UNIT I: FUNDAMENTALS OF SAP BUSINESS ONE
MAIN MENU {includes modules} (afs pbb ips r)
ADMINISTRATION
FINANCIALS
SALES - A/R
PURCHASING – A/P
BUSINESS PARTNERS
BANKING
INVENTORY
PRODUCTION
SERVICE
REPORTS
MENU BAR
FILE, EDIT, VIEW, WINDOW, HELP, DATA GOTO, MODULE, TOOLS
TOOL BAR
PRINT PREVIEW, PRINT, SEND-EMAIL, SEND SMS, SEND FAX, EXPORT MS-EXCEL, EXPORT TO MS-WORD, LAUNCH APPLICATION, LOCK SCREEN,
FIND, ADD, FIRST DATA RECORD, PREVIOUS RECORD, NEXT RECORD, LAST DATA RECORD
To change company:
Administration > Choose Company
To change user:
Administration > Choose Company > Change User
To go to form of user maintenance: (asgu)
Administration > Set-up > General > Users
Two Input Tools
1. Selection List
2. Dropdown List
To change field labels: (if with authorization)
Ctrl + Double-click on the label
STATUS BAR {located at the bottom of the screen}
NAME, LENGTH, CONTENTS OF THE CURRENT FIELD
To display more technical info about the field: {can be used for creating queries or formatted searches}
View > Debug Information
To change various display parameters:
Administration > System Initialization > General Settings, Display tab
To change background image:
Administration > System Initialization > General Settings, Font&Bkgd tab
Different 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, & Thousands Separator
To assign function keys F1 to F12 to most used transactions (user-defined shortcuts):
Tools > User shortcuts > Customize
To create user menu (user-defined menu):
Tools > User menu > Organize
To add forms under the user menu:
1. Open a document (eg. Sales a/r > Sales Order)
2. Go to Tools > User menu > Add to user menu
3. Highlight form. Click add.
To go to main window:
Ctrl + 0 or Window > Main Menu
To go to add mode:
Ctrl + A or Data > Add or Add Button in the toolbar
To customize main menu:
1. Go to Main Menu Window. Click Form Settings Icon (Rectangle with wheels Toolbar).
2. Check or Un-check Menu Items.
DRAG&RELATE {links two business objects to create a query}
Drag field to the entry in the navigation drag and relate tree.
To limit authorizations per user for using reports:
Administration > System Initialization > Authorizations > General Authorizations
Select General > DRAG&RELATE
UNIT II: MASTER DATA
1. Business Partners
2. Items and warehouses
(1) BUSINESS PARTNER MASTER DATA
Header Data (cbn f gc)
- code, business partner type, name, foreign name, group, currency
Tabs (gca ppap d)
- general, contact persons, addresses, payment terms, payment system, accounting, properties, details
To add BP Catalog number:
Inventory > Item management > BP Catalog No.
To create customer groups:
Administration > Set-up > Business Partners > Customer Groups
To create vendor groups:
Administration > Set-up > Business Partners > Vendor Groups
To create domestic customer:
Business Partners > Business Partner Master Data.
Change to add mode.
(2a) ITEM MASTER DATA
General area (I dip)
- item number, description, item group, prices
(gps i ppd)
Tabs
- general, purchasing, sales, inventory, planning, properties, details
To find an item:
Type *(keyword)
Item Master: Grouping Criteria
Can group products by
1. ITEM GROUP in the GENERAL AREA
2. MANUFACTURER in the GENERAL tab
3. PROPERTIES tab
1. To create new entries to the dropdown list under item group:
Choose DEFINE NEW in the list
2. To define item groups and properties in the administration:
Administration > Set-up > Inventory > Item Groups/Properties
(2b) WAREHOUSES
To define new warehouses:
Administration > Set-up > Inventory > Warehouses
Warehouse Fields (walda)
- warehouse code and warehouse name, address fields, location, drop ship, accounting tab
INVENTORY tab of the ITEM MASTER DATA
- Costing Method
- Warehouses
- Stock quantities
- Cost price
- Variance Account
- GL Account Determination
- Stock Account
- Allocation Cost Account
COSTING METHODS
1. moving average price
2. first in first out (fifo)
3. standard price (deals with variances)
KE To activate continuous stock management:
Administration > System Initialization > Company Details > Check default valuation method box
Note: Continuous stock management must be activated before this functionality can be leveraged.
To define whether the system calculates one price for all warehouses or not:
Administration > System Initialization > Company Details > Basic Initialization > Handle Price System per Warehouse checkbox
G/L ACCOUNT DETERMINATION
1. G/L Accounts by Item Level
Inventory > Item Master Data, Inventory tab
2. G/L Accounts by Warehouse
Inventory > Warehouses, Accounting tab
3. G/L Accounts by Item Group
Inventory > Item Groups, Accounting tab
To define default accounts:
Administration > Definitions > Financials > G/L Account Determination
UNIT III: DOCUMENT HANDLING { marketing documents in sales n purchasing}
General Structures of Documents
1. Upper Part (header)
- business partner, name, contact person,…
2. Middle Part
- contents tab, logistics tab, accounting tab
3. Lower Part (footer)
- buyer/ sales person, remarks,..
