basic sales process

8/4/2019 Basic Sales Process

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Basic Sales Process

Additional Documents and Functionalities of Sales

The sales process involves the quotation, order, delivery note, and A/R

invoice documents.

Quotations, orders, and delivery notes are optional, but if you do not refer to

a delivery note when you post an A/R invoice, the A/R invoice affects your

stock.

1.) When you create an order theAvailable quantity is reduced and the

Committedquantity is increased by the sales order quantity.

2.) When you create a delivery the In Stockquantity and the Committed

quantity is reduced.

3.) When you create an invoice the In Stockquantity is reduced if you did notcreate a delivery note beforehand.

When you create a document, you can always refer to one or more

documents that you created earlier (except for quotations). When you create

a document with a reference to an existing document, only documents that

are still open are displayed. All documents, for which you have not created a

follow-on document have open status.

Open documents remain open until you have transferred all the items to a

follow-on document, or until you manually close or reverse them.

You cannot make any changes to base documents that you have already

copied completely to a follow-on document.

Copy rules:

Reference to just one base document:

The system copies all the header and row data to the target document.

Reference to several base documents:

The system distributes the total discount from the header data of the

base document to the rows and copies it to the rows in the targetdocument.

1.) The A/R invoice is the only document that has to be created in the system.

Quotations, orders and deliveries are optional.

2.) A quotation and an order can be changed or cancelled after they have

been created.


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You could disable the possibility to make changes to sales orders: choose

Administration System Initialization Document Settings, on thePer Documenttab page for the DocumentSales Order deselectAllow

Changes to Existing Orders.

You can not change deliveries or A/R invoices after they have been added.

3.) If you need to correct a delivery, you have to do that by creating a return.

If you need to correct a A/R invoice, you have to do that by creating a A/R

credit memo.

4.) When you create an order, you could do that by referencing a quotation.

You can create a delivery by referencing a quotation, an order, or a A/R

reserve

invoice.

You can create an A/R invoice by referencing a quotation, an order, or a

delivery.

5.) When you create a delivery, the goods issue is posts as well. The In Stock

quantity is reduced.

When you create an A/R invoice without reference to a delivery, the

goods issue is posted as well.

The In Stockquantity is reduced.

6.) The values of the general ledger are posted by the goods issue of the

delivery and the A/R invoice.

When you sell inventory items, the system creates the following journal

entries:

The delivery creates a journal entry that posts the value of the

delivered goods to the debit side of a cost account (cost of goods sold

or COGS) and to the credit side of the stock account. The stock account

and the cost account are retrieved from the Stock Accountfield and

the Cost Accountfield on the Inventorytab of the item master record.

The A/R invoice creates a journal entry that posts the invoicedamount to the debit side of the customer account and to the credit

side of a revenues account. The revenues account is retrieved from the

Inventorytab of the item master record.

If the customer is located in the same country, the account from

the Revenues Accountfield is used.


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If the customer is located in a European Union (EU) country, the

account from the Sales Revenue - EU field is used.

If the customer is located in a non-EU foreign country, the

account from the Foreign Revenues Accountfield is used.

If you skipped the delivery before posting the A/R invoice, the system adds

the stock posting to the A/R invoice posting.

To post an order, choose Sales A/R Order. To post a delivery, chooseSales A/R Delivery. To post an A/R invoice, choose Sales A/R A/RInvoice.

This graphic does not cover tax postings or postings of additional revenues

and expenses. The order document is not relevant for accounting.

When you sell items that you do not manage as inventory items (for example,

services that you created as items), the system does not trigger a posting for

the delivery. Actually, you can skip the delivery altogether.

The A/R invoice is posted the same way as it is posted for inventory items.

Although the item is not an inventory item, the Inventorytab does not

disappear from the item master record because the system needs it for the

G/L account determination.

The revenues account is retrieved from the default warehouse on the

Inventorytab of the item master record.

If the customer is located in the same country, the account from the

Revenues Accountfield is used.

If the customer is located in an EU country, the account from the Sales

Revenue - EU field is used.

If the customer is located in a non-EU foreign country, the account

from the Foreign Revenues Accountfield is used.

This graphic does not cover tax postings or postings of additional revenues

and expenses.

You use Pick and Pack manager to enter the selection criteria to create Pick

lists. You can keep track of the items at different stages of the picking

process, starting from the status open, then releasing the items, and finally

creating the pick list to pick the items.


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The Pick&Pack Manager enables you to release partial or all of the items,

perform a partial pick for the items, or to pick all the items. You can also

create a delivery note at any stage of the picking process.

In SAP Business One, the sales order or the reserve invoice serve as the pick

document.

