(Computerized Accounting System)

SUBMITTED BY:RHENIELOU M. CRISTOBAL

BSA 5-2

SUBMITTED TO:MR. LUISITO CORREA

BUSINESS PARTNER

Business Partner Master Data

Use the business partner master data to record and retrieve business partner

(customers, vendors, and leads) information and schedule business partner

activities. Business partner information typically includes:

Company details, including addresses and telephone numbers Business partner contact persons, including telephone numbers and E-mail

addresses Logistic details Tax information Accounting information Details of payment terms

The master data forms the basis for all sales and purchasing documents, and

activities involving a business partner. You can also use the data to analyze your

business partner relationships in detail.

To access the Business Partner Master Data File inside SAP Business One,

within the modules menu navigate to: Business Partners > Business Partner

Master Data

By default, the window opens in Find mode, which lets you search for business

partners. The following tabs appear:

General

Payment Terms

Payment Run

Accounting

Remarks

EXAMPLE: DISPLAYING AND UPDATING BUSINESS PARTNERS:

1.) From the SAP Business One Main Menu, choose   Business Partners   

Business Partner Master Data .

The Business Partner Master Data window appears in Find mode.

2.) Enter your search criteria in one or several fields. The searchable fields

are highlighted in yellow.

You can limit your search to a specific business partner type. You can also

specify search criteria on the various tabs of the window.

3.) Choose Find.

A list of the business partners that match your search criteria appears.

4.) Select the business partner you want to display and choose

the Choose button.

Alternatively, you can browse through existing business partners, using the

icons in the toolbar:

 (First Data Record)

 (Previous Record )

 (Next Record)

 (Last Data Record)

5.) To edit data, modify the required fields.

6.) To save your changes, choose Update.

In Add and Update modes, the following additional tabs appear:

Contact Persons

Addresses

Properties

EXAMPLE: ADDING AND UPDATING NEW BUSINESS PARTNERS:

1.) In the field to the right of the Code field, select the business partner type.

2.) Enter other required data in the relevant fields of the window.

3.) Choose Add.

INVENTORY

Item Master Data

 

SAP Business One lets you to manage all items that you purchase, manufacture,

sell, or keep in inventory. Services can also be defined as items, although they are

only relevant for sales.

For each item, you enter the data relevant for a particular area in SAP Business

One, which uses this data for purchasing, sales, production, warehouse

management, accounting, and services.

You use the Item Master Data window to add, update, search, and maintain item

data. This window lists all the items in your company.

1) From the Modules tab inside SAP Business One navigate

to: Inventory > Item Master Data

2) The Item Master Data window will open in Find Mode, once you place an

asterisk (*) in the item number in the BP code all of the inventory

items in the master will be shown and you can also type specific

information by typing a word or number that you are looking for in

the particular field. But you want to switch to Add Mode, press

the Add icon in the toolbar (circled in red below) which resembles a piece of

lined paper with a red corner.

3) The window will now switch to Add Mode. From here, fill out all pertinent

information (not forgetting that there are tabs on this screen which contain

more options for storing item information) and click Add to add the item to

the system.

Below is a screenshot of sample Item Master Data with filled up information.

4) If you want to retrieve the last data you have input in the Item Master Data,

just click the Last Data Record command on the toolbar.

FINANCIALS

Journal Vouchers

In SAP Business One, a journal voucher is always used for a batch of transactions. In

other systems, a journal voucher is used sometimes used for a single journal entry.

You can use journal vouchers to review a large volume of financial transactions

before posting them. Before you post the entries as journal vouchers, you have the

opportunity to edit, change, or delete entries, as required. Let's consider a couple of

situations in which you would use journal vouchers. Perhaps you're training a new

employee, and rather than risking that some or all of the new employee's journal

entries might have to be reversed, you can allow the new employee to create

journal vouchers that you can review. This eliminates the risk that the new

employee could post incorrect journal entries that would have to be reversed later.