To add header and footer text:
Go to > Header & Footer (or RIGHT MOUSE CLICK), Insert predefined texts
To define predefined texts:
Administration > Definitions > General > Define Pre-defined Texts
FORM SETTINGS {used to customize documents}
- table format (show or hide)
- row format (details)
- document (default values)
DOCUMENT TYPES [in document, contents tab]
1. Item
2. Service
ROW TYPES IN DOCUMENTS [in document, contents tab]
1. T – text row
2. S – subtotal row
3. A – alternative item row (in a sales quotation)
To activate row type column:
Form Settings > Table Format
MAIN MENU {includes modules} (afs pbb ips r)
ADMINISTRATION
FINANCIALS
SALES - A/R
PURCHASING – A/P
BUSINESS PARTNERS
BANKING
INVENTORY
PRODUCTION
SERVICE
REPORTS
MENU BAR
FILE, EDIT, VIEW, WINDOW, HELP, DATA GOTO, MODULE, TOOLS
TOOL BAR
PRINT PREVIEW, PRINT, SEND-EMAIL, SEND SMS, SEND FAX, EXPORT MS-EXCEL, EXPORT TO MS-WORD, LAUNCH APPLICATION, LOCK SCREEN,
FIND, ADD, FIRST DATA RECORD, PREVIOUS RECORD, NEXT RECORD, LAST DATA RECORD
To change company:
Administration > Choose Company
To change user:
Administration > Choose Company > Change User
To go to form of user maintenance: (asgu)
Administration > Set-up > General > Users
Two Input Tools
1. Selection List
2. Dropdown List
To change field labels: (if with authorization)
Ctrl + Double-click on the label
STATUS BAR {located at the bottom of the screen}
NAME, LENGTH, CONTENTS OF THE CURRENT FIELD
To display more technical info about the field: {can be used for creating queries or formatted searches}
View > Debug Information
To change various display parameters:
Administration > System Initialization > General Settings, Display tab
To change background image:
Administration > System Initialization > General Settings, Font&Bkgd tab
Different 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, & Thousands Separator
To assign function keys F1 to F12 to most used transactions (user-defined shortcuts):
Tools > User shortcuts > Customize
To create user menu (user-defined menu):
Tools > User menu > Organize
To add forms under the user menu:
1. Open a document (eg. Sales a/r > Sales Order)
2. Go to Tools > User menu > Add to user menu
3. Highlight form. Click add.
To go to main window:
Ctrl + 0 or Window > Main Menu
To go to add mode:
Ctrl + A or Data > Add or Add Button in the toolbar
To customize main menu:
1. Go to Main Menu Window. Click Form Settings Icon (Rectangle with wheels Toolbar).
2. Check or Un-check Menu Items.
DRAG&RELATE {links two business objects to create a query}
Drag field to the entry in the navigation drag and relate tree.
To limit authorizations per user for using reports:
Administration > System Initialization > Authorizations > General Authorizations
Select General > DRAG&RELATE
UNIT II: MASTER DATA
1. Business Partners
2. Items and warehouses
(1) BUSINESS PARTNER MASTER DATA
Header Data (cbn f gc)
- code, business partner type, name, foreign name, group, currency
Tabs (gca ppap d)
- general, contact persons, addresses, payment terms, payment system, accounting, properties, details
To add BP Catalog number:
Inventory > Item management > BP Catalog No.
To create customer groups:
Administration > Set-up > Business Partners > Customer Groups
To create vendor groups:
Administration > Set-up > Business Partners > Vendor Groups
To create domestic customer:
Business Partners > Business Partner Master Data.
Change to add mode.
(2a) ITEM MASTER DATA
General area (I dip)
- item number, description, item group, prices
(gps i ppd)
Tabs
- general, purchasing, sales, inventory, planning, properties, details
To find an item:
Type *(keyword)
Item Master: Grouping Criteria
Can group products by
1. ITEM GROUP in the GENERAL AREA
2. MANUFACTURER in the GENERAL tab
3. PROPERTIES tab
1. To create new entries to the dropdown list under item group:
Choose DEFINE NEW in the list
2. To define item groups and properties in the administration:
Administration > Set-up > Inventory > Item Groups/Properties
(2b) WAREHOUSES
To define new warehouses:
Administration > Set-up > Inventory > Warehouses
Warehouse Fields (walda)
- warehouse code and warehouse name, address fields, location, drop ship, accounting tab
INVENTORY tab of the ITEM MASTER DATA
- Costing Method
- Warehouses
- Stock quantities
- Cost price
- Variance Account
- GL Account Determination
- Stock Account
- Allocation Cost Account
COSTING METHODS
1. moving average price
2. first in first out (fifo)
3. standard price (deals with variances)
KE To activate continuous stock management:
Administration > System Initialization > Company Details > Check default valuation method box
Note: Continuous stock management must be activated before this functionality can be leveraged.
To define whether the system calculates one price for all warehouses or not:
Administration > System Initialization > Company Details > Basic Initialization > Handle Price System per Warehouse checkbox
G/L ACCOUNT DETERMINATION
1. G/L Accounts by Item Level
Inventory > Item Master Data, Inventory tab
2. G/L Accounts by Warehouse
Inventory > Warehouses, Accounting tab
3. G/L Accounts by Item Group
Inventory > Item Groups, Accounting tab
To define default accounts:
Administration > Definitions > Financials > G/L Account Determination
UNIT III: DOCUMENT HANDLING { marketing documents in sales n purchasing}
General Structures of Documents
1. Upper Part (header)
- business partner, name, contact person,…
2. Middle Part
- contents tab, logistics tab, accounting tab
3. Lower Part (footer)
- buyer/ sales person, remarks,..
To add header and footer text:
Go to > Header & Footer (or RIGHT MOUSE CLICK), Insert predefined texts
To define predefined texts:
Administration > Definitions > General > Define Pre-defined Texts
FORM SETTINGS {used to customize documents}
- table format (show or hide)
- row format (details)
- document (default values)
DOCUMENT TYPES [in document, contents tab]
1. Item
2. Service
ROW TYPES IN DOCUMENTS [in document, contents tab]
1. T – text row
2. S – subtotal row
3. A – alternative item row (in a sales quotation)
To activate row type column:
Form Settings > Table Format
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