Set up Early Year at Sap Business One

The following way to Things to Look For To Setup Early Years Sap Business One is

1. Making Period Indicators

Administration - Setup Financial - Period Indicator
Used to identify Transactions per Period, usually setup per year depending on needs

2. Period Post Making

Administration - System Initialization - Posting Period
 usually setup per year depending on needs

3. Setup Document Numbering

Administration - System Initialization - Document Numbering
For usually setup per year depending on needs

4. Setup the default series per document

Administration - System Initialization - Document Numbering

What if Document uses Series Per Group Authorization ???

So what must be considered is

1. Make sure you have setup for authorization per user

If you have several Series in 1 transaction document that is separated per Group according to location. Used to display the series used by users per group that is set up
As an example

01JAWA enter Group 1
02JAWA enter Group 1
01SMTRA goes to Group 2
02SMTRA goes to Group 2

And for Andi users categorized into Group 1, then when Andi logged into SBO and opened the document it was only visible
Series 01JAWA, and 02JAWA

And for the user manager Categorized into Group 1 and 2 then when Andi logged into SBO and opened the document it was only visible
Series 01JAWA, 02JAWA, 01SMTRA, 02SMTRA

From the explanation above, you can see the picture below to make it easier to understand, just give authorization to the group you need.

Note:

• Only Professional Licenses can do this setup.
• Setup is done only once when you first use SBO.

• Administration - System Initialization - Authorization - General Authorization

• Choose User - to Administration - System Initialization - Numbering Series

Sales Quotation A/R SAP Business One

How to use Sales Quotation ?

Open Module Sales A / R - Sales Quotation

You can create a Sales Quotation Document to be addressed to prospective customers, or to your customers. This document is usually only used as an initial proposal or as an offer document

In SAP Business One This document is only for initial information to prospective customers.

And is the first link in the sales process





Which must be filled in this document with Blue writing

Header Section

1. Customer - If you look at the image you just have to click on a striped circle (Choose Form List) it will
displayed all customer lists that have been previously registered with the Master Data Business Partner

2. Name - Contact Person will be filled automatically by the system according to the selected customer

3. Customer Ref No - Additional fields used by SAP that can be filled with Customer reference numbers and are optional

4. Document No - You simply choose a Series that suits your needs. Depending on the List Series, it has been registered in Document Numbering

5. Status - Automatic by the System that contains

• Open - New Transactions are created and no other Transactions have been made
• Open Printer - It has been printed from the system
• Closed - There is already a Sales Order transaction
• Canceled - Canceled manually by User
• Unapproved - Not Approved by superiors, must use Approval procedure
• Paid - Transactions have been paid
• Delivered - New transaction payment phase

6. Posting Date - The date you enter input into SAP
7. Valid Until - Specifies the document deadline
8. Document Date - The date the document was created
9. Sales Employee - Name of Employee who made this Transaction
10. Owner - Optional
11. Remarks - Brief notes
12. Total Before Discount - Total price in one document before there is a discount (automatic)
13. Discount - Discount given in one document. SAP also allows to provide discounts per item that can be filled in the Details section
14. Freight - Transportation costs
15. Rounding - Only as rounding is inputted manually by the user
16. Tax - Automatic depending on the tax in the detail section
17. Total - Total in one document (Total before discount - Discount + Freight + Tax)
18. Item / Service Type - allows to sell services

Section Details (Very many additional fields that exist in SAP, can be adjusted to the needs of each company. I only specify what columns are required), How to adjust can click Form settings
Consisting of several parts Just click the tab section in detail, namely

Content

1. Item No - Item code to be sold
2. Description - Name of goods to be sold
3. Quantity - the number of quantity to be sold
4. Warehouse - if it has not been filled (Usually it automatically depends on when you set the master data item)

Logistic

Accounting

Setting Document Numbering SAP Business One

This time we will discuss document numbering. Document numbering is the Form used to setup Document numbering based on the needs of each company.