Choose Inventory Pick and Pack Pick Pack Manager

1.) Status Open: This window displays all the items that are still open. They

have not been released, picked or delivered yet.

QuantityAvailable to Release = In Stock Released Picked

In this window you select the orders and quantities to be released.

2.) Status Released: This window displays all the pick lists in status released.

You can display the data in two views Detailedand Summary.

QuantityAvailable to Pick= In Stock Picked

3.) To get the pick list, click in the list of the released orders into the orange

arrow link next to the pick no. or choose Inventory Pick and PackPick List.

Enter the picked quantity.

4.) Status Picked: This window displays the items that are already picked butare not delivered yet.

5.) In the list of the picked items choose the Deliverbuttonto create the

deliveries.

You can create the deliveries also from the open or released list.

In SAP Business One, the delivery or A/R invoice serve as the pack document.

1.) In the delivery choose Goto Packaging or right mouse click to get tothe Define Packages window.

2.) Existing Packages: Enter the packages that you want to use for packing

the items of the delivery.

You can define Package Types inAdministration Setup

Inventory Define Package Types.


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Available Items: List of the items and their quantities that you can pack into

the packages.

3.) Select the items and enter the quantities that you want to assign to the

package selected in the Existing Packages list above.

Package Content: Shows the content of the package that is selected in the

Existing Packages list above.

The Document Generation Wizard in SAP Business One is a simple process

used for gathering rows from base documents to target documents, based

on several user defined parameters. The system takes you through the

individual steps required to define the parameters for the summary.

Examples of the parameters that exist are target document type, posting

date, document date, items or service and many more.

This wizard can be used for example, to produce a summarized A/R Invoicefor a customer, containing all delivery notes that were created for the

customer over the past week. It is a simple yet effective method of

summarizing data to reduce data input. All deliveries can be placed into one

invoice per customer. It is important to note at this stage that once the

Document Generation Wizard has run the process, it is irreversible.

Note that the wizard does not handle customers defined as multi-currency.

This wizard will guide you step-by-step through the definition of parameters

required to generate the target document.

Step 1 Document Generation Options: Choose to define a new set of

parameters or use an existing set.

Step 2 Target Documents: Set the type and characteristics of the

target documents.

Step 3 Base Documents: Select the base documents to be processed

by choosing the required document types and selection criteria.

Step 4 Consolidation Options: This step was added in release 2005 A.

Set the grouping criteria by which the base documents will be

consolidated to the target document.

Step 5 Customers: Select customers for whom you would like to

perform the summary.

Step 6 Messages and Alerts: Set the systems response to missing

data such as missing exchange rate and inventory or bookkeeping

alerts such as deviation from credit line.


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Step 7 Save and Execute Options: Starting in release 2005 A, it is

possible not only to execute the wizard but to save the parameter set

before the execution or just to save the parameters and exit.

Step 8 Summary Report: This report displays the summary of target

documents created per customers as well as error and warningmessages.

SAP Business One provides the A/R Invoice + Payment transaction for sales to

one-time customers.

Prerequisites

The customer pays the entire amount at once (for example, in a

shop).

The customer does not need documents such as an order or

delivery note document.

Settings in the System

You maintain a representative master record for one-time

customers in the system (Administration Setup Financials G/L Account Determination, choose the Salestab page, then choose Default Customer for A/R Invoice +

Payment)

The system automatically calls up this customer when you enter

the invoice. You cannot change the customer number in the

document. You can, however, change the customer's name and

address in the fields provided.

Using the default values in the user parameters, you can also

assign a separate customer master record to each user for the

A/R Invoice + Paymenttransaction.

Exception: The customer only makes a partial payment

In this case, you should create a separate customer master record for

this customer so that you can monitor the incoming payments.

The system offers different functions for the sales process. Not all of them

work in every sales document.

1.) You can do a credit limit check in a sales order, delivery, and A/R invoice

but not in a quotation.


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2.) You can display the Gross profitand Last prices reportfor each document

in sales.

To display the gross profit in a document choose Goto Gross Profitorselect the icon in the menu bar or choose right mouse click.

To display the Last Prices Reportin a document put the cursor in the price

field and choose Goto Last Prices or select Ctrl + Tab or choose rightmouse-click.

3.) You have a link to the transaction journal from the A/R invoice. If you have

a continuous warehouse validation, you have the link to the transaction

journal also in a delivery. To display the Transaction Journal Reportin a

document select the icon in the menu bar or choose right mouse click.

4.) The serial number and batch management is working within the sales

order, the delivery, and the A/R invoice. For sales orders it can be configured

under Administration.

