Lesson1-Fundamentals of SAP1

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Lesson 1FUNDAMENTALSOFSAP BUSINESSONE

OBJECTIVE:In this lesson, you will learn about starting SAP Business One, Screen Components of SAPBusiness One, Setting of the following Posting Period, Company Details, Password, MyShortcuts, My Menu and Background.

STARTINGSAP BUSINESSONE:

To Start SAP Business One, follow these steps:Click SAP Business Onefrom your Desktop or from Start button, All Programs, SAP1.

Business One, SAP Business One.

Starting SAP Business One from Start button

At the Start up of SAP Business One choose Change Company.2.


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Select your Database Name or your Company Name.3.

Click the User Code and type manager, and click the Password and type manager.4.

A system message will display and you need to set up the Posting Periods and then5.

click OK.

POSTINGPERIOD:

The posting periods define the periods that the financial books are organized in. This willseparate and organize your business transactions into periods, where each period has aset of transactions that occurred within that period. When a period is closed, the next

period becomes active and any new transactions will become a part of the new period.Before you enter any transactions in SAP Business One you define first the PostingPeriod. When you create a Posting Period there are four Sub Periods:

Year in one sub-period.Quartersdivided in four sub-periods.Monthsdivided in twelve sub-periods.Daysdivided in 365 sub-periods or equivalent to one year.

The system automatically creates the corresponding sub periods based on the sub periodsthat you select. When a posting period is Unlocked, anyone can post transactions with aposting date that falls within the period start and end. At end of a posting period, after allbusiness transactions belonging to that period have been posted to the system; you canlock the period so that no additional postings can be made. Choose Administration |

System Initialization | Posting Periods,

and then click the orange navigation arrow for theperiod you want to lock. Change the period status from Unlockedto Locked.

To set the Posting Period, follow these steps:Before you set Posting Period you must check first the last Month or last Period.1.

To check and set up the posting period Click Administration | System Initialization |2.

Posting Periods.


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At the Posting Period Window click New Period. Enter the following:3.

Period Code: 2009

Period Name: 2009

Sub Periods: Months

Click Add in order to create the Posting Period.

Verify the system if the system creates 2009-12 is the last period.4.


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Click New Periodto enter the other year until you reach the current year e.g. 20125.

COMPANYDETAILS:

To change the Company Details, follow these steps:The next step is to go to Administration | System Initialization | Company Details:1.

LOCAL LANGUAGE

Company Name: enter your company name (e.g. Ronald Computers)Address: (Default)

Street: (Default)

City: (Default)

Country: United Kingdom

King Address: www.companyname.co.uk

Print Header: the same as your company name

Tel. No.1: (Default)

Email: [email protected]

FOREIGN LANGUAGE IS THE SAME AS YOUR LOCAL LANGUAGE.

BASIC INITIALIZATION TAB

Default Bank Country: United Kingdom

Default Bank: Barclays Bank (House Bank 1)

Click Update and Click OK.


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PASSWORD:

To change the Password of Manager, follow these steps:The purpose of changing the password of the manager account so that the other user1.

cannot open your database.

The next step is to go to Administration | Setup | General | Change Password2.

Old Password: manager

New Password: enter the password assigned by your instructor (e.g. king)

Confirm: king


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Click Updateand Click OK.

To create a new user, follow these steps:The next step is to go to Administration | Setup | General | Users1.

SuperUser: check

User Code: RDGB

User Name: (type your name)

Email: (type your email add)

Password: king

Confirm: king

Click Updateand Click Add.

To check if the password and then Choose Company and Change User using the log-2.

in new Account:

User Code: RDGB Password: king


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Old Password: king

New Password:king

Confirm: king

Main Menu

Menu Bar

Toolbar

Screen Components of SAP Business One


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Three screen components in SAP Business One are the following: Main Menu, Menu Barand

Toolbar.

Company

User

Applications

SAP Business One Main Menu

MAINMENU

Main Menuprovides access to all the functions in SAP Business One. It is essential to identify

the core parameters we need to set for getting started. When first encountering the SAP

Business ONE interface, you will be presented with a standard tree-type navigation menu

called Main Menu.

The Upper Left corner of the Main Menu are the Company Nameand the Current Userthat is

currently log-in. You can configure the interface for different types of the users. For example, a

purchases user may not be interested or even allowed to access any of the sales and other

administrative parts of the application. Therefore, you can adjust the visible components on a

per-user basis using the form settings.

The Applications in the Main Menu:


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AdministrationThis module is for system administrator and/or the manager of the company,

you can Choose Company, defined Exchange Rates and Indexes, and you can configure the

following System Initialization, Setup, Data Import/Export, Utilities, Approval Procedures,

License, Add-Ons, and Alert Management.

Financials This module has the following documents: Chart of Accounts, Journal Entry,Journal Vouchers, Posting Templates, Recurring Postings, Reverse Transactions, etc. and it isused by the accounting department

Sales OpportunitiesThis module has the following documents: you can Add/Edit Sales Opportunity and used

predefined Sales Opportunities Reports.

Sales A/RThis module has the following Documents: Sales Transactions such as Sales Quotation, Sales

Order, Delivery, Return, A/R Invoice etc.

Purchasing A/PThis module has the following documents: Purchase Order, Goods Receipts PO, Goods

Return, A/P Invoice etc.

Business PartnersThis module has the following document: Business Partner Master Data, determine if

customer, vendor, and lead BP Type.

BankingThis module has the following documents and folders: Incoming Payments, Deposits, Outgoing

Payments, Payment Wizard, Bank Statements and External Reconciliation, Check Number

Confirmation Document Printing and Banking Reports.

InventoryThis module has the following documents and folders: Item Master Data doc, Item

Management, Inventory Transactions, Price Lists, Pick and Pack and Inventory Reports.