In the Document Numbering Form there are several fields that must be filled when we want to do Setup. Usually companies do setup documents every time before the beginning of the year. There are also several companies that setup monthly. Depending on the needs of each

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The fields available in the setup are :
1. Document - Displays List of Documents in SAP Business One.
2. Default Series - Displays the Default series in each document. You can change the default series.
3. First No - Displays the first No in the Series that has been default.
4. Next No - Displays the next document number when creating a new document
5. Last No - Displays the limitation of No document according to each need.

Usually used if the company wants to share document numbering per location and other things.

Setting Document Numbering SAP B1

To do the setup you can double click to the left of the document you want to setup see the picture below. For example, I took the A / R Invoice document. See the block that I gave in red

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After double clicking it will display the following image :

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In this form Setup can be done.










What must be filled and how do you fill it?

• Name - For Naming No. of Documents to be used in Transactions (Length Field: 8 Char)
• First No - No that will be used for the first time For a Name registered. (Length Field: 10 Char)
  
  Note: If the setup is done very much. And based on my experience, I recommend that Field length be filled with only 9 Char (Must be a Number)
• Next No - automatic
• Last No - Limit numbering for each name created. It may not be smaller than the First No that has been registered.
• Prefix and Suffix - only as identification of the name created (Length Field: 8 Char)
• Remarks - More detailed explanation of the Name (Length Field: 50 Char)
• Group - Used for Authorization per Document
• Period Indicator - Indications for determining the Period
• Lock - Check this check box if the series is no longer used

Example:
To add a new Series, right-click Add Row or on the Toolbar (Data - Add Row)
CTRL + i Shortcut

If setup is only done per year then what should be done:

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If the Series wants to be made per location

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For Last No Primary Filled with 12009999, so as not to overlap

Notes: Sometimes SAP refuses to be updated when a user is logged in






If It's Added Click Button Update on the Series Form - Document Name - Setup.
Then click Button Update on the Document Numbering Form - Setup

Set the Default Series in the document number for the needs of Authorization per Group

1. First open the document numbering setup
2. Select the document to be setup
3. Select the Series that will be setup by clicking on the desired series row.

For example I use the 1021 series to do the default set

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4. Click the Set As Default Button on the bottom right and display the message as shown below

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Set As Default For Current User - Default series only for users who are currently logged in
Set As Default For all User - Default series for all users registered in SBO
Set As Default for Certain user - Default series for certain users only double click then see the next picture

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Check the user that will be in the default series then click the OK button




5. Click Button Update
6. Then update again. (see previous blog above)

Note: Don't forget to enter the Journal Entry Document.

Error Messages that are often found are:

1. When you want to open the Form displays an error
To generate this document, first define the number series in the Administration Module

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Solution
1. Unauthorized, Check authorization
2. No Default / Incorrect Enter Default Series



2. When finished entering the transaction then click Add Button and display the Error in the status bar
To generate this document, first define the number series in the Administration Module

Solution

1. Not Setup in the Journal Entry number document, or incorrectly enter the default entry journal

Note: 1 (One) User can only use 1 (One) Series.
Example User with the name Andi Already registered for the Java series.
And again registered for the Sumatra series, SAP will automatically retrieve the last default, namely Sumatra.

Posting Period SAP Business One

This time we will discuss how to make Posting Period SAP Business One

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Period posts are used by the Accounting department to control transactions per period, so as to prevent any transactions that are incorrect in inputting periods. And also as the determination of when the Closing period is done. to carry out this function a new period must be made if it has not been registered before. If you look at the picture, the period is until the end of 2017.

How to make the period for 2018 ?

All you have to do is open the module administration - System initialization - post period, then the image above will appear. Then click the Button on the lower right (New Period) and produce the image below. Only users who have authorization can do this setting.

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What fields must be filled in Posting Period?