You can also use journal vouchers to perform what-if analyses. You can run financial

reports that include journal vouchers to determine the effect of the postings before

you actually post them.

Click Financials then click Journal Voucher.

Click the selection list and choose the account title to be use and press the Choose

button.

After choosing account titles and putting the amount, click Add to Voucher.

After adding the entry to Journal Voucher, click Post Voucher to make to the Journal

Voucher a Journal Entry.

Journal Entry screen tip. Normally from the Journal Entry screen, you make

postings to G/L accounts. To display a list of G/L accounts from the G/L Acct/BP

Code field, press Tab. You can also use a journal entry to book an entry to a

business partner code (for example, when posting a finance charge to a business

partner account). To display a list of business partners instead of a list of G/L

accounts, press Control + Tab in the G/L Acct/BP Name field.

Go to the Journal Entry section, and click Last Data Record. In here, you can see

that the after clicking the Post Voucher, the Journal Voucher will become a Journal

Entry.

Journal Entry

The majority of journal entries in SAP Business One come from one of the other

modules; sales, purchasing, payment, and inventory documents post transactions

automatically to the G/L. However, in GAAP accrual-based accounting, you

sometimes need to make manual journal entries in the G/L, such as depreciation

entries, accrual entries, correcting entries, and the like - anything, in other words

that would not come from one of the other SAP Business One modules. When a

journal entry is added manually, it is recorded immediately and cannot be deleted -

only reversed.

The purpose of manual journal entries is to record transactions that are not

automatically initiated from a sub ledger or from another process within SAP

Business One. For example, a manual journal entry might be used to record a

finance charge to a customer account or a service fee to a bank account. A journal

entry can be displayed and created in an expanded editing mode or reduced editing

mode. The expanded editing mode, which allows you to easily enter lines of data

without having to scroll left and right.

Click Financials then click Journal Entry.

Click the selection list and choose the account title to be use and press the Choose

button.

After choosing account titles and putting the amount, click Add.

After adding, click the Last Data Record to show the last Journal Entry made.

Recurring Postings

Some transactions recur monthly or weekly. The transaction amounts may not be

the same each time and the percentages may not necessarily be fixed (although

they recur on dates that are known in advance and are usually made up of the

same G/L accounts).

You use recurring journal entries for expenses such as depreciation, equipment

lease

payments, payroll, and office rent and utility costs.

From the sap business one main menu, chose financials and click recurring

postings. The recurring posting windows appear.

In the window header, specify a unique code, an expressive description, and other

relevant details. In the table area, build the transaction. Enter the accounts and/or

business partners and expected amounts, and ensure that the transaction is

balanced.

In the footer, set the frequency according to which you want SAP Business One to

create instances for the transaction. The default frequency is Monthly

To set a date after which SAP Business One should not create instances of the transaction, use the Valid Until option.

SALES - A/RThis module covers the entire sales process, from creating quotations for customers

and interested parties, to invoicing, creating document drafts, and printing. SAP

Business One provides an extensive range of sales documents, each of which

pertains to a different stage of the sales process.

Each sales and A/R document in SAP Business One has similar header and footer

fields and three tabs for Contents, Logistics, and Accounting.

The Contents tab includes all the specific information about the ordered items or

services.

The Logistics tab describes where items are to be sent and by what shipping

method. It also includes a billing address for sending the A/R invoice. Most of the

data here is pulled from item and business partner master data you've already

entered in SAP Business One.

The Accounting tab contains relevant general ledger (G/L) account information for

the order pulled from financial accounting master data.

Sales Order

Before customers commit to ordering, they frequently want a sales quotation that

they can review and circulate within their company. You can enter and work with

sales quotations either in this module or through the Microsoft Outlook integration

add-on for SAP Business One. Sales quotations can be created for leads or

customers.

To create a sales quotation, select Main Menu → Sales - A/R → Sales Quotation.

