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SAP ERP

Syllabus
SAP® Business One ...To Go.................................................................................................. i
Table of Contents......................................................................................... 1
The Essence of SAP Business One................................................................. 7
What Is SAP Business One?.................................................................................................. 7
More Than a Point Solution............................................................................................... 7
Comprehensive and Integrated.......................................................................................... 7
An Application for Everyone............................................................................................ 8
Breaking Ground for Small and Midsize Businesses.............................................................. 8
The Challenges Facing Small and Midsize Businesses....................................................... 9
Information Gap............................................................................................................... 9
Process Gap...................................................................................................................... 9
Multiple Point Solutions.................................................................................................. 10
How SAP Business One Addresses the Challenges......................................................... 10
A Unique Approach............................................................................................................ 10
An Integrated Solution.................................................................................................... 11
Streamlined Business Processes...................................................................................... 11
Instant Access to Information......................................................................................... 11
Customizable and Adaptable........................................................................................... 11
Designed Exclusively for Small and Midsize Businesses and Backed by SAP................ 11
What This Book Will Do for You........................................................................................ 12
The Personality of SAP Business One.......................................................... 13
Getting Started..................................................................................................................... 14
Understanding the Personality of SAP Business One........................................................... 15
Building Documents from Reusable Parts....................................................................... 16
Opening Documents Using the Main Menu..................................................................... 17
The Transactional and Process Structure of Information in SAP Business One............... 18
Questions for Increasing Your Understanding................................................................. 19
Knowing Where You Are.................................................................................................... 19
The Main Window.......................................................................................................... 20
The SAP Business One Main Menu............................................................................. 20
The Menu Bar and Toolbar......................................................................................... 20
The Toolbar................................................................................................................. 21
The Status Bar............................................................................................................. 22
The System Messages Log........................................................................................... 23
Using the Cockpit Instead of the Main Menu.................................................................. 23
Document Windows........................................................................................................ 24
Window Operation Modes........................................................................................... 24
Context Menu.............................................................................................................. 26
Row Details................................................................................................................. 26
Finding What You Are Looking For.................................................................................... 27
Looking Up Business Partners and Items........................................................................ 27
Using Toolbar Arrows to Find Documents...................................................................... 29
Getting Where You Want To Go.......................................................................................... 29
Orange Arrow Navigation............................................................................................... 29
Drag&Relate................................................................................................................... 30
My Menu and My Shortcuts............................................................................................ 31
Display Settings............................................................................................................... 33
Form Settings.................................................................................................................. 33
Customizing Field Names................................................................................................ 34
Adding User-Defined Fields and Tables.......................................................................... 35
Filling in Fields with User Defined Values...................................................................... 35
Finding Answers to Your Questions.................................................................................... 36
Online Help..................................................................................................................... 36
SAP Business One Customer Portal................................................................................. 36
The Basics of  Financial Accounting............................................................. 38
Overview of Financial Accounting...................................................................................... 39
Setting Up Financial Accounting.......................................................................................... 42
Step 1: Setting Up Your Posting Periods.......................................................................... 42
Step 2:Defining Your Account Segments....................................................................... 43
Step 3: Creating Your Chart of Accounts........................................................................ 44
Foreign Currency Management.................................................................................... 46
Step 4: Making Your G/L Account Determinations......................................................... 47
Basic Procedure........................................................................................................... 47
Step 5: Migrating Your Legacy Data................................................................................ 49
Setting Up 1099 Vendors (United States).................................................................... 49
Performing Daily Procedures............................................................................................... 50
Posting Manual Journal Entries....................................................................................... 50
Making Recurring Postings.............................................................................................. 52
Using Posting Templates................................................................................................. 52
Using Journal Vouchers.................................................................................................. 53
Maintaining Records............................................................................................................ 53
Reversing Transactions................................................................................................... 54
Editing G/L Accounts...................................................................................................... 54
Editing 1099s (United States).......................................................................................... 55
Reviewing Changes to Data: Audit Trail.......................................................................... 55
Period-End Procedures........................................................................................................ 56
Period-End Closing Checklist.......................................................................................... 56
Year-End Closing Checklist............................................................................................ 56
Data Archiving................................................................................................................ 57
The Data Archiving Wizard......................................................................................... 58
Data Archiving Checklist:............................................................................................ 59
Incoming and Outgoing Payments....................................................................................... 59
Incoming Payments......................................................................................................... 60
Creating Incoming Payments for Specific Invoices..................................................... 60
Creating Incoming Payments on Account.................................................................... 62