1. Period Code: a code that will be used to determine identification. Usually I use the year as an identification so I fill it with 2013 (Length Field: 20 Char)


2. Period Name: Period name that will be used. Instead of dizziness, thinking about the name just made the same as the period code (Length Field: 20 Char)

3. Sub Period: This section must set a period to be used by your company. This Sub Period has 4 categories, namely :

• Year: The period will be made automatically until the end of the year
• Quarters: The period will be made per 4 Months, 6 Months and others according to the No Of Period you will choose.
• Month: Period Per Month
• Days: Period Per Day
• For this example I choose Per month

4. Period Indicator:

Indicator Period refers to each series of documents (lines) that can be connected to one or more Accounting Periods. Each document series must be connected to an indicator, to activate the numbering document starting with 1 for each fiscal year. Select the period indicator to connect to the accounting period. Period indicators can be connected to more than one period in the same company

5. Period Status: Consists of 4 Parts, namely

• Unlocked: All users can post all types of transactions for this period
• Unlocked Except Sales: All users can post transactions for this period except sales. usually users who have this authorization will change this status at the end of each period. Why? There may still be purchases that must be ordered during this period.
• Period Closing: All users are unable to input transactions in this period, only users who have full authorization can make transactions that are late posted.
• Locked: There are no more transactions that can be inputted in that period. because adjustments and closures have been made

6. Posting Date From ... To ...: Post date range
7. Due Date From ... To ...: Due date range

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Item Master Data SAP Business One

Item Master Data are Forms / Media used by SAP Business One to manage all items related to the stock from purchase, sale to production transactions. In this form you can also add, update, search and check items that have been registered.

To open this Form you simply open the Inventory Module - Master Data Item
Inside Master Data Items there are several Tabs that are used to maintain items such as

Item Master Data: General Area,

Item Number: The code used for each item named (Length Field 20 Char)
Description: Name of Item (Length of Field 100 Char)
Desc in foreign Lang: Item names in foreign languages
Item Type: Type of item consisting of Items, Labor, Travel (Standard SAP Cannot be added)
Item Group: To group items (Naming Group Items according to Company needs)
Price List: A list of prices for each item

In the Master Data Item there are several indications such as

• Inventory Item: The item will be managed in the warehouse / warehouse
• Sales item: The item is used for sales transactions
• Purchased Item: The item is used only for purchase transactions
• Fixed Assets: Items used as company fixed assets

Item Master Data : General Tab

• Withholding Tax: To determine the default item will be subject to income tax
• Manufacturer: Used if the item has a product brand from the manufacturer
• Additional identifier: for additional identification of each item
• Shipping Type: Transportation Facility used for shipping. (Can be Added as needed)

Manage Item By: to manage items based on (None: Default, Serial Number, Batch). If you manage items using a Batch or serial number, what method will you use will be displayed. The method is

• None: There is no Managemet specifically to manage this item
• Serial Number: Managed items based on Serial no
• Batch Number: Managed Items based on Batch
• On Every Transaction: When making a transaction a batch or serial number will be displayed
• On Released Only: Batch / Serial number will only be displayed if the transaction has been released.

Issue Method Usually used on Transactions related to Production

• Manual: When spending Component items must be done manually
• BackFlush: the component will be automatically issued based on the parent item that has been registered with the Bill Of Material

The Phantom Item is a sublevel in BOM that isn't really in stock. This is used to simplify BOM
.
Only BOM Production has Phantom items
The Production Order Explodes the Phantom BOM and displays its components in the required order. In the example below, in the production order, Components 1 to 6 will appear, but not Phantom 1 and 2.

Item Master Data: Purchasing Data Tab 
Preferred Vendor: Vendor choice as the default for the item
Mfr Catalog No: No Catalog item, This amount is displayed on the purchase and sale document
Purchasing UoM: Unit of goods to be used for each purchase
Item per Purchasing Unit: Conversion from the unit in the inventory to the Purchasing Unit
Packaging UoM: The unit used for each Purchase in a Pack / Carton etc.
Quantity per Packaging UoM: Conversion of a UoM Packaging Unit to its Inventory Unit.
Customs Group: Calculate costs for import purchases (Can be added according to your needs)
Tax Group: To determine the Default Tax used for Purchases
Length, Width, Height, Volume, Weight: as additional information about specific items

Item Master Data: Sales Data Tab

Sales UoM: Unit of goods to be used for Sales transactions
Item per Sales Unit: Conversion from the Unit that is in the inventory to the Sales unit
Packaging UoM: The unit used for each sale if sales in Pack / Carton etc.
Quantity per Packaging UoM: Conversion of a UoM Packaging Unit to its Inventory Unit.
Tax Group: To determine the Default Tax used for Sales
Length, Width, Height, Volume, Weight: as additional information about specific items