ProductionThis module has the following documents and folders: Bill of Materials, Production Order,

Receipt form Production, Update Parent Item Prices Globally and Production Reports.

MRPThis module has the following documents and folders: Forecast, MRP Wizard and Order

Recommendation.

ServiceThis module has the following documents and folders: Service Call, Customer Equipment

Card, Service Contract, Solutions Knowledge Base and Service Reports.

Human ResourcesThis module has the following documents and folders: Employee Master Data and Human


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Resources Reports.

ReportsThis module has the following folders: Financial, Sales Opportunities, Sales and Purchasing,

Business Partners, Banking, Inventory, Production, Service, Human Resources and Legal List.

SAP Business One Menu Bar

MENUBAR

SAP Business One menu bar displays at the top of the screen. The menu bar contains theWindows standard menu (File, Edit, Window, Help) as well as generic SAP Business Onefunctions.

SAP Business One Toolbar

TOOLBAR

The toolbar displays under the menu bar. The toolbar is a collection of icon buttons that grantyou, easy access to commonly-used functions. The functions represented by the buttons arealso available in the menu bar.

Active functions appear in color and inactive functions gray out. You can choose the toolbarsthat will be displayed or hidden. To hide or show a toolbar, right-click in the toolbar area andcheck or uncheck the appropriate toolbar.

General Buttons

Navigation Buttons


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SAP Business One Buttons

Selection List

Dropdown List

Ctrl + Double Click

FUNCTIONSINAFORM

The graphic shows the form of the user maintenance under Administration | Setup | General| Users. This form serves us as an example to explain some of the generic functions within anyform in SAP Business One.

SAP Business One offers two input tools:


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Selection list: Choose the icon left of the field to open a new window with a list of all possibleentries.Dropdown list: Choose the icon to the right of the field to open a dropdown list with allpossible entries.

If a user has the proper authorization, he or she can change field labels by selecting the Ctrlkeyand double-clickingthe label at the same time.

At the bottom of every screen, you will find the status bar that always shows the name, length,and contents of the current field. Furthermore, if you enable the View | System Informationmenu item, the system also displays some technical information about the field, which you canuse for creating queries or formatted searches or which you may need if you are working withthe Software Development Kit.

USERDEFINEDSHORTCUTS

The system allows you to assign the function keys F2 through F12 to your most used

transactions using the Menu bar click Tools | My Shortcuts | Customize. You can then startthese transactions simply by hitting the respective function key. The function key F1 isreserved for accessing online help.

TOASSIGNTHESHORTCUTKEYSORFUNCTIONKEYS:

The next activity is to assign a shortcut by go to Tools | My Shortcuts | Customize1.

F2 Sales Order click Allocate

F3 Delivery click Allocate

F4 A/R Invoice click Allocate

F5 Purchase Order click Allocate

F6 Goods Receipt PO click Allocate

F7 A/P Invoice click Allocate


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F8 Production Order click Allocate

F9 Business Partner Master Data click Allocate

F10 Item Master Data click Allocate

F11 Chart of Accounts click Allocate

F12 Choose Company click Allocate

The next step is to check if the system assigned it correctly.2.

USERDEFINEDSHORTCUTS

Every user can create a user menu containing their commonly used documents. Example isPress F2 to Open Sales Order, click Tools | My Menu | Add to My Menu , and then click

Formsfolder and then click Addbutton.


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TOASSIGNADOCUMENTTOMYMENU:

Press F2 to Open Sales Order, click Tools | My Menu | Add to My Menu , and then1.

click Formsfolder and then click Addbutton.

Press F3 to Open Delivery, click Tools | My Menu | Add to My Menu , and then click2.


Press F4 to Open A/R Invoice, click Tools | My Menu | Add to My Menu, and then click3.


Press F5 to Open Purchase Order, click Tools | My Menu | Add to My Menu, and then4.click Formsfolder and then click Addbutton.

Press F6 to Open Goods Receipt PO, click Tools | My Menu | Add to My Menu , and5.

then click Formsfolder and then click Addbutton.

Press F7 to Open A/P Invoice, click Tools | My Menu | Add to My Menu, and then click6.


Press F8 to Open Production Order, click Tools | My Menu | Add to My Menu , and7.


Press F9 to Open Business Partner Master Data, click Tools | My Menu | Add to My8.

Menu, and then click Formsfolder and then click Addbutton.

Press F10 to Open Item Master Data, click Tools | My Menu | Add to My Menu , and9. then click Formsfolder and then click Addbutton.

Press F11 to Open Chart of Accounts, click Tools | My Menu | Add to My Menu , and10.


Press F12 to Open Choose Company, click Tools | My Menu | Add to My Menu , and11.



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CUSTOMIZEMAINMENUUSINGFORMSETTINGS

Every system user can determine which modules and menu options will be displayed on his orher main menu. Click Form Settingsbutton at the toolbar.

In the next activity limit the user to display only four modules which are Administration,1.

Financials, Sales A/R, and Purchasing A/P. See the screenshot below.


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And then click Updateto display the four modules.2.

Visible:When this box is checked the module/menu item displays on the main menu. Whenthis box is unchecked the module/menu item will not display.

Apply Authorization:This button is relevant to normal users only.

Normal users, contrary to superusers, can be restricted to certain actions andmenu items due to authorizations.

By choosing the Apply Authorizationbutton, a regular user can set the main menuto display only authorized modules and menu items.

TOCHANGETHEBACKGROUNDOFYOURSAP BUSINESSONE:

To change your background go to Administration | System initialization | General1.

Settings | Font & Bkgd

Click Browseto locate your background. And then click OK.2.

Lesson1-Fundamentals of SAP1

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