ACCOUNTING INFORMATION SYSTEM using SAP Business One
© SAP 2007 /
Understanding Information Systems
1. Introduction to AIS 2. ERP Systems
INFORMATION SYSTEMS
INFORMATION SYSTEMS
An Information System is a collection of hardware, software, data, people and procedures designed to support data-intensive applications and generate information that supports the day-today, short-range, and long-range activities of users in an organization.
CATEGORIES OF INFORMATION SYSTEMS •Office information systems Enhance work flow and facilitate communications among employees. •Transaction processing systems Captures and processes data generated during an organization’s day-to-day transactions. •Management information systems Generates accurate, timely and organized information so managers and other users can make decisions, solve problems, supervise activities, and track progress. •Decision support systems Designed to help users reach a decision when a decision-making situation arises. •Expert systems Captures and stores the knowledge of human experts and then imitates human reasoning and decision-making processes for those who have less expertise.
EVOLUTION OF INFORMATION SYSTEMS 1. The Manual Process Model The manual process model is the oldest and most traditional form of accounting systems. Manual systems constitute the physical events, resources, and personnel that characterize many business processes. Traditionally, this model also includes the physical task of record keeping. Nowadays manual records are rarely used in practices.
2. The Flat File Model The flat file approach is most often associated with so-called legacy systems. The flat file model describes an environment in which individual data files are not related to other files. End users in this environment own their data files rather than share them with other users. Data processing is thus performed by standalone applications rather than integrated systems. When multiple users need the same data for different purposes, they must obtain separate data sets structured to their specific needs. These results to data redundancy which contributes to three significant problems in the flat file environment: data storage, data updating and currency of information.
3. The Database Model An organization can overcome the problems associated with flat files by implementing the database model to data management. Access to the data resource is controlled by a database management system (DBMS). The DBMS is a special software system that is programmed to know which data elements each user is authorized to access. Through data sharing, the following traditional problems associated with the flat file approach may be overcome. Flat file and early database systems are called traditional systems. Within this context, the term ‘traditional” means that the organization’s information systems applications (its programs) function independently of each other rather than as an integrated whole. These models were inflexible and did not permit the degree of data sharing that is found in modern database systems. True integration, however, would not be possible until the arrival of the relational database model. These flexible database approach permits the design of integrated systems applications capable of supporting the information needs of multiple users from a common set of integrated tables. 4. The REA Model REA is an accounting framework for modeling an organization’s critical Resources, Events and Agents (REA) and the relationship between them. Once specified, both accounting and non-accounting data about these phenomena can be identified, captured and stored in a relational database. From this repository, user views can be constructed that meet the needs of all users in the organization. The availability of multiple views allows flexible use of transaction data and permits the development of accounting information systems that promote integration. REA is a conceptual model, not a physical system. The most notable application of REA philosophy is seen in the proliferation of ERP systems. 5. The ERP Model Enterprise Resource Planning is an information system model that enables an organization to automate and integrate its key business processes.
ENTERPRISE RESOURCE PLANNING
(ERP)
ENTERPRISE RESOURCE PLANNING
WHAT IS ERP? ERP which stands for Enterprise Resource Planning is business management software that allows an organization to use a system of integrated applications to manage the business. It aims to serve as a backbone for your whole business. ERP software integrates all facets of an operation, including product planning, development, manufacturing processes, sales and marketing. The leader in ERP market share, and the one that invented the market to an extent, is the German company SAP AG with its R/3 software. Other big players include PeopleSoft Inc., Oracle Corp., Baan Co. NV and J.D. Edwards & Co.
ADVANTAGES OF ERP One can say that the biggest advantage of an ERP system lies with its real time capabilities and the ability to see what is going on with your company as it happens. Efficiency
Integration
Accuracy
Cost Reduction
Fewer Personnel
SAP BUSINESS ONE
(SBO)
What is SAP?