5.) You can create activities from every sales document, and you can assign

activities to every sales document.

6.) Drafts can be created for every sales document.

1.) You can define alternative items by choosing Inventory ItemManagement Alternative Items.

Alternative items are defined per item and you can build a hierarchy of

alternative items by defining alternatives to the alternatives.

Remarks: Enter any free text as a remark for the alternative item.

Match Factor: Enter the value to specify the matching degree in points.

Higher value represents higher match.

Item A00012 has two alternative items B04711 and F00771. The

matching factor defined for item B04711 is 100 and for item F00771

80. If there is no item A00012 in the warehouse, item B04711 can

replace it because it has the highest matching factor.

Reverse Link: Select the alternative item and choose Reverse Linktocreate a reverse relationship between the alternative item and the

original item. This means that both items are defined as alternative

items for each other.

2.) You can select alternative items while you create documents in sales or

purchasing. You can display the list of alternative items and replace an item.


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Choose Goto Alternative Item or use the right mouse click in the itemline.

1.) You can activate an automatic availability check for sales orders. You do

this inAdministration System Initialization Document Settingson the Per Documenttab page choose the DocumentSales Order and selectthe checkbox forActivate Automatic Availability Check..

2.) When you create a sales order and enter a quantity for an item, which is

greater than the available quantity for this item, the Item Availability Check

window comes up automatically.

If the automatic availability check for sales orders is not activated

through the document settings, you can also always get to the Item

Availability Checkwindow by choosing Goto Item AvailabilityCheckor with a right mouse click in the item line.

3.) Item Availability CheckWindow:

Quantity Ordered: The quantity from the item line of the sales order

per sales unit of measure.

Quantity Available: The quantity that is available per inventory unit of

measure.

Select Actions:

Continue: You accept the information and go on.

Change to Available Quantity: You reduce the order quantity to

the available quantity.

Display Quantities in other Warehouses: You can check and

possibly select the quantities from another warehouse.

Display Alternative Items: You can check and possibly select the

quantities from an alternative item.

Delete Line: You can delete the line from the sales order.

For legal reasons, you cannot change or delete deliveries and customer

invoices that have already been entered in the system. To correct these, you

need to use a clearing document.

If a delivery is returned before you create the A/R invoice for the customer,

you can post the return delivery in the system. The system then updates both

the quantities and associated values.


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When you create the returns with reference to the delivery note, the system

corrects the stock postings in the delivery note.

If a delivery is damaged or of poor quality, the customer returns it to you. You

post the return in the system and the system creates a journal entry that

posts the value of the returned goods to the debit side of a sales returnsaccount and to the credit side of the cost account. The value of the returned

goods is not posted back to the original stock account to keep it separate

from the value of the undamaged goods. The sales returns account and the

cost account are retrieved from the Sales Returns field and the Cost Account

field on the Inventorytab of the item master record.

If you also want to manage the inventory of the damaged goods separately

from the undamaged goods, you should define a special warehouse for the

damaged goods and enter this warehouse in the return document.

To post a return, choose Sales A/R Returns.

You always post an A/R credit memo if you can refer to an A/R invoice that

has already been created. The A/R credit memo ensures that the system

posts both the quantities and associated values.

When you create an A/R credit memo with reference to the A/R invoice, the

system corrects both the quantities and values in the A/R invoice.

The system increases the stocks of the credited items.

The system credits the credit memo value to the customer's account in

the general ledger and corrects the revenue by the same amount

When a customer returns items that do not refer to a specific delivery, you

can post this quantity directly to the warehouse without referencing a

preceding document. The stock and stock value increase as a result.

An A/R credit memo with reference to the returns delivery ensures that

system credits the values to the customer.

You use A/R reserve invoices to create a pro forma invoice. Unlike standard

invoices, reserved invoices do not change the warehouse stock.

1.) TheAvailable quantity is reduced by the sales order quantity.

2.) You post an A/R reserve invoice before you create a delivery note. The

Available quantity is reduced if you did not create a sales order beforehand.

3.) You post the delivery afterwards with reference to the A/R reserve invoice.

This reduces the In Stockquantity.


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A/R reserve invoices create value-based postings.

You can use the report Inventory Status to analyze the inventory situation for

one or more selected items. Choose Inventory Inventory Reports Inventory Status.

You can also see the inventory status in the item master on the Inventory

Data tab page.

In Stock: The current stock level of the item.

Committed: The item stock reserved for customers and for internal use

displays here. The stock reserved for internal use is the quantity of the

item used in a finished product based on the BOMs for existing

production instructions and work orders.