A blank sales quotation appears. You specify a customer (or lead) and the desired

items. Once you are satisfied with the quotation details, click Add. SAP Business

One adds the sales quotation. You can make changes later as needed.

The sales order is an important document - it tells everyone to get busy filling that

order. As such, this document is important for planning production, creating

purchase orders, and scheduling resources. One unique feature of SAP Business

One is that you can create purchase orders directly from sales orders, thereby

streamlining your supply chain as well as material requirements planning processes.

You can create a sales order either from a sales quotation or from scratch.

Delivery

A delivery note indicates that goods have been shipped. A delivery note is

sometimes referred to as a packing slip. To create a delivery note, select Sales -

A/R → Delivery. A blank delivery note appears; you select a customer and fill in the

items being delivered. To post the delivery note, click Add.

Often you may want to create a delivery note from a sales order or sales quotation.

To do so, simply display the sales order or quotation and select Delivery from

the Copy To button's drop-down list. Alternatively, you can create a delivery note

from multiple orders or quotations.

A/R Invoice

Once you deliver goods or provide services, you bill the customer using an A/R

invoice. An A/R invoice is a request for payment. Posting an A/R invoice records the

revenue in the profit and loss statement.

You can create an A/R invoice from single or multiple sales quotations, sales orders,

or delivery notes. You can also create an invoice from scratch by selecting Sales -

A/R → A/R Invoice.

Once an A/R invoice has been posted, it cannot be changed or deleted because it is

a legal accounting document that creates entries in the G/L.

Return

For various reasons, customers sometimes return goods. In this case, you create a

return document. If the returned goods have already been invoiced, you should

create an A/R credit memo instead.

When you enter a return document, you reverse - either partially or fully - the

posting of a delivery note. Once a return document is posted, the inventory

quantities are updated. Posting a return document also automatically updates the

inventory value.

A/R Credit Memo

When a customer returns goods, you issue a return document, as described earlier.

But if you have already posted the A/R invoice, you issue an A/R credit memo. When

you create an A/R credit memo, you reverse - either partially or fully - the posting of

an A/R invoice. Once the A/R credit memo is posted, inventory quantities are

increased, the customer account is credited, and the revenue account is amended

by the same amount. The sales tax is also corrected automatically.

There is a restriction about copying return documents to A/R credit memos based

on how you created the return document. If you created the return document based

on a delivery note, you cannot copy the return document to an A/R credit memo.

However, you did not base the return document on a delivery note; you can copy

the return document to an A/R credit memo.

In SAP Business One, an A/R credit memo can be created from existing A/R invoices

and return documents. It is also possible to create A/R credit memos for services

(non- inventory items). The posting of a credit memo for services has no effect on

inventory quantities.

PURCHASING A/P

The Purchasing module in SAP Business One:

Describes the documents and functions used in the purchasing process

Follows the changes in inventory during the purchasing process

You can begin the purchasing process in SAP Business One by requesting

quotations for items or services from your vendors using the purchase quotation

document. Once you have compared the vendors' quotes and found the best offer,

you proceed to ordering the goods. To order the items or services, you create a

purchase order document.

Purchase Order

You may create a new PO by clicking on the document name in the module menu or

by basing it on an existing sales order. This latter feature is especially useful if

keeping inventory in the warehouse is expensive or dangerous (such as with

diamonds or flammable materials), and the company orders the product from the

vendor (that is, creates a PO) only after a customer wants to buy the product (that

is, creates a sales order).

Once you have entered this information into the header and Contents tab of your

PO, the rest of the document is populated with the data necessary to issue the PO. If

you are not ready to add the PO (by clicking the Add button), you can save it as a

draft (by pressing Alt + S or clicking File → Save as Draft, In SAP Business One, the

PO is the only purchasing document you can amend after it has been added.

Goods Receipt Purchase Order

A goods receipt PO can be created new by selecting the document name in the

module menu, or it can be built from an existing PO. If you are basing your goods

receipt PO on an existing PO, you may copy all the data contained in the PO or use

the draw document wizard to select the data to copy from one or more existing

PO’s. Even if you copy all data from an existing PO you can still adjust quantities

and prices – as well as dates, vendor, and item information – before you post (add)

the document.