SYSTEMS, APPLICATIONS & PRODUCTS SAP was founded in June 1972 as Systemanalyse und Programmentwicklung ("System Analysis and Program Development") by five former IBM engineers in Mannheim, Baden-Württemberg: Dietmar Hopp, Klaus Tschira, Hans-Werner Hector, Hasso Plattner, and Claus Wellenreuther As part of the Xerox exit strategy from the computer industry, Xerox retained IBM to migrate their business systems to IBM technology. As part of IBM's compensation for the migration, IBM acquired the SDS/SAPE software, reportedly for a contract credit of $80,000. The SAPE software was given by IBM to the founding ex-IBM employees in exchange for founding stock provided to IBM, reportedly 8%. Imperial Chemical Industries (ICI) was SAP's first ever customer in 1972. The acronym was later changed to stand for Systeme, Anwendungen und Produkte in der Datenverarbeitung ("Systems, Applications and Products in Data Processing"). In 1976, "SAP GmbH" founded, and moved its headquarters the following year to Walldorf. SAP AG became the company's official name after the 2005 annual general meeting. AG is short for Aktiengesellschaft (corporation). In August 1988, SAP GmbH transferred into SAP AG (a corporation by German law), and public trading started 4 November. Shares are listed on the Frankfurt and Stuttgart stock exchanges. In 1995, SAP was included in the German stock index DAX. On 22 September 2003, SAP was included in the Dow Jones STOXX 50. In 1991, Prof. Dr. Henning Kagermann joined the board; Dr. Peter Zencke became a board member in 1993. Claus Heinrich, and Gerhard Oswald have been members of the SAP Executive Board since 1996. Two years later, in 1998, the first change at the helm took place. Dietmar Hopp and Klaus Tschira moved to the supervisory board and Dietmar Hopp was appointed Chairman of the supervisory board. Henning Kagermann was appointed as Co-Chairman and CEO of SAP next to Hasso Plattner. Werner Brandt joined SAP in 2001 as a member of the SAP Executive Board and Chief Financial Officer. Léo Apotheker was a member of the SAP Executive Board and president of Global Customer Solutions & Operations from 2002, and was appointed Deputy CEO in 2007. Apotheker became co-CEO alongside Kagermann in 2008. Henning Kagermann became the sole CEO of SAP in 2003.[9] In February 2007, his contract was extended until 2009. After continuous disputes over the responsibility of the development organization, Shai Agassi, a member of the executive board who had been named as a potential successor to Kagermann, left the organization. In April 2008, along with the announcement of Apotheker as co-CEO, the SAP supervisory board also appointed three new members to the SAP Executive Board, effective 1 July 2008: Corporate Officers Erwin Gunst, Bill McDermott, and Jim Hagemann Snabe. With the retirement of Kagermann in May 2009, Apotheker took over as the sole CEO. He was replaced by new co-CEOs Bill McDermott, head of field organization, and Jim Hagemann Snabe, head of product development, effective 7 February.
SAP Offers Solutions for Companies of All Sizes
SAP Solutions for SMB Large Enterprises
Midsize Companies / Subsidiaries
Small Companies / Subsidiaries
mySAP All-in-One mySAP Business Suite Complete set of business functionality for all requirements
Consists of the mySAP Business Suite tailored to the needs of midsize companies; the software is easy to install, implement,and maintain, and provides a full range of business functions
SAP Business One Can be implemented in a matter of days and provides all the functions you need
SAP Business One: Technology
Easy to Use Client
End-to-end solution Windows look & feel Simple navigation Drill-down reporting Drag&Relate Integrated with Microsoft Word and Microsoft Excel
SDK
Architecture
Server Integration Toolkit SDK
Data base
Flexible
Services
2-tier client/server architecture ("fat client") Win 32 based, C++ Different database options Version check
Easy to configure Search helps Forms Queries User-defined fields Formatted searches
Mail Backup
Interfaces
SDK (programming interface for VB, C/C++, Java) Integration Toolkit 1.5 (data interface based on SOAP 1.1)
What are the Key Functionalities of SAP Business One?
Accounting and Financials – Manage your general ledger, journals, budgets, and accounts receivables and payables. Sales and Customer Relationship Management – Manage the entire sales process from first contact to closing the sale and from customer data management to aftersales support. Purchasing and Operations – Control the entire procurement process. Inventory and Distribution – Manage inventory across multiple warehouses and locations, and track and record stock movements. Reporting and Administration – Create, manage, and distribute reports that help foster clarity in your business.
SAP Business One: Process Integration
Sales Process
MRP Process
Purchasing process
Production Process
Service process
GETTING STARTED -
Password Navigation Functions in a form Customize Modules & Personalize Windows
Choose Company
Main Menu
Company
OEC Computers Sales manager
Modules
User
Drag & Relate My Menu
Administration Financials Sales Opportunities Sales – A/R Purchasing – A/P
Administration Choose Company
Business Partners Banking Inventory
Production MRP
Server
Service Human Resources Reports
Company Databases
Menu Bar and Toolbar
File
Edit
View Data
Goto
Modules Tools
Window
Help
Menu Bar Toolbar
For navigating between data records
General Print Preview
Export to MS-EXCEL
Find
Print
Export to MS-WORD
Add
Send E-mail
Export to PDF
First Data Record
Send SMS
Launch Application
Previous Record
Send Fax
Lock Screen
Next Record Last Data Record
Functions in a Form
Selection List Dropdown List Link Arrow
Business Partner Master Data
Code Name Currencies
Ctrl+Double-Click
Original Description: Mobile Phone New Description: ?