Ordered: This field shows the quantity of the item ordered from the

vendor. This figure consists of the quantity ordered from external

vendors plus the quantity that is currently being produced and that will

enter the warehouse by a certain date.

Available: The available quantity of an item displays. This figure

comprises:

In Stock - Committed + Ordered

If the available stock for an item is negative, the value displays in red.

To display the details for the inventory situation of an item regarding open

sales orders, purchase orders, and production orders, select the row for that

item in the report. The system opens the Stock Situation sub-window.

Select the checkbox of the Purchase Orders field on the Logistics tap of the

sales order to automatically create purchase orders for the items of the sales

order.

After adding the sales order the Purchase Order Confirmation window opens

and you can choose the items and quantities from the sales order for the

purchase orders.

The system will add purchase orders automatically and will establish a link

between the sales order and the purchase orders.

Purchase Order Confirmation window

On the left side all of the line items from the sales order are

summarized according to the selection chosen in the sales order. If a

vendor and a warehouse ware selected, then each vendor line will


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have a drill down displaying the warehouse. Each warehouse will have

its own drill down to display the items included in the sub-grouping.

The system proposes as default value the vendor (default vendor from

the item master data), the price (according the vendors pricelist), and

the quantity (from the order). You may change the proposed values.

On the right side, the line items are presented by purchase orders

organized by the user after transferring the line items from the left

side.

When you add a purchase order that contains more than one warehouse, the

system will prompt you to create child purchase orders. If you OK the

message, SAP Business One creates separate child purchase orders for each

warehouse. ChooseAdministration -> System Initialization

->Document Settings , Per Documenttab page. Choose Purchase Order

and select Split PO.

In the drop ship process the stock does not arrive and exit from the

company. The company serves only as an agent and receives a commission

on the process.

You mark a certain warehouse as drop ship and choose relevant stock

accounts for the warehouse.

ChooseAdministration Setup Inventory Warehouses.Select the checkbox of the field Drop Ship to define the warehouse as

a drop ship warehouse.

When adding a sales order you can choose the drop ship warehouse in the

item line. After adding the sales order the Purchase Order Confirmation

window will open only for the lines where the drop ship warehouse was

chosen.

Commissions are calculated for sales employees, items, or customers. The

system calculates the commission when you create a sales document and

enter it in each row in the document. This information is shown in the row

details. You can change the percentage value in the row details for the sales

document.

If you want the system to calculate the commission automatically, you have

to set the relevant indicator in the general settings under System

Initialization (Administration System Initialization GeneralSettings, thenchoose the BP tab page). When you activate the commission

here, the fields for assigning the commission for sales persons, items, or

customers are visible and active.


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To calculate commissions for individual sales employees, you define

commission groups and assign them to your sales employees. To calculate

commissions for individual items or customers, you specify the commission

groups in the item or customer master record.

Once you have defined a commission for a sales employee, the systemapplies it and displays the percentage commission in the document rows.

The system copies the sales employee from the customer's master record to

the sales document. You can also assign a sales employee to each user in the

standard settings for the user master record. The system then uses this

employee if a sales employee has not been entered in the business partner

master record. If you have not defined a sales employee in either the

business partner or user master record, the system proposes the standard

sales employee.

The standard system query SP Commission by Invoices calculates theemployee's commission share based on the invoices he or she created in a

specific period, and on the defined percentage commission.

Using sales analyses, you can quickly identify weak points in your sales and

product portfolio. You can then use this information to optimize your sales

processes.

The Customer Receivables Aging report contains information about the

number of open receivables for a customer, as well as how old the receivable

is. It analyzes receivables owed to you by your customers.

For the Open Items Listchoose Sales - A/R Sales Reports Open

Items List

This report allows the user to view open sales and purchasing documents.

Using this report gives you an accurate picture regarding the status of

documents in the system, only documents with status Open appears in this

report. Documents that were partially copied to target documents also

appear in this report. You can also display the documents from the report.

This window displays the open sales or purchasing document according to

the users choice.

Choose from the drop down menu the required document (for

example, open orders, open deliveries, ) to display. If you choose, for

example, the option Open Sales Quotations, the table below this field

updates and displays all the open sales quotations recorded in SAP

Business One.


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After you close this window, the last open document choice is saved,

and next time you open the window it will appear by default.


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Activities refer to sales or service activities such as phone calls, meetings,

tasks, notes or other types of sales activities. Tracking these interactions

enables analysis of the interactions with the customers, both open activities

and historical (closed) activities.

The fields displayed in the General tab of theActivities window depend on the

chosen activity. For example, ifMeeting is chosen,Address and Time fields

are displayed. IfTaskis chosen, a Status field is displayed.