Regardless of how you create your goods receipt PO, there should be no differences

between the data in the goods receipt PO and the vendor's shipping document

(packing slip) sent with the items, because the details in the vendor's document are

legally binding. If there are any discrepancies between the base PO data and the

vendor's shipping document, you should resolve them with the vendor before you

post your goods receipt PO.

Following is the screenshot of GRPO journal entry:

A/P Invoice

The goods receipt is followed by an A/P invoice, which is the request for payment. It

is the only mandatory document in the purchasing process. It is possible to create

the A/P invoice without first creating a goods receipt PO or a purchase order.

You can create an A/P invoice new by selecting the document name in the module

menu or by basing it on one or more POs or goods receipt PO’s. If you are basing

your

A/P invoice on one or more existing purchasing documents, you may copy all the

data contained in the PO or use the draw document wizard to select the data to

copy from one or more existing POs or goods receipt PO’s. Even if you copy all data

from existing purchasing document(s), you can still adjust quantities and prices – as

well as dates, vendor, and item information – before you post the document.

Data entry tip. Use the Document Date field in the A/P invoice header to enter the

vendor's invoice date. This is important for accounting and auditing reasons as the

invoice date and the posting date may differ. You may also wish to change the

name of the Vendor Ref. No. field in the document header to Vendor Invoice

No. This field prints on the check and allows your vendor to tie the payment to their

invoice.

Goods Return

Of course, there are always those occasions when items received are found to be

defective or otherwise not acceptable and must be returned to the vendor. Since

you can't change or cancel a goods receipt PO, you can create a goods return

document. This purchasing documents reverses in part or completely the quantity

and value-based changes made by the goods receipt PO that was created when the

items were received.

A/P Credit Memo

You use the A/P credit memo in SAP Business One to reverse in part or entirely the

inventory or accounting transactions posted by an A/P invoice in the case you return

items later or realize you have made mistakes while entering data in previous

related purchasing documents that have not been corrected. You create an A/P

credit memo using the A/P invoice as your base document if you want to establish a

link between the two transactions. However, you can also create an A/P credit

memo without a base document.

BANKINGIncoming Payments

Incoming payments can be received in four ways: cash, checks, credit cards, and

bank transfers. SAP Business One handles all of them in basically the same way -

either by making a payment against a specific A/R invoice or by making a payment

to a customer against two or more A/R invoices.

Click Banking modules then click “Income Payments.”

Click the selection list and choose Business Partner Name then click “choose” button.

Click the check box then right click and click the “Payment Means”

Click the “Bank Transfer” tab then click the selection list in the G/L Account.

Choose accounts you want to use then click “choose” button.

Press Ctrl + B to copy the amount or type the amount in the “Total” text box. Then

click “OK” button.

To see the journal entries click the arrow link. Click the “Accounting” tab, then click

arrow link on the journal remark.

Click “Add” button and to retrieve the last data input just click Last Data Record.

Outgoing Payments

1. From the SAP Business One Main Menu, choose   Banking   Outgoing

Payments   Outgoing Payments .

The Outgoing Payments window appears.

2. Select whether to create the outgoing payment for a vendor (default), customer,

or account.

3. Specify the required data. If you selected Vendor, you can create the outgoing

payments either by basing them on specific documents or without basing them

on any invoice.

4. On the toolbar, choose   (Payment Means).

The Payment Means window opens.

5. Specify details for the payment means of the outgoing payment and choose OK.

6. To add the outgoing payment document, choose Add.

Result

An appropriate journal entry is created.

If the means of payment was a check, the relevant check is created and can be:

Viewed in the Checks for Payment window (  Banking   Outgoing Payments   

Checks for Payment  )

Printed from the Checks for Payment window and the Document Printing function

(  Banking  Document Printing  )