Bold
Italics
Tel 1 Tel 2 Mobile Phone Fax Email
Customer
Personalize windows and settings
Main Menu OEC Computers Sales Manager
Modules
Drag & Relate
User-defined Shortcuts
My Menu
Forms Reports
Customize
Queries Links
Allocation
Shortcut
User-defined Menu
F2
List
Current Window
Module
Window
Administration Financials Sales Opportunities Sales – A/R Purchasing – A/P Business Partners Banking Inventory Production MRP Service
Purchase Order Goods Receipt PO Goods Return A/P Down Payment Request A/P Down Payment Invoice A/P Invoice A/P Credit Memo A/P Reserve Invoice Landed Costs Document Printing Purchasing Reports
OK
Cancel
Allocate
Remove
Customize Main Menu
Main Menu OEC Computers Sales manager
Modules
Drag & Relate My Menu
Administration Financials
Form Settings – Main Menu Menu Item
Visible
Sales Opportunities Sales – A/R
Administration
Purchasing – A/P
Financials
Business Partners Banking
Sales /AR
Inventory
...
Production MRP Service Human Resources Reports
Manually choose the menu items you want to display.
Apply Authorizations
Display only modules and menu items the user is authorized for.
Drag&Relate
SAP Business One OEC Computers manager
Item Master Data Drag and Relate
Sales / AR Sales Quotation Sales Quotation Details Sales Order Sales Order Details
Item Number Description Foreign Descrip. Item Type Item Group Price List
M00001 Mouse Pad
Items Accessories 01 Purchase Price List
Delivery Delivery Details Returns Return Details A/R Invoice A/R Invoices Details A/R Credit Memo A/R Credit Memo Details
List of all quotations for item M00001
Display Parameters
Language Color Default Length Unit
Default Weight Unit Date Format, Date Separator Time Format Display Currencies on the Right
Decimal Places, Decimal Separator, and
Thousands Separator
Master Data & Document Handling
Master Data Concept
Business Partners
Addresses Payment Terms Price lists Control Account
Items
Inventory Accounts Warehouses Item Groups Item Properties Price lists
Common Data Structure for Marketing Documents
General Document Data
Business Partner
No.
Name
Status
Contact Person
Posting Date
Contents
Document Content
Logistics
Accounting
Item/Service
1 2
Item/Cat. No.
Quantity
Ship to Pay to Shipping Type …
General Information (Footer)
Buyer/Sales Person
Journal Remark
Payment Terms Tax Information
Total Before Disc. % Discount
Remarks
… Total Payment Due
Row Type in Sales and Purchasing Documents
Contents Select
Type
T S Form SettingsTable Format
S
Item No.
Item Description
Quantity
Price
A1005
Color Printer
1
14,76
214,76
A1006
Ink Jet Printer
1
19,99
99,95
The item A1006 will be sold out soon! Subtotal Printers
Total (LC)
314,71
A1001
Black Cartridge
10
7,50
75,00
A1006
Color Cartridge Subtotal Cartridges
10
9,10
91,00 166,00
In the documents of Sales and Purchasing, you can choose the row’s type.
Total before Discount
480,71
Business Processes
PROCUREMENT PROCESS - Purchase Order - Goods Receipt PO - A/P Invoice - Outgoing Payment
Purchasing Items: Process Overview
System Configuration Master data
Warehouse management Purchasing
Outbound logistics
Inbound logistics Production
Marketing & Sales
Service
Financial controlling
Purchase Order
Goods Receipt PO
A/P Invoice
Outgoing Payment
Purchase Order
10 printers are currently in stock We order 5 more from our vendor Five appear on the inventory reports as ordered 15 will be available to promise, Although only 10 are physically in stock
Goods Receipt PO
10 printers are currently in stock We ordered 5 more from our vendor The vendor delivers 5 After goods receipt, 15 are in stock
Two options to create a follow-up document: Copy to/ Copy from
Copy to Open saved document to copy
Copy from Enter business partner in a new document
All items copied to new
Choose one or multiple
document No options available on
how items are copied However, you can delete
items and adjust quantities after copying
documents from a list Draw document wizard allows
you to: customize rows and
quantities copied select the exchange rate to
use
Effects of the Goods Receipt PO
1
4
3
2
A/P Invoice
You receive an invoice from the vendor for the 5 printers You enter an A/P invoice to reflect the vendor invoice The A/P invoice is the basis for payment to the vendor
Effects of the A/P Invoice
4 1
Quantity increases only if no prior goods receipt is referenced.
