SAP AG 2007

General Structure of Documents

General Functions of Documents

Contents:

Document Handling

SAP AG 2007

Explain the general structure of documents in sales and purchasing

Use the general functions of documents in sales and purchasing

At the conclusion of this unit, you will be able to:

Document Handling: Unit Objectives

SAP AG 2007

In order to use the logistics part of the SAP Business One system efficiently, you need to familiarize yourself with the structure and the functions of the logistics documents.

You are working with documents in every part of the logistics area. For different business requirements and various kinds of logistics processes, you need to use the documents in different ways. Therefore, the SAP Business One system offers different possibilities how to work with documents.

Document Handling: Business Scenario

SAP AG 2007

Explain the different parts of a document window in sales or purchasing

Work with form settings to customize the fields of a document

Use different document types or row types

General Structure of Documents: Topic Objectives

At the conclusion of this topic, you will be able to:

SAP AG 2007

General Structure of Documents

Document

CurrencyCurrency

No.

Status

Posting Date

General Information(Header)

Buyer/Sales Person Total Before Disc.

% Discount

…

Total Payment Due

General Information(Footer) Remarks

Business Partner

Name

Contact Person

Accounting

Journal Remark

Payment Terms

Tax Information

Logistics

Ship to

Pay to

Shipping Type

…

Item/ServiceItem/Service

Item/Cat. No.Item/Cat. No. Item Description Quantity …11

22

Contents

SAP AG 2007

Form Settings

You can define default values for the general document part (header/footer) or for the table of items (for example, delivery date).

You can show or hide fields. Activating fields makes them available for end users to enter data.

You can define settings here for the details of the individual items.

Table Format

Row Format

Document

SAP AG 2007

Item / Service Type

ServiceService Customer

Description

DocumentDocument

G/L Account Price

C00001C00001

Name SmithSmith

ItemItem Customer

Item No.

DocumentDocument

Description Quantity

C00001C00001

Name SmithSmith

Price

In Sales and Purchasing, you can set your documents as either Item type or Service type.

SAP AG 2007

Row Type in Sales and Purchasing Documents

Type Item No. Item Description Quantity Price Total (LC)

Contents

A1005 Football Standard 1 14,76 14,76

A1006 Football Worldcup 5 19,99 99,95

T The item A1006 will be sold out soon!

Subtotal Footballs 114,71

A1001 Baseball Cap Uni 10 7,50 75,00

A1006 Baseball Cap Special 10 9,10 91,00 Subtotal Baseball Caps 166,00

Total before Discount 280,71In the documents of Sales and Purchasing, you can choose

the row’s type.

Form Settings-Table Format

Select

SAP AG 2007

Use the important functions in sales and purchasing documents

Add documents as drafts

Work with business partner catalog numbers

Use the multi language support in documents

Explain the different output functions of documents

General Functions of Documents: Topic Objectives

At the conclusion of this topic, you will be able to:

SAP AG 2007

General Important Functions in the Document

2. Choose From Lists for Master Data

3. Add, Delete, Duplicate Row

4. Change Item Description

1. Find a Document

5. Cancel, Close a Document

7. Change Log

8. Find and Copy Last Prices

9. CalculateVolume & Weight

10. Save as Draft

6. Duplicate a Document

SAP AG 2007

Drafts of Sales or Purchasing Documents

Vendor / Customer

DocumentDocument

Item Descr. Quantity Price

Y1000

A03 Shoes 20 49,90 B10 Socks 40 4,50

Vendor / Customer

Document - DraftsDocument - Drafts

Item Descr. Quantity Price

Y1000

A03 Shoes 20 49,90 B10 Socks 40 4,50

Vendor / Customer

DocumentDocument

Item Descr. Quantity Price

Y1000

A03 Shoes 20 49,90 B10 Socks 40 4,50

Save as

DraftAdd

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Multi Language Support in the Master Data

Choose the Language for the Business Partner

TranslatableField’s Values

Business Partner Master Data

SAP AG 2007

Multi Language Support in Documents

Business Partner Master Data

Default Language +Translated Field’s

Values

Translated Field’s Values

Item Master Data

Vendor / Customer

DocumentDocument

C1000

Language English

Sales or Purchasing Document

Logistics

SAP AG 2007

Multi Language Support for Printing Documents

Foreign

Language

Layout

Local

Language

Layout

Vendor / Customer

DocumentDocument

C1000

Language English

Sales or Purchasing Document

Logistics

SAP AG 2007

Documents Output

Vendor / Customer

DocumentDocument

Y1000

A03 Shoes 20 49,90

B10 Socks 40 4,50

Print Preview Printout

Y1000

A03 20pcs 49,90B10 40pcs 4,50

Total 1178...

Y1000

A03 20pcs 49,90B10 40pcs 4,50

Total 1178...

File Print Preview File Print File Export to File

Y1000

A03 20pcs 49,90B10 40pcs 4,50

Total 1178...

File (Text, XML or Image)

SAP AG 2007

You are now able to:

Document Handling: Unit Summary

Explain the general stucture of documents in sales and purchasing

Use the general functions of documents in sales and purchasing