To display the activities window, choose Business Partners Activity.The window can also be opened from the sales opportunities and service

modules, and other places throughout the system.

To delete activities, choose Data or right-mouse click Remove.

1a.) To link activities to documents, you can access this function directly from

many applications and functions. When you enter a posting, purchase order,

or a delivery for example, the system allows you to go directly to the screen

for activity management via Goto New Activityor Goto RelatedActivities. If you enter an activity in this way, it automatically links to the

original document. The document appears on the Linked Documenttab of the

Activity with its Document Type and Document Number.

1b.) You can also link an activity to a document from the activity itselfes.Choose

Business Partners Activity, enter the Document Type and Document Numberon the Linked Documenttab.

1c.) You can also create activities from sales opportunities. Choose Sales

Opportunities Sales Opportunity, on the Stages tab choose the orange arrowin theActivities column. This sales opportunity will display on the Linked Document

tab page of the Activity as the Source Object.The source object can be a sales

opportunity or a service call.

2.) You can enter the content directly in the activity, or attach it as a

document (for example a Microsoft Word document).

3.) The Activities Overview Report provides a report of the activities

throughout the system. Examples of reports include a manager's summary of

all his/her employees' activities, or a report for a sales employee to view all

his/her customers' activities. To generate the reports, choose Business

Partners Business Partners Reports Activities Overview or MyActivities, or select the reports in the Reports module.


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4.) You can link activities to business partner or material master records.

5.) You can also plan an activity (for example, a future meeting) and have the

system remind you. Scheduled activities only appear in your inbox if you

have defined the appropriate administration settings by choosing: System

Initialization General Settings Services. The time based activities (phone calls, meetings and others) are

automatically entered in the calendar.

The calendar allows you to display, schedule and update activities by dates

and users.

To display the calendar you choose the Calendaricon on the right hand side

of the toolbar.

Each activity displays with the appropriate activity symbol.

To add a new activity from the calendar, select the desirable time slot and

the activity window opens to enter the details.

You can customize the calendar by choosing the Form Settings icon from the

toolbar. You can customize the colors, working hours, and display other

users activities in other colors in the calendar (group view with a maximum

of seven users).

You can use sales opportunities to record, track and analyze every step in

your business potentials with a customer or prospect.

Sales opportunities activities occur before a sale has been closed, either won

or lost. In the sales opportunity module, the potential sales volumes and

other related information is monitored and updated.

The Sales Opportunity can be updated according to the progress of the sales

activities and negotiations. Data is entered at each sales stage, to permit

analysis throughout the sales process, and after the opportunity has been

closed.

You can create the stages in the cycle according to your needs and maintain

a closing percentage (success probability) for each stage. The system

calculates a Weighted Amountfor each stage based on the Potential Amount

you predicted for the opportunity. You can change the closing percentage in

every opportunity for every stage.

In the opportunity you can use as many stages as you want, in any order.


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To display or maintain data in the sales opportunity window choose Sales

Opportunities Sales Opportunity.

The general area of the sales opportunity window is located in the upper

portion of the window. It is used to insert the basic customer or lead

information, and provide general information about the specific salesopportunity.

In the opportunity you can create as many stages as you want, in any order.

By selecting the icon in the DocumentType column, you can link a document

(for example, a sales quotation or a sales order ) to each stage. Use the

RelatedDocuments button to get a list of all documents linked to the

opportunity.

You can also link an activity (by choosing theActivityicon in theActivity

column) to each stage. By choosing the Related Activities button, you call upa list of planned activities linked to the opportunity.

The Business Partner Territoryin the header of the sales opportunity is

defaulted from the business partner. You can change it. You can use it as a

parameter to be chosen to filter the display for sales opportunities reporting.

You can delete a sales opportunity as long as its status is open. (You can not

delete other sales documents such as sales quotations or sales orders from

the system).

Use Territories to manage a geographic location, brand, or item category andits hierarchy.

To define territories chooseAdministration Setup General

Territories.

Territories can be added as either independent, which set the territory as a

parent, or as a child or a sibling.

To delete a territory, make sure the territory is not linked to another

function, for example, to a sales opportunity.

To define territories chooseAdministration Setup General

Territories.

You can assign a territory to the business partner in the business partner

master data on the General tab in the field Territory.


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Once you have assigned a territory to the business partner master data, it

will be defaulted to the field Business Partner Territoryin a sales opportunity

when you create one.

For the sales opportunities reporting you can use the territory as a parameter

to be chosen to filter the display according to the required options.

The territory of the business partner will also default to customer equipment

cards (service transaction).

You can display sales opportunities reports by choosing Sales

Opportunities Sales Opportunities Reports, or from the Reportsmodule.