2
3
Postings in Purchasing Process for Inventory Items Item Category: Inventory Item Sales Item Purchased Item Fixed Assets
Stock Acc. 100
Allocation Acc. 100
Allocation Acc. 100
Vendor 100
Document Flow in Purchasing
1
Warehouse (Quantity)
General Ledger (Value)
2
3
Payment Processing
We owe the vendor for 5 printers An A/P invoice has been entered for the amount owed You create an Outgoing Payment according to payment terms The journal entry: Reduces cash (credit) Decreases the amount owed to the vendor
Partial Deliveries and Overdeliveries Goods Receipt PO
Purchase Order
Vendor Vendor
Y1000
# 1 2 3
Y1000
# 1 2 3
10 15 2
1) Overdelivery
6
2) Add Items Goods Receipt PO Goods Receipt PO
Goods Receipt PO Vendor
# 1 2 3
Vendor Vendor
Y1000
20
# 1 2 3 4
Y1000
Y1000
# 1 2 3 1
4
Goods Returns
Stock Acc. 100
Allocation Acc. 100
20 scanners were ordered and
delivered 2 scanners were damaged in transit Use the goods return to return the scanners to the vendor for credit
Warehouse (Quantity)
General Ledger (Value)
Stock Acc. 100
Allocation Acc. 100
Credit Memo for Purchasing
Allocation Stock Acc. Costs Acc. 100 100
Alloc. 100
100
50 CD boxes were ordered,
delivered and invoiced 5 boxes were defective Use the credit memo to return items for credit when an A/P invoice exists
Warehouse (Quantity)
General Ledger (Value)
Stock Acc. 100
Vendor
Vendor 100
SALES PROCESS - Sales Order - Delivery - A/R Invoice - Incoming Payment
Sales Process
System Configuration Master data
Warehouse management Purchasing
Outbound logistics
Inbound logistics
Marketing & Sales
Service
Production
Financial controlling
Sales Order
Delivery
A/R Invoice
Incoming Payment
Leads and Customers
Leads Use on pre-sales documents or sales orders Not on deliveries or invoices
Customers Use on any sales document Convert leads to customers when they buy
Key Data in the Sales Process: Items
Items represent products to be sold Item information is stored in the item
master record You can type item codes directly into a sales document rows or search for items by description or other item attributes
Using Price Lists in the Sales Process
Price List
Customer Master Record
Price List Basics: 10 default price lists are provided. Items are linked to every price list. Assign a price list to each customer. The assigned price list defaults into a
sales document automatically.
Sales Documents
Sales Order
Our customer orders 5 laptops We enter customer, items, and quantities in the sales order
The system determines the price automatically A manual discount for 1% is entered in the order The customer is also eligible for an early payment discount of 2%
Item Availability Check in Sales Orders 2.)
1.)
Sales Order Item No.
Description Quantity WH
A00001
…
50
Administration System Initialization Document Settings
Document Settings
01
Per Document
Document
Sales Order
Activate Automatic Availability Check If Order Quantity > Quantity Available
Item Availability Check
3.)
Item No.
A1000
Warehouse
01
Quantity Ordered
50 Pair = 100 pcs
Requested Due Date Available Quantity
05.06.2010
Earliest Available
10.06.2010
28 pieces
Select Action:
Continue
Change To Available Quantity Display Available-to-Promise Report Display Quantities in Other Warehouses Display Alternative Items
Delete Row
Delivery
We ship 5 laptops to the
customer The quantity of 5 laptops is removed from inventory The inventory account is credited for item cost The cost of goods sold account is debited
A/R Invoice
We bill our customer for the 5 laptops The total includes the 1% manual
discount The due date is based on the customer’s
payment terms A journal entry is created to record: a credit to revenue a debit to the customer account
Incoming Payment
The customer pays the invoice on
time for the 5 laptops The total includes the 1% manual discount and the early payment discount of 2% A journal entry is created to record: debits to our house bank account and discount accounts a credit to the customer account
Sales to One-Time Customers (A/R Invoice + Payment) Setup Financials G/L Account Determination
Menu Administration
Sales Default Customer for A/R Invoice + Payment C9999
One-Time Customer
A/R Invoice + Payment
Customer Name Ship To
C9999 Michael Kramer Main 9855 Chicago TX 65095
Payment Means
Check
Bank Transfer
Item No.
Item Description
Credit Card
A00001 A00002 ...
