sap ag 2007 business partners items and warehouses content: master data
TRANSCRIPT
SAP AG 2007
Business partners
Items and warehouses
Content:
Master Data
SAP AG 2007
Explain how the business partner master records and the item master records物料主記錄are structured
Maintain business partner master records and item master records
Maintain item master records and define the Inventory System
At the conclusion of this unit you will be able to:
Master Data: Unit Objectives
SAP AG 2007
Before you can enter business transactions in SAP Business One, you have to create the objects used in the transactions as master data.
In SAP Business One, you can create business partners and items as master data.
Object – is master data – is business partner and/or item物品 (3)
Master Data: Business Scenario業務情形 (2)
SAP AG 2007
Outline the three types of business partners in SAP Business One
Describe how business partner master records are structured
At the conclusion of this topic, you will be able to:
Business Partners: Topic Objectives
SAP AG 2007
Three Types of Business Partner Master Records (1)
All purchasing transactions
All sales transactions
Sales opportunities
Quotations and orders
Sales opportunities
One or more control accounts for vendors
Possibletransactions
One or more control accounts for customers
Possibletransactions
Leads do not have any effect on accounting.
Possibletransactions
Vendors Customers Leads銷售線索 (xiànsuǒ)
SAP AG 2007
Three Types of Business Partner Master Records (2)
Three types of business partner master records in SAP Business One: vendors, customers, and leads.
You generally use these business partners in specific business processes:
You use vendor master records in purchasing to handle all purchasing transactions. Accounting manages the relevant transactions in one or more control accounts的統制賬戶 .
You use customer master records in sales to handle all sales transactions. Accounting manages the relevant transactions in one or more control accounts.
You use leads in the Customer Relationship Management (CRM) functions in SAP Business One. You can also create quotations and orders for leads. You cannot post invoices for a lead. If you want to do so, you first have to convert the lead into a customer.
Customers that are also vendors require two master records.
You assign the business partner codes externally when you create a new business partner master record. The codes are alphanumeric and must not overlap with the G/L總帳 account numbers, must not contain mathematical operators數學運算符 but underscores are allowed.
SAP AG 2007
Structure of the Business Partner Master Record (1)
Header Data
Code Business Partner TypeNameGroupCurrency…
Local, System, or BP CurrencyAccount BalanceDeliveriesOrdersOpportunities
Contact Persons
Name
Address
…
Addresses
Bill to Address/Pay to Address
Ship to Address
…
Payment Terms
Payment Terms
Discount
Credit Limit
Partial Delivery
…
PaymentSystem
House Bank
Payment Method
…
Accounting
Consolidating
Control Account
Dunning
Tax
…
Properties
Up to 64 differentBusiness PartnerProperties
…
Telephone/Fax
Active / On Holdwith Dates
Contact Person
…
General Remarks
Text
Photo
…
Business Partner Master DataBusiness Partner Master Data
SAP AG 2007
Structure of the Business Partner Master Record (2)
The business partner master record consists of Header data and information arranged on several tab pages. The header data comprises the Code, BP type (customer, vendor,
lead), Name and Foreign name (for addresses entered in two languages), as well as the Currency.
Information fields – such as in the General tab mainly contains data such as
Telephone numbers, e-mail, password, default values for documents, such as the buyer or the sales employee.
You can also specify here that the business partner is active or on hold for a certain time period.
SAP AG 2007
Functions in Business Partner Management (1)
Change Log
Remove
Service Call
Find
Add
Change
Duplicate
Link Activities
Business Partner Management
SAP AG 2007
Find, create, and maintain item master records
Group item master records according to various criteria
Describe how item master records物料主記錄 are structured
Define the inventory system
At the conclusion of this topic, you will be able to:
Items and Warehouses: Topic Objectives
SAP AG 2007
General AreaItem NumberDescriptionDescription in Foreign LanguageItem TypeItem GroupPrice List…
Structure of the Item Master Record (1)
Type of Item Bar Code
Unit Price
General Purchasing
Purchasing Units of Measurement
Customs Group
Tax Information
Dimensions
…
Sales
Sales Unit ofMeasurement
Packaging Unit
Dimensions…
Inventory
Costing Method
Warehouses
Stock Quantities
Item Cost
…
Planning
Planning Method
Procurement Method
Order Information
Lead Time
…
Properties
Up to 64 differentItems Properties
Remarks
Text
Photo
…
Manufacturer
Shipping Type
Serial andBatch Numbers
Valid / On Holdwith Dates
…
Item Master DataItem Master Data
SAP AG 2007
Structure of the Item Master Record (2)
Item master data consists of the general area and seven tabs.