You use the opportunities reports for analysis of opportunities and for

optimizing your sales process.

Reports can be based on all parameters, or can be filtered according to

certain parameters. Choosing a parameter often opens one or more windows

where the different options can be selected. Certain reports can display in

graph or table formats.

The Opportunities Forecast Report presents a projection of the potential sales

opportunities, based on the predicted dates of all open opportunities.

The Opportunities Forecast Over Time Report presents a forecast of the open

and closed opportunities grouped according to the selected time period.

The Opportunities Statistic Report presents the number of open and closed

opportunities, and the data can be sorted to display according to various

combinations of options and grouping.

The Stage Analysis provides an overview of the success rate of the sales

activities. It contains data of how many sales opportunities were concluded in

a specific stage, or for how long sales opportunities remained in each stage

of the sales process.

The Source Distribution Over Time Report presents sales opportunities

according to their source, and can be grouped to display in specific time

periods (e.g. days, weeks, or months).

The Won Opportunities Report displays information about the sales

opportunities that have succeeded.

The Lost Opportunities Report can be used to analyze opportunities that did

not succeed.


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The My Open / Closed Opportunities Report displays the opportunities related

to the user who is currently logged on to SAP Business One.

To generate the Opportunities Pipeline Reportchoose: Sales Opportunities

Sales Opportunities Reports Opportunities Pipeline, or theReports module

The pipeline analysis provides you with an overview of all the opportunities

that are currently open. It also indicates the sales potential, sales stage, sales

employee responsible, and so on.

By selecting each element, you can call up a detailed report for each stage.

Using the Context menu (choose Goto Dynamic Opportunity Analysis)in the opportunities pipeline, you can call up the Dynamic Opportunity

Analysis, which shows the 10 to 30 most important opportunities (open or

closed), together with all the details from the point where they were createduntil they were closed.

You can use this report for analysis of the open opportunities in the sales

pipeline. From this report it is easier to identify the opportunities that are

most likely to succeed.

The list of sales opportunities can be displayed in a row of the table or as a

segment in the graphic. Either double-click a row in the table or a segment in

the graphic. SAP Business One displays an additional window with the list of

the open sales opportunities for each sales stage.

Data Synchronization

You can synchronize the following types of data in SAP Business One and

Microsoft Outlook:

- Calendar appointments

- Contacts

- Tasks

Snapshot

You can create snapshots of SAP Business One information and associate

them with contacts in Microsoft Outlook.

Quotations

You can import quotations from SAP Business One into Microsoft Outlook and

then display, edit, and send them as e-mails. You can also create new

quotations in Microsoft Outlook and then save them in SAP Business One.

E-Mail Integration

The Microsoft Outlook Integration add-on allows you to:


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- Save a Microsoft Outlook e-mail as an activity in SAP Business One

- Save the original e-mail as an attachment and the original file attachments

as an attachment to an activity in SAP Business One

- Make follow-up with reminder settings for an activity

Connection to Microsoft Word / Microsoft Excel

The Microsoft Outlook Integration add-on allows you to connect to SAP

Business One from Microsoft Word and save a Microsoft Word document as

an activity in SAP Business One. The same function is available for Microsoft

Excel: Workbooks can be saved as activities with a business partner or

contact person in SAP Business One.

You can establish connections between SAP Business One and the following

Microsoft Office products:

Microsoft Outlook

Microsoft Word

Microsoft Excel

As a prerequisite you must have installed SAP Business One and the Microsoft

Outlook Integration add-on.

In Microsoft Outlook, Microsoft Word, or Microsoft Excel choose SAP

Business OneLog On.

(The SAP Business One menu entry appears in the Microsoft toolbar once the

add-on is installed.)

You must establish a connection between Microsoft Outlook and SAP Business

One before you can:

Associate an item with data previously saved in SAP Business One

Save an e-mail as a SAP Business One activity

Synchronize items

Open a quotation

To log off from SAP Business One, in Microsoft Outlook, Microsoft Word, or

Microsoft Excel choose SAP Business One Log Off.

To enable data synchronization, you must first associate an existing calendar

appointment in Microsoft Outlook with business partners, contact persons,

and corresponding linked documents previously saved in SAP Business One.


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You open or create an appointment in Microsoft Outlook and then choose

SAP Business One Associate with .

To associate the appointment with a business partner and contact person,

you enter the necessary data and make the necessary selections on the

Business Partnertab.

To associate the appointment with a document, you enter the necessary data

and make the necessary selections on the Documenttab.

On the Companytab, the system displays the logon information for the

current SAP Business One session.