Twin Seater Three Seater
Cash
Add
USD 303.84 Balance Due
Balance Due USD 1303.84
USD 1000.00
USD 1303.84
Postings in Sales Process for Inventory Items Inventory Item Sales Item Purchased Item Fixed Assets
Sales Order
Delivery
Cost Acc. 100
A/R Invoice
Stock Acc. 100
Customer 100
Revenues Account Sales Revenues – EU Foreign Revenues Acc. 100
Document Flow in Sales
Sales Order
Warehouse (Quantity)
General Ledger (Value)
1
Delivery
2
A/R Invoice
3
Returns
Delivery Cost Account Stock Account 50
50
Returns Cost Account Sales Returns 50 50
Warehouse (Quantity)
General Ledger (Value)
Credit Memo
Cost Acc. 50
Stock Acc. 50
Customer 100 Cost Acc. 50
Warehouse (Quantity)
General Ledger (Value)
Customer 100
Sales Revenues 100
Revenues Acc. 100 Stock Acc. 50
OTHER FUNCTIONALITIES -
Warehouse Management Pick & Pack Serial & Batches Pricelist & Discounts
Warehouse Management Process
System Configuration
Master data
Purchasing
Inbound logistics
Warehouse management Production
Outbound logistics
Marketing & Sales
Service
Financial controlling
Goods Receipt Inventory Transfer Goods Issue
Pick and Pack
System Configuration
Master data
Purchasing
Inbound logistics
Warehouse management Production
Outbound logistics
Marketing & Sales
Service
Financial controlling
Sales Order
Picking
Delivery Documen t Creation
Packing for the Delivery
A/R Invoice
Defining a warehouse
Warehouse 01 General Warehouse
General Accounting Address Information Location Drop Ship
Default Accounts
Basic Units of Measure
Sales 5 x 10-pack (500g) Purchasing 10 x Bale (10kg)
Warehouse 2000 x Ball of wool (50g)
Sales 15 x Set 1 (600g) Sales 25 x Set2 (300g)
Use different units of measure in: Purchasing documents Sales documents Warehouse
Inventory Valuation Methods
Moving Average Price
€ € € € €
First In – First Out (FIFO)
Standard Price
Serial Numbers and Batches
Batches Used to track groups of
items with common characteristics Serial Numbers Used to track individual objects
Goods Movement and Serial Numbers
On Every Transaction
On Release Only
Optional on Receipt documents
Configuration Settings for Item Master Records
Serial and batch
management methods Default warehouses Set G/L accounts for
items at one of three levels: Warehouse Item Group Item Level Costing by company or
warehouse
Set up default values for items
belonging to an item group: Valuation Method Planning Method Procurement Method G/L accounts
Warehouse Management Overview
Goods Receipts PO/ Goods Returns from Purchasing Functions
Delivery/ Returns from Sales Functions
Goods Receipts
Goods Issues
Warehouse Beginning Quantities
InventoryTransfer between Warehouses
Remove Components for Production
Goods Receipts from Final Product
Goods Receipts / Goods Issue
Goods Issue Goods Receipt Number
Price List
Item No.
A1000
22
Primary
General Information 1
Last Purchase Price
Quantity
10
Price
10 EUR
Total
100 EUR
Table Window
Remarks
General Information 2 Journal Remark
Goods Receipt
Inventory Postings Inventory Item Sales Item Purchased Item Fixed Assets
Goods Receipt Warehouse
Stock Account
Inventory Offset - Increase
100
100
Goods Issue Warehouse
Inventory Offset - Decrease 100
Stock Account 100
Transferring Stock
Inventory Item Sales Item Purchased Item Fixed Assets
Inventory Transfer Inventory account (Warehouse 01) 100
Warehouse 01
Inventory account (Warehouse 02) 100
Warehouse 02
Warehouse Reports
Items List
Overview of items and prices
Inventory Posting List
Overview of postings
Inventory Status
Displays items with prices from stored price lists
Shows all quantity- or cost based postings for items
Current and planned status Shows current stock situation and information on planned receipts and withdrawals
Inventory in Warehouse Report
Stock overview: normal or detailed
Inventory Audit Report
Origins of posted stock transactions
Detailed gives additional information on the last stock movement data and prices per material
Provides an audit trail for users
Inventory Valuation Simulation Report
What if scenarios Allows you to valuation your inventory using different valuation methods and dates.
Sales Process with Picking
Sales Order Pick Pack Manager List of orders to be released or picked.
1
2 Released
Open
4 Picked Deliver
3
5 Available Items A1000 4 pcs.
Picking from Pick List
Delivery
A/R Invoice
Sales Process with Packing
Available Items A1000 4 pcs.
Picking
Sales Order
Delivery 1
Define Packages 2
Existing Packages Box
3 Package Content A1001 2 pcs.
Packing
A/R Invoice
Setting up Pick and Pack
Document Settings, General Tab Setting the response to release of inventory below minimum level: Without warning Warning only Block Release
Administration Setup for Inventory Defining package types used for packing
Pick and Pack: Topic Summary
Key points from the Pick and Pack topic: The Pick and Pack Manager: Creates a pick list Reports on picked quantities Allows you to specify packages types for picked items Creates a delivery for picked items Packing can be done inside the Pick and Pack Manager or directly in the delivery document Pick and pack manager displays items in status drawers: Open – for open sales orders or reserve invoice rows Released – for items ready to be picked Picked – for quantities already picked
Pricing in Business One
The basic way of pricing.
Price Lists
Enter prices into price lists and assign the appropriate price list to a business partner.
Period and Volume Discounts
Define a discount percentage by date and quantities for a price list.
Discount Groups
Special Prices
Overrides the basic price list assigned to the business partner. Define discount percentage by item group, properties or manufacturer. Overrides period and volume discounts.
Determine special prices by item, business partner, dates and quantities. Overrides all other prices.