Outgoing Payments......................................................................................................... 62
Special Scenarios............................................................................................................ 62
Payment Wizard.............................................................................................................. 63
Printing Checks............................................................................................................... 65
Internal Reconciliation......................................................................................................... 65
Cost Accounting.................................................................................................................. 67
How Are Distribution Rules Used?................................................................................. 68
Budgeting............................................................................................................................ 69
Budget Scenarios............................................................................................................. 69
Budget Distribution Methods........................................................................................... 70
Inquiries and Reports........................................................................................................... 72
Entering and Managing Master Data............................................................ 73
How Master Data Is Used in  SAP Business One................................................................. 74
Different Types of Master Data Records......................................................................... 74
Predefined Values and Defaults...................................................................................... 77
Master Data and Documents........................................................................................... 77
Master Data and General Ledger Account Determination................................................ 77
How Master Data Is Used in Reporting........................................................................... 78
The Master Data Creation and Management Process............................................................ 79
Setting Up Predefined Values and Defaults for Master Data................................................ 81
Creating Business Partner Master Data................................................................................. 83
Business Partner Master Data Window............................................................................ 83
Lead Master Data............................................................................................................ 86
Creating Item Master Data................................................................................................... 87
Sales Documents and Accounts Receivable................................................. 90
Overview of Sales-A/R Process........................................................................................... 91
Getting Started..................................................................................................................... 91
Common Document Structure......................................................................................... 93
Key Data......................................................................................................................... 94
Key Data: Customer.................................................................................................... 94
Key Data: Item............................................................................................................ 95
Key Calculations: Gross Profit and Weight and Volume................................................. 96
Calculating Gross Profit............................................................................................... 96
Calculating Volume and Weight.................................................................................. 97
Key Reminders: Adding an Activity to a Sales Document............................................... 98
Taking It Step by Step.......................................................................................................... 98
Step 1: Sales Quotation................................................................................................... 98
Step 2: Sales Order.......................................................................................................... 99
Creating and Adding a Sales Order.............................................................................. 99
Item Availability Check............................................................................................. 102
Drop Shipment.......................................................................................................... 103
Accounting and Inventory Impact of the Sales Order................................................ 104
Step 3: Delivery............................................................................................................ 104
Creating and Posting a Delivery................................................................................. 104
Accounting and Inventory Impact of Delivery.......................................................... 106
Optional Step: Return................................................................................................ 106
Step 4: A/R Invoice....................................................................................................... 107
Creating and Posting an A/R Invoice......................................................................... 107
Accounting and Inventory Impact of the A/R Invoice............................................... 108
Optional Step: A/R Invoice Plus Payment.................................................................. 108
Optional Step: A/R Credit Memo............................................................................... 109
Optional Step: A/R Reserve Invoice.......................................................................... 109
Accounting and Inventory Impact of the A/R Reserve Invoice................................. 109
Cancelling an A/R Reserve Invoice........................................................................... 109
Optional Step: A/R Down Payment Process............................................................... 110
Accounting and Inventory Impact of the A/R Down Payment Invoice...................... 110
Building One Document from Another.............................................................................. 113
Processing Groups of Documents...................................................................................... 114
The Document Generation Wizard................................................................................ 114
The Dunning Wizard..................................................................................................... 115
Accounting and Inventory Impact..................................................................................... 117
Sales Checklist................................................................................................................... 119
Purchasing Documents and Accounts Payable........................................... 120
Overview of Purchasing-A/P Process................................................................................. 120
Getting Started:  Common Structure and Key Data............................................................ 122
Common Document Structure....................................................................................... 123
Key Data....................................................................................................................... 125
Key Data: Vendor..................................................................................................... 125
Key Data: Item.......................................................................................................... 126
Key Data: Pay to and Ship to Addresses.................................................................... 128
Taking It Step by Step........................................................................................................ 129
Step 1: Purchase Order.................................................................................................. 129
Creating and Posting a PO......................................................................................... 129
Accounting and Inventory Impact of a PO................................................................ 131
How PO Information Is Used Later........................................................................... 131
Step 2: Goods Receipt PO............................................................................................. 131
Creating and Posting a Goods Receipt PO................................................................. 131
Managing serial numbers........................................................................................... 132
Accounting and Inventory Impact of a Goods Receipt PO........................................ 133
Optional Step: Goods Return..................................................................................... 133
Optional Step: Landed Costs..................................................................................... 134
Accounting and Inventory Impact of Landed Cost.................................................... 135
Step 3: A/P Invoice....................................................................................................... 136
Creating and Posting an A/P Invoice.......................................................................... 136
Accounting and Inventory Impact of an A/P Invoice................................................ 136
Optional Step: A/P Reserve Invoice........................................................................... 136
