enter which of the serial numbers is not in stock anymore. 6.

Under Available Serial Numbers, select the serial numbers A6-000284 and A6-000285 and move them into the right table Serial Numbers Difference

7.

Press Update and then OK

8.

Back in the Inventory Posting window, press Add and then Yes to c onfirm

Result You have succ essfully posted the counting result in the system.

CHECK INVENTORY REPORT Use You have received the counting result from the stocktakers. Now you are going to maintain it in the sys tem. You are logged in as Jason Butler.

Procedure

1.

Go to Inventory -> Inventory Reports -> Inventory Counting Transactions Reports The Inventory Counting Transactions Reports – Selection Criteria window appears.

2.

Click OK to procede The Inventory Counting Transactions Reports window appears. Comment: You can see from this report for each item when it has been counted with what result and what variance.

Result You have used the Inventory Counting Transactions Reports to get an overview of the inventory counting results.

www.sap.com

© 2012 SA P AG. All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business Objects Explorer, StreamWork, SAP HANA, and other SAP products and services mentioned herein as well as their respective logos are trademarks or regist ered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisi ons, Web Intelligence, Xcels ius, and other Busines s Objects products and services mentioned herein as well as their respecti ve logos are trademarks or regi stered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adapti ve Server, iA nywhere, Sybase 365, SQL Anywhere, and other Sybase produc ts and services mentione d herein as well as their respective logos are trademarks or registered trademarks of Sybase Inc. Sybase is an SAP c ompany. Crossgate, m@gic EDDY, B2B 360°, and B2B 360° Services are regist ered trademarks of Crossg ate AG in Germany and other countries. Crossgate is an S AP company. All other product and service n ames men tioned a re t he trademarks of their respective companies. Data contained in this doc ument serves informational purposes only. National product speci fications may vary. These materials are subject to c hange without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informatio nal purposes only, without represe ntation or warranty of

DEMO SCEN ARIO

SAP Busi ness One 9.0 Purchase Requests

CONTENTS SCENARIO DESCRIPTION ....................................................................................................................... 2 MASTER DATA ........................................................................................................................................ 2 PREREQUISITES...................................................................................................................................... 2 CREATE PURCHASE REQUEST .............................................................................................................. 4 LOG INTO SAP B USINESS ONE AS A DIFFERENT USER ....... ......... ........ ........ ........ ........ ........ ........ ........ 5 CREATE PURCHASE ORDER FROM PURCHAS E REQU EST REPORT ........ ........ ........ ........ ......... ........ ... 5 CREATE PURCHASE QUOTATI ON USI NG PURCHASE QUOTATION GEN ERATION WIZARD ........ ........ . 6 LOG INTO SAP B USINESS ONE AS A DIFFERENT USER ....... ......... ........ ........ ........ ........ ........ ........ ........ 8 REVIEW STATUS OF PURCHASE REQUEST ........ ......... ........ ........ ........ ........ ........ ........ ........ ........ ........ .. 8


Purchase Requests are used as a preliminary step to the whole purchasing process. A Purchase Request is a document generated by a user department or storeroom-personnel to notify the purchasing department of items it needs to order, the quantity, and a timeframe in which they need these items. It may also contain authorization i nformation to proceed with the purchase. Purchase Requests are also known as purchase requisitions. Jason Butler is the General Manager for OEC Computers. His sales team is planning a sales road s how at the end of the month. Jason would like to purchase 3 Tablets PCs for his Sales Managers in preparation for their road show. To do this, Jason creates a Purchase Request for delivery in time for the road show. Fred Buyer is the Purchasing Manager for OEC Computers. Fred checks the Purchase Request Report and creates a Purchase Quotation and Purchase Order for Purchase Requests listed in the report.

MASTER DATA

This scenario is based on the following master data: Field

Data

Description

Item

Z00001

Tablet PC 64GB Black

Item

P10001

PC - 8x core, DDR 32GB, 2TB HDD

Item

P10002

PC - 12x core, 64GB, 5 x 150GB SSD

Vendor

V50000

Lumarx

This scenario utilizes the following users: User

User Code

User Passw ord

Jason Butler

manager

demo

Fred Buyer

fred

demo

PREREQUISITES

1. 2.