Item Prices
Price Lists Item Number
Price List
A1001
Purchase Price List
299.00
Price List Low Volume
499.00
Price List High Volume
599.00
Price List 04
799.00
Price List 05 Price List 06 …
299.00
Price list concept
Items Management Item Number
A1001
Price List
Purchasing Price
Business Partner Master Data
C1001 Payment Terms
299.00
Price List High Volume
499.00
Reseller
599.00
Price List 04
799.00
Price List
Price List High Volume
Price List 05 Price List 06
Document 299.00 Business Partner
…
C1001 Item
A1001
Price
499.00
Maintaining Price Lists The sales price for major customers is 1.5 times the purchase price.
Easy to edit by filtering item master records (for example, by item group, vendor, and so on).
Update Entire Price List Update by Selection #
Price List Name
0
Last Purchase Price
1
Base Price List
Factor
Rounding Method
Group
Purchasing Price
Last Purchase Price
1.0
No Rounding
Gr.1
2
Large Customers
Purchasing Price
1.5
/
Gr.2
3
Small Customers
Purchase Price
1.6
/
Gr.2
4
By double-clicking the row number, you can maintain the individual item prices directly (the system updates the item master record).
To add new price lists, choose Data Add Row.
Automatic or Manual Updates
#
Name
Price List
Base Price List
1
Large Cust.
Purchasing Price List
Factor Rounding Method
Group
1.6
Gr.1
No Rounding
Price Maintenance double-click
# Item number Description
Base Price
Factor Price
1 A0001
Chair
Eur 85
2
Eur 190
2 A0002
Table
Eur 800
2
Eur 1,800
3 A0003
Bed
Eur 1200
2
Eur 2,400.00
4 A0004
Shelf
Eur 500
2
Eur 1,000.00
Man.
Prices that are maintained are NOT automatically updated in accordance with the factor.
Updating Price Lists
Update Entire Price List 1) Enter a new factor in the price list you want to update (for example: Increase prices for major customers by 0.15 => 1.5 -> 1.65). 2) Choose Update. 3) The system updates all the prices in accordance with the new factor.
Update by Selection 1) Enter a new factor in the price list you want to update. 2) Choose Update. 3) Make a selection (for example, all the items from a specific regular vendor). 4) Choose OK. 5) The system updates the prices of the selected items in accordance with the new factor.
Last Purchase Price Price List
Base Price List
Last Purchase Price
Automatic update only
When you post one of the following transactions in the system, the system updates the last purchase price: AP invoice Miscellaneous goods receipts Inventory / postings of
beginning quantities Stock posting due to positive
stock differences Work order and automatic
calculation of last purchase prices for all components Data import
Period and Volume Discounts
double-click
Price List
double-click
Price List Low Volume
#
Item
Price
1
Chair
2
Eur 190.00
2
Table
2
Eur 1,800.00
3
Bed
2
4
Shelf
2
Validity Periods From Eur 1,000.00
to Quantity Scale From
to
Working with Discount Groups
%
You can assign discount groups based on item groups, item properties, or manufacturer's products for each business partner.
Discounts defined by means of a discount group refer to the price list stored in the BP master record.
Special Prices for Business Partners
For a specific business partner
double-click double-click
Special prices for selected items of a business partner: With or without
reference to a price list Discount calculation Automatic update when
price lists are updated
Validity Periods From
to Quantity Scale From
to
Updating Special Prices Globally
Change Discount
Change Price
Refresh by Price List
Delete
Change the discount rate or special price. Select which items are affected by the change: With the automatic indicator Without the automatic indicator Without a price list assignment
Allows you to update the special prices based on the current price list information for items without using the automatic indicator
Allows you to delete special prices
Price Determination in SAP Business One Document Price
Item
Document
???
1. Does a BP and item-specific special price exist?
NO
2. Does a BP-specific group discount exist?
NO
3. Do period and volume discounts for the Price List exist?
NO
4. Price List Price
Item
479
MATERIALS REQUIREMENTS PLANNING
Overview of Inventory Planning with MRP
System Configuration
Master data
Warehouse management Purchasing
Outbound logistics
Inbound logistics Production
Marketing & Sales
Financial controlling
Define Planning Data
Run MRP
View order recommendations
Service
Materials Requirement Planning: Production Scenario There is a requirement for 10 printers on a sales order. The printer is a produced item. The boards, the printer head and the power pack are purchased items.
Printer Sales Order Printer 10 pcs.
Printer Head 1 pc.
Memory Boards 2 pcs.
Power Pack 1 pc.
Material Requirements Planning
after MRP-run: Production Order
The MRP creates recommendations for a production order for the printer and recommendations for the sub-items based on whether they are purchased or produced.
Printer 10 pcs.
Purchase Order
Purchase Order
Purchase Order
Printer Head 10 pcs.
Memory Boards 20 pcs.
Power Pack 10 pc.
Inventory Planning Scenario – Before and After MRP stock /receipts
before MRP-run: this is the current inventory status and planned forecasts for a purchased item.
Purchase Order 30 pcs.