Item Master Data: Inventory Data Tab
Set G / L Account By: Specifies Default for Account, this Default Set is used as a trigger for making items in each transaction. The system has provided 3 choices, namely

• Warehouse, Account is set at each warehouse
• Item Group, Account is set on each Item Group
• Item Level, Account is set on each item

Inventory UoM: The unit used for items stored in the warehouse
Valuation Method: The method used for item rotation in the Warehouse consists of

• Moving Average, Costing Calculation is based on the average cost of each sale and purchase transaction
• Standard, Calculation of costs following the stand

Item Cost: unit cost for each item
Manage Inventory By Warehouse: Stock will be managed based on each warehouse
Required (purchasing UoM): The system will maintain the Stock if the stock has reached a predetermined minimum

Item Master Data: Planning Data Tab
Planning Method: The method used to plan each item

• MRP, Goods procurement planning uses the MRP System
• None, Procurement of goods is not planned

Procurement Method: used when the planning method uses the MRP system.

For example, a chocolate box as a parent item from several components inside (BOM).

And the component is 1 wooden box and 25 chocolate. For wooden boxes purchased from vendors while Cokelat is produced by your own company. So to do the default method of procurement of items for wooden box items must use the Buy Method, while Chocolate uses Make Method. The MRP system will automatically recommend the amount needed to assemble 1 box of chocolate.

• Make, Procurement of goods based on their own production
• Buy, Procurement of goods based on ordering goods

Order Interval: A value for specifying different time intervals between orders
Multiple Order: Lot Size for MRP

For example: If the value is 12, then the item will be ordered in multiples of 12. So if you need 20 items, the MRP system will recommend 24 items for procurement of goods

Minimum Order Qty: Minimum Lot Size
Lead Time: The due date that will be displayed by the system for procurement of goods

Item Master Data: Properties Tab

Item Master Data: Remarks Tab
To add additional information to each item and display the item in the picture

UNASSIGNED LICENCE SAP B1

In this discussion I will discuss how to release the license that hangs on the database.For colleagues who experience the same thing can do the steps below

SAP B1 - SQL DATABASE

1. Log in to the SAP Server
2. Open the Folder where SAP installed Default Standard is put on
C: \ Program Files (x86) \ SAP \ SAP Business One ServerTools \ License
3. Search for files with the name "B1Upf"

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4. Delete B1Upf File (If you are hesitant to delete the file you can rename B1Upf to B1Upf1)
5. After the file has been deleted, please restart the service

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6. After restarting, the license will return to normal and please reassign it according to the user.

FIX UNASSIGNED LICENCE SAP B1

SAP B1 - HANA DATABASE

1. Log in to the SAP (Linux) Server
2. Open the Folder where SAP installed Default Standard is put on :
File System / usr / sap / SAPBusinessOne / ServerTools / License / webapps / lib
3. Search for files with the name "B1Upf"

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4. Delete B1Upf File (If you are hesitant to delete the file you can rename B1Upf to B1Upf1)
5. After the file has been deleted, please restart the service in a way
Open the terminal from the File System / etc / init.d
Then right-click as shown below and select open in terminal

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6. Type ./apb1servertools restart Then press Enter, wait until the process is done as shown below

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7. After restarting, the license will return to normal and please reassign it according to the user. Hopefully this article can help colleagues.

Company Detail SAP B1

This time will discuss the Setting Company Detail. check this out.
Company Details
Consists of several parts, namely General, Accounting Data, Basic Initialization

 

Company Name : 
Describes the company name, Displayed on the Main Menu on SAP Business One.