The user Jason Butler from OEC Computers has full authorization to the Purchasing module The user Fred Buyer from OEC Computers has full authorization to the Purchasing module

3. Form Settings – Purchase Request document

CREATE PURCHASE REQUEST Use

You are logged in as Jason Butler from OEC Computers. You will create a Purchase Request for 3 Tablets PCs for your Sales Managers in preparation for the sales road show. You will define the items to be purchased, the required quantity and the required date to receive these goods. At OEC Computers, you need authorization to create any Purchase Requests that exceed $250. You will also authorize this Purchase Request. Procedure

1. To create a Purchase Request go to Purchasing -> Purchase Request The Purchase Request window appears. 2. Enter the following data: Field nam e

User action and valu es

Comm ents

Required Date

[Select a date for one weeks time]

Select a date for one week’s time to indicate when the goods are needed.

Item No

Z00001

Required Qty

3

Send E-Mail if PO or GRPO is Added

[Box Checked]

3.

Check this box to ensure that a notification is sent to the user requesting the goods when a PO or GRPO is created for the Purchase Request.

Choose Add to add the Purchase Request to the system . The Authorization window appears.

4. Enter the following data: Field nam e


Comm ents

Remarks

sales road show

Purchase Requests over $250 require management approval. Enter a remark relating to the Purchase Request.

5.

Choose OK to submit the autorisation request.

6.

Close the Purchase Request window by selecting the

icon

The Messages/Alerts Overview window appears with a Request for Document Approval message in the Inbox tab. 7.

In the Inbox tab select the Request for Document Approval row.

8.

Drill down into the Request for Approval document using the

icon.

The Request for Approval document appears. 9. Enter the following data: Field nam e


Decision

Approved

Comm ents

10. Choose Update then OK to close the Request for Approval window. The Messages/Alerts Overview window appears with a Document generation approved message. 11. In the Inbox tab select the Document generation approved row. 12. Drill down into the Purchase Request document listed in the table below using the

icon.

The Purchase Request window appears. The Purchase Request document is still in draft mode but has been approved. 13. Choose Add to commit the Purchase Request document to the system . To close the Purchase Request window, clic k on

icon

Result

You successfully created a Purchase Request outlining the type of items, quantity and required date for the goods and authorized the purchase of these items.

LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER Use

Fred Buyer is the Purchasing Manager for OEC computers. Log in to SAP Business One as Fred Buyer who will process any Purchase Requests in the Purchase Request Report. Purchase requests save time for the purchasing department because it gives them all the information they need to create a Purchase Quotation or Purchase Order. Procedure

1. To log in to SAP Business One as a different user, go to Administration -> Choose Company The Choose Company window appears. 2. Select Change User. 3. Enter the following data: Field nam e


User ID

fred

Password

demo

Comm ents

4. Choose OK. Result

You are now logged into SAP Business One as Fred Buyer from OEC Computers.

CREATE PURCHASE ORDER FROM PURCHASE REQUEST REPORT Use

Fred Buyer from OEC computers checks the Purchase Request Report daily to see if there are any open Purchase Requests outstanding. The Purchase Request Report lists all Purchase Requests that have been created. You will create a Purchase Order for an item directly from the Purchase Request Report.

Procedure

1.

To open the Purchase Request Report, go to Purchasing -> Purchasing Reports -> Purchase Request Report

The Purchase Request Report – Selection Criteria window appears. 2.


Field nam e


Comm ents

Display Open Purchase Requests Only

[Box Checked]

Check this box to ensure that only open Purchase Requests are listed in the report.

3.

Choose OK. The Purchase Request Report window appears.

4. Right click on Item Code Z00001 and select Alternative Items from the list. The Alternative Items window appears. 5.

Check that there is an alternative item for Item No. Z00001 if this item is not in stock. Choose OK, to close the Alternative Items window.

6. Uncheck all of the selected check boxes by double clicking on the Selected field name. 7. Enter the following data: Field nam e


Selected

Tick box for Item Code Z00001

Vendor Code

Lumarx

Comm ents

Choose the preferred Vendor

8.

Select Create -> Purchase Orders

9.