Stock 20 pcs.
time Sales Order 40 pcs.
Sales Forecast 50 pcs.
Sales Forecast 30 pcs.
requirements
Material Requirements Planning
after MRP-run: the MRP-run creates recommendations for stock / receipts purchase orders to be able to fulfill the requirements.
requirements
Stock 20 pcs.
P.O. *) 20 pcs. Sales Order 40 pcs.
Purchase Order 30 pcs.
P.O. *) 20 pcs.
P.O. *) 30 pcs.
Sales Forecast 50 pcs.
Sales Forecast 30 pcs.
time
Planning Data in the Item Master
Item Master Data
Item Number Description …
P1001 Printer
Planning Data Planning Method
MRP / None
Procurement Method
Make / Buy
Order Interval
Weekly / Monthly / …
Order Multiple
12
Minimum Order Qty.
10,00
Lead Time
10
Days
MRP Lead Time
Printer Lead Time: 10 days
Sales Order
Memory
Printer Head
Power Pack
Boards
Printer Delivery Date: 30.11.
Material Requirements Planning
stock / receipts
Purchase Orders
Production Order
Sub-components
Printer time
10 working days 16.11. requirements
30.11.
MRP Requirements
Sales Order
head, boards, pack
Printer
Bills of Materials
A bill of materials: Represents an item to be produced
Printer Lead Time: 10 days
Top level is item number Printer Head
All components are items Memory Boards
Power Pack
Can be multi-level
Define Forecasts
Item Printer
Start Date 01.09. EndDate
31.12.
01.09.
01.12.
View monthly
stock / receipts 01.10.
01.11.
31.12. time
requirements
Sales
Sales
Sales
Sales
Forecast
Forecast
Forecast
Forecast
Printer
Printer
Printer
Printer
50 pcs.
40 pcs.
20 pcs.
60 pcs.
Consuming Forecasts Today: July 1
Item Printer
July 23
July 24
July 25
40
10
40
10
July 26
Initial stock Receipts Gross Requirements
A sales forecast originally showed 50 printers needed by July
24 A sales order is created for 10 printers to deliver on July 25 The forecast was reduced by 10 to account for the sales order A production order will be created for 50 printers
MRP Configuration Settings
Setting Consume Forecast - General Settings, Inventory Tab Consume forecast Consumption Method Days Backward and Days Forward
Defining MRP Defaults for Item Groups – Inventory Setup Planning by MRP Procurement Method Order Interval Order Multiple Minimum Qty
Lead Time
Run MRP: Define MRP Scenario
Use an existing scenario or define a
new scenario: Name and description Planning
Horizon Items included in the run Simulation or actual run
Run MRP: Choose Data Sources
Input Sales Order / A/R Reserve Invoice
Purchase Order / A/P Reserve Invoice
Forecast
Planning Data from Item Master
Inventory
Parent Production Order
Bill of Material
Material Requirements Planning
Output Production Order
Purchase Order
Parent Dependant Requirement
MRP Results
MRP Results Planning Horizon 25.09. - 30.09. #
Item No.
Past… 25.09.
26.09.
1 P1001
Display after MRP 27.09.
28.09.
29.09.
30.09.
10
Initial Stock Receipts Gross Requirements
10
click
Final Stock
dead periods Pegging Information – P1001 Item Code P1001 Source 17
Type Sales Order
Due Date Quantity 28.09.
10
Order Recommendation Report
Order Recommendation Create Order Type
Item
Quantity
Due Date
Vendor
Purchase Order
A1019
50
21.09.
S1007
Purchase Order
A1020
100
21.09.
S2100
Production Order
P1001
50
15.10.
Purchase Order Supplier S1007 Delivery Date 21.09. Item No. A1019 Quantity 50
Production Order Product No. P1001 Due Date 15.10. Planned Quantity 50
PRODUCTION - Bill of Materials - Materials Resource Planning
Production Process Overview
System Configuration
Master data
Warehouse management Purchasing
Outbound logistics
Inbound logistics
Marketing & Sales
Service
Production
Financial controlling
Create Production Order
Release to shop floor
Issue Components
Report Completion
Bills of Materials Types
BOM Types Production Sales
Printer
Assembly Template
Printer Head 1 pc.
Memory Boards 2 pcs.
Power Pack 1 pc.
Category of the Item Master Record of the Parent Item in Bills of Material
BOM Type
Assembly BOM
Sales BOM
Template
Production BOM
Item Category
Inventory Item
(1.)
Sales Item
(1.)
(1.)
Purchased Item
(1.)
(1.)
(1.) optional
Phantom Item
Phantom Item (does not appear in production orders and only for information in MRP)
Axis 2 Units
Board 1 Unit
Wheels 4 Units
Tire 1 Unit
Skateboard 1 Unit
Rim 1 Unit
Screws 4 Units
Screws 8 Units
Production Order
Production Orders include: Finished product Components Component issue method Production orders can be generated automatically by MRP or created manually.