SAP Business One enables you to manage all the items that you purchase, manufacture, sell, or keep in stock. Services can also be defined as items, although they are only relevant for sales.
This data is used automatically by the system for purchasing, sales, production, managing your warehouse, and accounting
In Sales – it helps you create orders, delivery notes, and outgoing invoices because prices, sales units and gross profit calculate automatically.
In warehouse – You have complete control over stock quantities at all times and can also analyze the financial aspects of stockholding at the same time.
In production – control production based on the items that are used for production and based on the finished product and any by-products created.
General area is used to maintain general item information relevant for all types of items.
SAP AG 2007
Finding Item Master Records
Regular Vendor
Mfr Catalog No.
Purchasing UoM
Items per Purchase Unit
......
.......
Purchasing Data
Item Number
Description
Item Type
Item Group
Price List
Items Master Data
Purchased ItemSales ItemWH Item
Fixed Assets
Searching for an item with a specific catalog number
*ball*
Example: Searching for all items containing ball in the description
To find an item master record:
(1) use general criteria and procurement, sales, or warehouse information
(2) choose the Master Data transaction, SAP Business One launches the find mode
SAP AG 2007
Functions in Item Management
Log of Changes
Remove
Sales and Purchasing Analysis
Find
Add
Change
Duplicate
Link Activities
Item Management
(1) To create an item master record, first switch from Find to Add mode by choosing the relevant icon.(2) Then, choose Add to save your item master record.
SAP AG 2007
Item Master: Grouping Criteria (1)
You can choose the item group from the dropdown list.
To create new entries, choose the Define New option.
Item Number
Description
Item Type
Item Master DataItem Master Data
Inventory Item
Sales Item
Purchased Item
Fixed Assets
Properties
Choose All
Clear Selection
CancelUpdate
DetailsPlanning DataInventorySales DataGeneral
Professional Equipment
Beginners
Suitable for Children
Item Group 4
.........
........
.........
Item Group 64
A1001
Baseball Cap Uni
Sports Wear
Price List 01 Purchase Price List
Item Group
Items
SAP AG 2007
Item Master: Grouping Criteria (2)
You can group your products by Item Group (General Area) and by Manufacturer (General tab).
You can assign each item to one item group and / or one manufacturer (General tab).
You can define the item groups and properties in the Administration. For the item groups you can define some default values: choose Administration Setup Inventory Item Groups / Properties.
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Warehouse Definition (1)
Warehouse 01General
Warehouse
General
Accounting
Default Accounts
Address Information
Location
Drop Ship
SAP AG 2007
Warehouse Definition (2)
In SAP Business One, there is a direct relationship between warehouses and items.
Choose Administration Setup Inventory Warehouses to define new warehouses.
Address Fields: Specifies address details for the warehouse
Location: Specifies the warehouse location, according to their physical location.
Drop Ship:
Defines the warehouse as a drop-ship warehouse.
Use this option when the company does not manage inventory, but receives commission佣金 for every order. SAP Business One will not calculate stock postings庫存過帳 for this warehouse.
SAP AG 2007
Inventory Data (1)
Manage Inventory by Warehouse
Required Purch. UoM
Minimum
Maximum
In Stock Committed Ordered AvailableWH NameWH Code
General Warehouse
East Coast
West Coast
Drop Ship
- + =In Stock Committed Ordered Available
Manage Inventory by Warehouse
Min. Stock Min. Stock Max. Stock Req. Stock WH Name WH Code
General Warehouse
East Coast
West Coast
Drop Ship
Option 1: Option 2:
SAP AG 2007
Inventory Data (2)
On the Inventory Data tab of the item master data the system displays per warehouse:
The quantity in stock The committed quantity (quantity ordered by customers) The ordered quantity (quantity ordered by your company but not yet
delivered) The available quantity (calculated as In Stock - Committed + Ordered
quantity)
You can define whether a specific item should have inventory managed on the warehouse level or across all warehouses.