Choose Yes. To close the Purchase Request Report window, click on

icon.

Result

A Purchase Order has automatically been created for t his Purchase Request directly from the Purchase Request Report.

CREATE PURCHASE QUOTATION USING PURCHASE QUOTATI ON GENERATION WI ZARD Use

You will create a Purchase Quotation for 2 Purchase Request items using the Purchase Quotation Generation Wizard. Procedure

1.

To open the Purchasing Quotation Generation Wizard, go to Purchasing -> Purchasing Quotation Generation Wizard

The Purchasing Quotation Generation Wizard window appears.

2. Enter the following data for Step 1 of 7: Field nam e


Comm ents

New parameter Set

[Radio button selected]

Select this radio button to define new parameters for the Purchase Quotation.

Set Name

Purchase Request

3.

Choose Next.



Comm ents

Base on Purchase Requests


Select this radio button to create a Purchase Quotation based on Purchase Requests.

5.

Choose Next.

6.

Choose Next for Step 3 of 7:

7. Enter the following data for Step 4 of 7: Row #

Field nam e


2

Vendor

Lumarx

3

Vendor

Lumarx

4

Vendor

Lumarx

5

Vendor

Lumarx

8.

Choose Next.

9.

In Step 5 of 7, preview results and choose Next.

Comm ents



Comm ents

Execute


Select this radio button to generate the Purchase Quotation

11. Choose Next and then select Yes . 12. In Step 7 of 7, which is the Summary Report, drill down into the Purchase Quotation using the icon to view the Purchase Quotation document that was created by the Purchase Quotation Generation Wizard. Result

You have successfully created a single Purchase Quotation for 2 Purchase Requests directly from the Purchase Quotation Generation Wizard.

LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER Use

Log in to SAP Business One as Jason Butler to check the progress of the Purchase Request for 3 Tablet PCs. Procedure

1.

To log in to SAP Business One as a different user, go to Administration -> Choose Company The Choose Company window appears.

2. Select Change User. 3.


Field nam e


User ID

manager

Password

demo

Comm ents

4. Choose OK. Result

You are now logged into SAP Business One as Jason Butler from OEC Computers.

REVIEW STATUS OF PURCHASE REQUEST Use

You would like to check the progress of the Purchase Request for 3 Tablet PCs. You have just received a notification in your Messages/Alerts Overview window that a Purchase Request has been copied to a Purchase Order. Procedure

1.

In the Inbox of the Messages/Alerts Overview window, select the Purchase Request Copied to PO message. An additional table will appear below with the relevant Purchase Request document information.

2.

Drill down into the Purchase Request document listed in the table below using the

icon.

3. The Purchase Request window appears. The Status of the approved Purchase Request is now Closed. 4.

Right click on the Purchase Request document and select Relationship Map. The Relationship Map window appears, providing an overview of the documents that were created based on your Purchase Request.

5. Double click on the Purchase Order box in the Document Tree. The Purchase Order window opens and you are able to check that the items have been ordered and the delivery date will meet your deadline. Result

You received a notification that a Purchase Order was created based on the Purchase Request for 3 Tablet PC’s. From the notification, you were able to drill down into the original Purchase Request document and open up the Relationship Map to show the Purchase Order details for your Purchase Request.

www.sap.com

© 2012 SA P AG. All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business Objects Explorer, StreamWork, SAP HANA, and other SAP products and services mentioned herein as well as their respective logos are trademarks or regist ered trademarks o f SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisi ons, Web Intelligence, Xcels ius, and other Busines s Objects products and services mentioned herein as well as their respecti ve logos are trademarks o r registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company. Sybase and Adapti ve Server, iA nywhere, Sybase 365, SQL Anywhere, and other Sybase produc ts and services mentio ned herein as well as their respective logos are trademarks or registered trademarks of Sybase Inc. Sybase is an SAP c ompany. Crossgate, m@gic EDDY, B2B 360°, and B2B 360° Services are regist ered trademarks of Cross gate AG in Germany and other countries. Crossgate is an S AP company. All other product and service na mes m ention ed are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product speci fications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informati onal purposes only, without represe ntation o r warranty of

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