Production Process Steps
System Configuration
Master data
Warehouse management Purchasing
Outbound logistics
Inbound logistics
Marketing & Sales
Service
Production
Financial controlling
Create Production Order
Release to shop floor
Issue Components
Report Completion
Production Order Types
Standard Production Order Special Production Order Product
Item A
B
C X
Disassembly Production Order Product
A
B
C
Y
Z
Steps to Enter a Production Order
Select production order type Select parent item Enter quantity to be produced Enter a finish date for production Make any desired adjustments to
components, warehouses or quantities Save the production order.
Release to Shop Floor
Initially set as Planned Release the order to
begin work Components can then be
issued
Issue Components
Manual Components
Backflush Components
Control quantity
Commonly used
issued Precise timing
possible
items Typical quantities
used
Report Completion
When you report completion, the system automatically: Receives finished item into inventory Issues backflushed components Calculates the cost of producing the item
Stock Changes for Standard Production Order
In Stock
- Committed
+ Ordered
= Available
Standard Production Order
Status: Planned
+ Indicates increase in quantity - Indicates decrease in quantity
-
+
Components
+
Finished Product
Completion reported Components
-
Finished Product
+
-
+
Post Production Cost Information
Production Order Type Status Product No. Planned Qty Warehouse
Standard / Special / Disassembly Planned / Released / Closed / Cancelled Origin P1001 2 01
Components
Due Date 20.10.2004 Manual / Automatic User Marc Manager Sales Order … Customer …
Summary
Costs
Actual Component Cost Actual Additional Cost Actual Product Cost Total Variance Variance per Product Variance % Journal Remark
80 80
Production Order - P1001
Quantities Planned Quantity Completed Quantity Rejected Quantity Dates Due Date Actual Close Date Overdue
2 2
20.10.2004
SERVICE
- Customer Equipment Card & - Handling the Service Call - Solutions Knowledge Base
Service Contract
Service Process Overview
System Configuration
Master data
Warehouse management Purchasing
Outbound logistics
Inbound logistics
Marketing & Sales
Production
Financial controlling
Service Call
Service Response
Service Resolution
Service
Customer Equipment Card
A/R Invoice or Delivery for Item with Serial Number
automatically
Customer Equipment Card
Customer manually
Serial Number
Customer Item
Item
Service Contract
A/R Invoice or Delivery
automatically
for Item with Serial Number
Customer Equipment Card Serial Number Customer
Item
Contract / Warranty Template
Item Master Record
(Type Serial Number)
Service Contract Type Warranty
Type Regular
manually
Customer
Contract Details - Service Level Agreement
Service Level Agreement Details General tab Response Time Resolution Time Coverage tab Available hours for service
Type of services covered: parts labor travel
Service Calls
Customer Equipment Card Serial Number Customer Item
Service Call
?
Service Contract
Service Call Contents
Service Call
General
Remarks
Activities
Activities
Solutions
Knowledge Base
Expenses
Documents
Resolution
History
Service Response
Service Call
Service Response Response Time profiles Notification Received Monday-Friday 8 a.m. to 5 p.m. 8 hours 4 hours 2 hours Monday-Friday 7 a.m. to 7 p.m. 8 hours 4 hours 2 hours 8 a.m. 1 p.m.
Monday
6 p.m.
8 a.m.
1 p.m.
Tuesday
6 p.m.
Service Resolution
Service Resolution
Service Call
Service Response Service Resolution
Customer is satisfied with the solution to the issue. Enter text on the Resolution tab of the Service Call. Mark the service call as Closed.
Solutions Knowledge Base
Service Call
Solutions Knowledge Base
Service Reporting
Service Calls Reports
Analysis of Service Calls by Employee
Service Calls by Queue
View Response Times by Queue
Response Time by Assigned to Report
Information on open and closed service calls
Use this report when assigning service calls by queue
View Response Times by Employees Use this report when assigning service calls directly to employees
Average Closure Time
Details on average time to call closure
Service Monitor
Open or overdue service calls
Check the efficiency of the service department
Provides two dynamic views in graphical form
My Service Calls
User-specific report Easy for a service employee to quickly see all assigned calls and determine priority for action.
Service Expenses Transfers to Technician
Service Call
Deliveries Expenses
Returns from Technician
Returns
A/R Invoices, A/R Credit Memos, Deliveries, and Returns or
Invoices Credit Memos
All Documents Display All Documents Expenses Details
Service Call Expenses Items
Summed up by item of item type Items Labor and Travel Deliveries Returns Invoices Credit Memos
Summed up by item of item type Labor or Travel
Settings for Service
Configuration Settings for Service Automatic Creation of Customer Equipment Cards Unique Serial Numbers Contract Templates Service Call Queues Service Territories Set up for Service in Master Data Automatic Contract Creation for specific serialized items Linking Territories and Technicians
to Service Customers