Option 1: If you decide to manage the inventory by warehouse, the system lets you enter the minimum stock level, the maximum stock level, and the required stock level for every warehouse. Choose this option by flagging the Manage Inventory by Warehouse checkbox.
Option 2: If you decide to manage the inventory at the company level, leave the Manage Inventory by Warehouse checkbox deselected for the item.
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Inventory Valuation Methods (1)
Moving Average Price移動平均價
First In – First Out (FIFO)
Standard Price
€ € € € €
SAP AG 2007
Inventory Valuation Methods (2)
In the item master record, you can specify the inventory valuation method in which you want to manage the item. You have three options:
Moving Average priceThe system calculates the moving average price by dividing the total value of the goods by the amount in stock.
First In - First Out (FIFO)When you post any good issue, the system uses the price from the oldest layer, from the second-oldest, and so on.
Standard PriceYou also need to enter a fixed price into the item master record. The system uses this price for all stock movements. This especially makes sense for items which you produced yourself.
You can define whether the system calculates one price for all warehouses or a separate own price for each warehouse.
Choose Administration System Initialization Company Details on the Basic Initialization tab with the Manage Item Cost per Warehouse checkbox.
You can use the Inventory Valuation Report to valuate計價 the entire warehouse inventory of all items on a key date.
SAP AG 2007
100
Stock AccountStock Account
100
20
VarianceVariance
Stock Movements with Standard Price Valuation (1)
120
(Offsetting Account)(Offsetting Account)
100
(Offsetting Account)(Offsetting Account)
Goods Issue Delivery A/R Invoice
Goods Receipt Goods Receipt PO A/P Invoice Beginning Quantities
Assume:1. Standard price in Item Master Data=1002. Price in Goods Receipt PO=1203. Offset/Allocation account (= temporary Vendor account) =20 ------ will be cleared after creating a corresponding A/P invoice
SAP AG 2007
Stock Movements with Standard Price Valuation (2)
If an item is managed with standard price valuation, an additional account is needed when posting any kind of goods receipt (goods receipt without reference, goods receipt PO, A/P invoice, beginning quantity).
This account is called the variance account. It receives the price difference between the standard price and the price in the document.
This variance account is retrieved from the Variance Account field on the Inventory tab of the item master record.
The offsetting account is a different account depending on which type of document you post.
SAP AG 2007
G/L Account Determination (1)
Set G/L Accounts by Warehouse
Set G/L Accounts by Item Group
Set G/L Accounts by Item Level
# WH Code WH Name Accounts Types
1 01 General Warehouse
2 02 Drop Shipment
3 03 Consignation
Accounts from Warehouse Definition
# WH Code WH Name Accounts Types
1 01 General Warehouse
2 02 Drop Shipment
3 03 Consignation
Accounts from Item Group Definition
# WH Code WH Name Accounts Types
1 01 General Warehouse
2 02 Drop Shipment
3 03 Consignation
Accounts Entered Manually
SAP AG 2007
G/L Account Determination (2)
On the Inventory tab of the item master record, you specify the G/L account determination.
The accounts are defined in a matrix per item and per warehouse. You can set one of the warehouses as default warehouse. The system will use the default warehouse when you create a document.
If you did not set a default warehouse the system uses the first warehouse as default.
To simplify the account determination, you can specify these accounts on item level and enter them directly into the item master record.
Choose Inventory Item Master Data and choose the Inventory tab. This enables detailed account determination but also involves much maintenance work.
To simplify the account determination, in every item master record you can specify that the accounts are retrieved from a higher level:
Warehouse level: In this case the system automatically retrieves the accounts from the warehouse definition. To maintain the accounts in the warehouse definition, choose Administration Setup Inventory Warehouses and choose the Accounting tab.
Item group level: In this case the system automatically retrieves the accounts from the item group definition. To maintain the accounts in the item group definition, choose Administration Setup Inventory Item Groups and choose the Accounting tab.
You can define default accounts under Administration Setup Financials G/L Account Determination – these values are defaulted for all levels (warehouse level, item group level, and item level).
SAP AG 2007
You are now able to:
Master Data: Unit Summary
Explain how the business partner master records, and the item master records are structured
Maintain business partner master records and item master records
Maintain item master records and define the inventory system