Optional Step: A/P Credit Memo............................................................................... 137
Optional Step: A/P Down Payment Process............................................................... 138
Accounting and Inventory Impact of the A/P Down Payment Invoice...................... 139
Building One Document from Another.............................................................................. 139
Locating Base Documents............................................................................................. 140
Accounting and Inventory Impact..................................................................................... 141
Purchasing Checklist.......................................................................................................... 142
The ABCs of MRP....................................................................................... 143
Material Requirements Planning Defined........................................................................... 143
Preparing for an MRP Run................................................................................................. 147
An Overview of the MRP Process................................................................................. 147
Key Master Data Settings Related to MRP..................................................................... 147
Bill of Materials......................................................................................................... 147
Item and Inventory Master Data................................................................................ 149
Using the Wizard to Execute an MRP Run......................................................................... 151
MRP Example 1: Multilevel Bill of Materials................................................................ 151
Step 1: Creating or Selecting a Scenario..................................................................... 151
Step 2: Selecting Data Sources................................................................................... 153
Step 3: Executing the MRP Run and Analyzing Recommendations........................... 153
Step 4: Taking Action Using the Results of an MRP Run.......................................... 155
MRP Example 2: Consuming Forecasts......................................................................... 155
MRP Example 3: Order Consolidation.......................................................................... 157
MRP Checklist................................................................................................................... 159
Sales Opportunities.................................................................................. 160
Getting Started with Sales Opportunities............................................................................ 161
Sales Opportunities Process Overview.......................................................................... 161
Setting Up Sales-Related Information............................................................................ 162
Managing Sales Opportunities in SAP Business One.......................................................... 164
Entering a Sales Opportunity......................................................................................... 165
Who Is Your Prospect?.............................................................................................. 165
The Bottom Line: What’s the Potential for This Sales Opportunity?.......................... 166
Rounding Out the Sales Opportunity......................................................................... 167
Managing Sales Activities.............................................................................................. 168
Managing Sales Opportunities in Microsoft Outlook.......................................................... 169
What Does Microsoft Outlook Integration Look Like?.................................................. 171
Synchronizing SAP Business One and Microsoft Outlook............................................ 171
Bulk Synchronization................................................................................................ 173
Saving E-Mail as an Activity......................................................................................... 173
Working with Quotations in Microsoft Outlook............................................................ 174
Generating Snapshots of Business Partner Activity....................................................... 175
From Microsoft Outlook to SAP Business One............................................................. 177
Reporting on Sales Opportunities....................................................................................... 177
Running the Opportunities Pipeline Report................................................................... 179
Sales Opportunities Checklist............................................................................................ 181
The Service Module.................................................................................. 182
Getting Started................................................................................................................... 182
Service Contracts.......................................................................................................... 182
Setting up the automatic creation of customer equipment cards.................................... 184
Customer Equipment Card................................................................................................. 185
Creating Service Calls........................................................................................................ 185
Service Reports.................................................................................................................. 187
Document Creation, Authorizations, and Approvals................................... 188
Overview of Document Creation Features......................................................................... 188
Authorizations, Approval Procedures, and Document Drafts............................................ 190
User Authorizations...................................................................................................... 190
Password Administration............................................................................................... 192
Data Ownership............................................................................................................ 192
Approval Procedures..................................................................................................... 193
Creating Document Drafts Manually............................................................................. 198
Accelerating Document Creation through Wizards............................................................ 200
Draw Document Wizard................................................................................................ 200
Document Generation Wizard....................................................................................... 202
Printing Documents and Reports............................................................... 206
Initial Setup....................................................................................................................... 207
Report and Layout Manager.......................................................................................... 209
Document Layout Management................................................................................. 209
Export and Import Document Layouts...................................................................... 210
Printing Sequence...................................................................................................... 211
Print Layout Designer........................................................................................................ 212
SAP Crystal Reports.......................................................................................................... 215
Creating a Basic Report using SAP Crystal Reports................................................... 215
Setting Default Layout Templates................................................................................. 218
Inventory................................................................................................. 220
Valuation Methods........................................................................................................ 221
Moving Average........................................................................................................ 221
FIFO.......................................................................................................................... 221
Standard Cost............................................................................................................ 222
Cycle Count and Inventory Tracking............................................................................ 223
Pick and Pack................................................................................................................ 224
Pricing........................................................................................................................... 225
Production............................................................................................... 227
Bill of Material Types................................................................................................... 227
Production Order........................................................................................................... 228
Selected Keyboard Shortcuts.................................................................... 249
General Shortcuts.............................................................................................................. 249
Table Shortcuts.................................................................................................................. 250
Shortcuts in Sales and Purchasing Documents................................................................... 250