Address:
Display the address format of the field that has been filled

Address Field:
Display company address information when printing a report

Internet Address:
Explain the company's website address

Tax Office:
Entry Name of the Tax office responsible for sales and purchase taxes

Federal Tax ID 1,2,3
Tax Entry No for sales and purchase taxes (If Required)

Additional ID:
No Additional Id for the company

Company Tax Rate:
The percentage of company tax that must be deducted from the amount paid

Exemption Number
Tax Exemption Number

Tax Deduction number
This Tax Number is used to report data related to business processes, such as work locations, and company branches

Local Currency
Specifies the local currency to be used

System Currency
Manage all transactions in a currency in parallel from the System to local currency.
If defined as a system currency that is not identical to the local currency, the system currency can also be used as a report. Examples of a company that wants to report a currency system or locally. In each transaction that is inputted, it will post in a journal with both currencies.

Default Currency Account
Differentiated into 2 parts, namely Local currency and All Currency (Depending on each transaction)

Display Credit Balance with Negative Sign
to display credit balance with a negative sign (-), adjusted to the needs of each company.

Use Segmentation Account
to determine whether the account wants to be separated by segment or not for example: divisions, locations and more

Use Negative Amount For Reverse Transaction
To determine the back journal whether you want to use a minus sign on the debit credit or not

• Example If This Section Is Not Checked

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• Example If this section is checked

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Permit More Than One Document Type per Series
Allow the same numbering of more than one document. Cannot be changed if there is a transaction

Use Perpetual inventory
Manage inventory systems perpetually

Item Group Valuation Method
The method used to control inventory. Function if using perpetual inventory. This method is divided into 3 parts, namely :

• Moving Average: Re-calculates the cost of goods based on receipt of goods
• Standard Price: base price based on standard prices.
• FIFO: Cost of goods based on the order of items received

Manage Item Cost Per Warehouse
If selected, the inventory price calculation is based on the warehouseIf not selected, the inventory price calculation is based on the combination of all warehouses

Use Purchase Accounts Post System
Allows accounting for purchases based on the location of purchase. Cannot be updated if there is a transaction

Allow Stock Release Without Item Cost
Allowing exiting stock to carry out transactions without using basic prices

(Version> = 9.1) Manage Serial And Batch Cost By Item Group Valuation Method - The method of calculating the cost of moving in accordance with the Item Group
Serial / Batch Valuation Method - Method of calculating moving prices based on Batch

(Version> = 9.0) Enable Fixed Asset (If the Company wants to use Fixed assets it must be checked, because it cannot be checked if there is a transaction in SAP)
Calculate Depreciation By:
Depreciation calculations are separated Per month, Day

Enabled Multiple Branches

House Bank

The default will be used for the company bank account

What isSAP Business One

Maybe a lot of colleagues think about SAP. So many people don't know that there are many terms in SAP. So as not to get dizzy, let's see what SAP is.

SAP (System Application and Product in data processing) is a software based on ERP (Enterprise Resource Planning) which is intentionally created to provide real time access to information with Financial systems, CRM, manufacturing, and the ability to improve management.

SAP Business One can be run on Microsoft Windows. There are several modules that are owned by SAP Business One, namely

Administration SAP B1

- contains the basic system setup for Currency exchange rate, system setup, authorization, warning and functions for exporting data imports.

Financial SAP B1

- Manage all accounting and account data, general ledger, and financial reports. In addition, SAP Business One has a function to control the budget and profit to get revenue and costs.

Sales opportunities SAP B1

- Assist the sales department to manage opportunities and analyze sales data information.

Sales A / R SAP B1

- Handle all aspects of the sales process, starting from sales orders, shipping, invoices to returns.

Purchasing A / P SAP B1

- Manage all vendor / supplier transactions. Contains the process of purchasing goods to the invoice. In this module also has an additional feature to add the cost of transportation costs and other functions

Business Partner SAP B1

- store master data for all suppliers, customers and prospective customers.

Banking SAP B1

- fully handle all transactions dealing with finance.

Inventory SAP B1

- Manage Stock in warehouses, list prices, special prices, alternative items, warehouse transactions, such as the packing process that uses Batches and Serial numbers.

Production SAP B1

- handle production components up to the production process.

MRP (Material Requirement Planning) SAP B1

- Manage all material requirements in the manufacturing process.

Service SAP B1

- Monitor the interaction between the sales department and the customer. and can also maintain information about service contracts, items and serial numbers.

Human Resource SAP B1

- contains employee information within the company and improves the capabilities of each staff.