To associate the appointment and then synchronize it with the current data in

SAP Business One, you choose Synchronize This. Or you synchronize it later

with the Data Synchronization feature.

According to your selections, the Microsoft Outlook appointment is associated

with the SAP Business One business partner or contact person and/or

corresponding linked documents.

After the appointment has been successfully synchronized, the system

displays information about the associated appointment.

To view the associated appointment at any other time, activate the

appointment and then choose SAP Business One AssociatedAppointment.

You can associate tasks in Microsoft Outlook with corresponding business

partners, contact persons, and corresponding linked documents previously

saved in SAP Business One prior to data synchronization.

You open or create a task in Microsoft Outlook and then choose SAP

Business One Associate with .

To associate the task with a business partner and contact person, you enter

the necessary data and make the necessary selections on the Business

Partnertab.

To associate the task with a document, you enter the necessary data and

make the necessary selections on the Documenttab.




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To associate the task and then synchronize it with the current data in SAP

Business One, you choose Synchronize This. Or you synchronize it later with

the Data Synchronization feature.

According to your selections, the Microsoft Outlook task is associated with the

SAP Business One business partner or contact person and/or correspondinglinked documents.

After the task has been successfully synchronized, the system displays

information about the associated task.

To view the associated task at any other time, activate the task and then

choose SAP Business One Associated Task.

You can associate contacts in Microsoft Outlook with business partners

previously saved in SAP Business One prior to data synchronization.

You open or create a contact in Microsoft Outlook and then choose SAP

Business One Associate with .

To associate the contact with a business partner, you enter the necessary

data and make the necessary selections on the Business Partnertab.



To associate the contact and then synchronize it with the current data in SAP

Business One, you choose Synchronize This. Or you synchronize it later with

the Data Synchronization feature.

According to your selections, the Microsoft Outlook contact is associated with

the SAP Business One business partner.

After the contact has been successfully synchronized, the system displays

information about the associated contact.

To view the associated contact at any other time, activate the contact and

then choose SAP Business One Associated Contact.

Data synchronization between SAP Business One and Microsoft Outlook

comprises the synchronizing of the following items:

MS Outlook Calendar appointments SAP Business One Activities

(Meetings / Phone Calls)

MS Outlook Tasks SAP Business One Activity

(Task)


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MS Outlook Contacts SAP Business One Business

Partner / Contact Person

To define which of these are synchronized, you choose from specific criteria

for each of these items. These criteria (default settings) are grouped into the

following categories:

General settings, for example, what kind of item (appointments,

contacts, and/or tasks) will be synchronized.

Calendar-specific settings, for example, the date range of the

appointments that will be synchronized.

Contact-specific settings, for example, only the contacts belonging to a

specific business partner will be synchronized.

Task-specific settings, for example, only open tasks will be

synchronized.

Scheduling settings, for example, you can schedule an automatic data

synchronization every time you log on to SAP Business One

Conflict resolution settings, for example, when two different system

copies exist for the same appointment (one in SAP Business One and

one in Microsoft Outlook), you decide which system data is written to

the other system.

A snapshot is a user-defined collection of information (queries) from SAP

Business One about a particular business partner or contact person. These

queries can, for example, include all account transactions, delivery notes,

service calls or activities related to that business partner/contact person.

A snapshot is created as a Microsoft Excel workbook or as plain text.

When you associate and synchronize a contact in Microsoft Outlook with a

business partner/contact person in SAP Business One, you can also create a

snapshot. To create the snapshot, you select a snapshot template that you

have previously defined within SAP Business One.

The snapshot template defines which queries from SAP Business One aredownloaded to the associated Microsoft Outlook contact.

Ten default templates are delivered with the Microsoft Outlook Integration

add-on:

Executive Customer (by Business Partner)


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Executive Customer (by Contact Person)

Executive Vendor (by Business Partner)

Executive Vendor (by Contact Person)

Sales (by Business Partner)

Sales (by Contact Person)

Service (by Business Partner)

Service (by Contact Person)

Purchase (by Business Partner)

Purchase (by Contact Person)

You create a snapshot a user-defined collection of information from SAP

Business One about a particular business partner or contact person for the

Microsoft Outlook contact. The snapshot is created according to a template.

The contents of the snapshot are saved in the Notes section of the Contact

card.

To create a snapshot for a business partner you open or create a contact in

Microsoft Outlook and choose SAP Business One Associate with .

To associate the contact with a business partner, you enter the necessary

data and make the necessary selections on the Business Partnertab.

To create a snapshot, you choose on the Snapshottab the Category,

Language, Snapshot Template, Plain Textor Microsoft Excel Formatand the

Time for the snapshot download.

To associate the contact, synchronize it with the current data in SAP Business

One, and create the snapshot you choose Synchronize This.

When the contact has been synchronized, a snapshot is created for the

Microsoft Outlook contact. The contents of the snapshot are saved in the

Notes section of the Microsoft Outlook contact.

The quotation function of the Microsoft Outlook Integration add-on enables

you to:

Display and edit existing quotations from SAP Business One in

Microsoft Outlook


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Create new quotations in Microsoft Outlook that you can store in SAP

Business One

Send a quotation as an e-mail with Microsoft Outlook

To send a quotation as an e-mail attachment in Microsoft Outlook, click your

Quotations folder.

A list of all quotations that you imported from SAP Business One is displayed.

Double-click the quotation you want to send as an e-mail attachment.

The Quotations dialog box appears.

Choose Send.

The quotation is created as a Microsoft Word document and is included

automatically as an attachment to the e-mail that appears.

The e-mail address of the contact person in the quotation defaults in the e-

mail.

You can import quotations from SAP Business One to Microsoft Outlook and

then display, edit, or send them as e-mails. Your selections for filter criteria

define which quotations will be imported from SAP Business One to Microsoft

Outlook. These criteria including the following:

Owner of quotation

Status of quotation

Posting date of quotation

To import the new quotations based on your filter criteria, in Microsoft

Outlook, choose SAP Business OneQuotations Refresh.

The Quotations folder in your Microsoft Outlook folder list is filled with the

relevant quotations.

To create or change quotations in Microsoft Outlook, you must have

established a connection between SAP Business One and Microsoft Outlook.

To create a quotation in Microsoft Outlook, click on the Quotations folder.

In the Microsoft Outlook menu bar, choose SAP Business One NewQuotation.

The Quotations template appears.


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Enter the required data.

Choose Update to save the new quotation in SAP Business One.

The new quotation is stored in SAP Business One.

The new quotation is added to your Quotations folder only when it matches

your current filter criteria.

E-mail integration comprises the real-time (transactional) integration

between SAP Business One and Microsoft Outlook. You can save e-mails that

you receive, send, or forward in Microsoft Outlook as activities in SAP

Business One.

Synchronization of e-mail between SAP Business One and Microsoft Outlook is

not supported.

To save an e-mail that you receive, send, or forward in Microsoft Outlook asan activity in SAP Business One, you have the following options:

Save E-Mail as Activity Default Settings

If you choose this menu option, you can make default settings for

follow-ups and attachments for the activity.

Quick Save E-mail as Activity

If you choose this menu option, and depending upon whether you are

the sender or receiver of the e-mail the system matches either the e-

mail address of the recipient, or the sender of the e-mail, with that of

the corresponding business partner or contact person in SAP Business

One. If there are more than two parties involved in the e-mail

exchange, you are prompted to choose the primary e-mail address to

be used to locate a single business partner or contact person in SAP

Business One.

As soon as the match is made, an activity is created automatically for

the business partner or contact person in SAP Business One.

Depending on your settings, you also can save the original e-mail and

any file attachments as attachments to the activity in SAP Business

One.

Save E-mail as Activity

If you choose this menu option, the Save E-Mail as Activitydialog box

appears. You then determine the relevant business partner or contact

person manually and make follow-up and attachment settings for the

activity.


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With the Microsoft Outlook Integration add-on, you also can save data from

Microsoft Word in SAP Business One.

Once you are logged on to SAP Business One from one of the following

programs, you can use the other programs without having to log on

separately:

Microsoft Outlook

Microsoft Word

Microsoft Excel

You can save a Microsoft Word document as an activity in SAP Business One.

You can select the business partner or contact person in SAP Business One

with which a Microsoft Word document is saved as an activity.

You can associate other types of documents in SAP Business One with the

new activity.

You can instruct the system to remind you to perform a follow-up to the new

activity in SAP Business One.

The Microsoft Outlook Integration add-on works in the same way for saving

data from Microsoft Excel in SAP Business One as it does for Microsoft Word.

With the Microsoft Outlook Integration add-on, you can save data from

Microsoft Excel in SAP Business One.

Once you are logged on to SAP Business One from one of the following

programs, you can use the other programs without having to log on

separately:

Microsoft Outlook

Microsoft Word

Microsoft Excel

You can save a Microsoft Excel workbook as an activity in SAP Business One.

You can select the business partner or contact person in SAP Business One

with which a Microsoft Excel document is saved as an activity.

You can associate other types of documents in SAP Business One with the

new activity.


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You can instruct the system to remind you to perform a follow-up to the new

activity in SAP Business One.