How does the approval process affect document progression in SAP Business One, and what reports assist in managing the approval flow?

The approval process in SAP Business One affects document progression by requiring approvals before they transition from drafts to regular documents. Key reports, such as the Approval Status Report and Approval Decision Report, help manage the approval flow by tracking pending approvals, decision details, and the status of documents within the approval process .

How does SAP Business One handle tax on tax calculations, and what determines the effective rate of a tax code?

SAP Business One handles tax on tax calculations by allowing users to specify a tax on tax calculation method, whereby the effective rate of a tax code is determined by considering the additional tax calculations applied on top of the existing tax. If no tax on tax calculation is defined, the effective rate and the regular rate of the tax code are identical .

What is the function of the Chart of Accounts in SAP Business One and how can it be customized for different business needs?

The Chart of Accounts in SAP Business One structures financial accounts into categories, allowing businesses to classify accounts as either active or title. Customization involves defining account levels, associating accounts with groups for totals, setting account types, and linking accounts to control or cash accounts based on business requirements .

What is the role of authorization stages in the SAP Business One approval process, and how are they set up?

Authorization stages in SAP Business One define the approval process steps, assigning roles and responsibilities. They are set up by creating approval stages during the implementation phase where authorizers of specific documents are defined. An authorized manager or senior member typically establishes these stages, which form part of the template for the approval process .

How does the system differentiate between different types of add-ons in SAP Business One, and what are the implications for users?

SAP Business One differentiates add-ons into three types: Mandatory, Automatic, and Manual. Mandatory add-ons start automatically and cannot be stopped by users, ensuring their necessary operation for SAP Business One. Automatic add-ons start at login but can be stopped without issue, offering flexibility. Manual add-ons require user initiation. These distinctions affect user control over add-on operations and alert users of add-on status changes .

Describe how SAP Business One allows customization of the user interface, particularly regarding menu options and window arrangements.

SAP Business One enables customization of the user interface by allowing users to rearrange fields, rows, and tables in various windows via the 'Form Settings.' The 'My Menu' and 'My Shortcuts' options allow for further customization by organizing or adding new options or defining frequently used shortcuts .

How does SAP Business One manage confidential accounts and what levels of protection are applied?

SAP Business One manages confidential accounts by defining permissions that prevent unauthorized users from accessing or viewing these accounts. Confidential accounts are protected by restricting user access according to their defined permissions, ensuring sensitive financial information is secured .

What are the prerequisites for activating the document approval process in SAP Business One?

To activate the document approval process in SAP Business One, the user must choose 'Administration' then 'System Initialization General Settings,' and on the 'BP tab,' select the 'Activate Approval Procedures' checkbox. This function can be activated or disabled at any time .

How are alerts used in SAP Business One to manage system events, and what customization options are available to users?

Alerts in SAP Business One notify selected users automatically when certain system events occur. These alerts can be customized for each user, allowing internal or external messaging via email, SMS, or fax. Users can define when and how alerts are triggered, modify or deactivate them, create user-defined alerts, and manage predefined alerts based on specific conditions .

Explain how SAP Business One handles tax configuration for specific countries like India and Brazil.

In SAP Business One, country-specific tax configuration for India and Brazil involves setting up tax codes and formulas tailored to local tax regulations such as CENVAT, ICMS, BED, and CST. This includes defining tax parameters, configuring tax type combinations, and ensuring compliance with local tax practices by setting appropriate G/L accounts and tax categories .

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SAP Business One 8.8: More Information

SAP Business One is a business management solution designed for small and midsize businesses. The application is divided into a number of modules, each covering a different business function. SAP Business One has a user-friendly interface that serves as your central ERP access point.

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SAP Business One 8.8: More Information

Uploaded by

Nuria Maria

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SAP Business One 8.

8 - SAP Documentation

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SAP Business One 8.8

SAP Business One is a business management solution designed for small and midsize businesses. SAP Business One gives you on-demand access to real-time information through one single system. The application is divided into a number of modules, each covering a different business function. SAP Business One has a user-friendly interface that serves as your central ERP access point, with standard interfaces to internal and external data sources, handheld computers, and other analysis tools. More Information Getting Started Administration Financials Sales Opportunities Sales A/R Purchasing A/P Business Partners Banking Inventory Production MRP Service Human Resources Reports

Getting Started

SAP Business One gives you access to real-time information through a single system containing financial, customer relationship management, manufacturing, and management control capabilities. The application consists of modules that cover these corresponding areas, and more. SAP Business One is based on the Microsoft Windows standard. The application includes a demonstration company whose data you use to familiarize yourself with all the elements of SAP Business One. In the beginning, swap between your own company information and the demo data to practice

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certain functions and to experiment with the application. Nothing you do in the demo company influences your real accounts. Getting Started contains general information about the SAP Business One main window, modes, windows, tables, icons, and so on. Use the online help navigation to get details about the complete functionality.

SAP Business One Main Window

You can access all SAP Business One functions from the SAP Business One Main window, which is divided into the following areas:

Menu Bar Toolbar Main Menu Status Bar Context Menu

SAP Business One Main Menu

The SAP Business One Main Menu controls all the system functions. The name of the company and the current user are displayed in the upper left corner. Its three tabs are:

Modules Contains all SAP Business One modules. These are the essential menus through which you access all the windows and sub-menus. For more information, see Main Menu: Modules Tab.

Drag & Relate Enables you to find and display important information quickly and efficiently. For more information, see Main Menu: Drag & Relate Tab.

My Menu Customizable menu on which you can save the most frequently used functions. For more information, see Main Menu: My Menu Tab.

To open the Main Menu, choose Recommendation

Window

Main Menu

For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Getting Started Navigation Getting Started - Add and Navigate Documents Navigate the Main Menu . End of the recommendation.

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Main Menu: Modules Tab

The Modules tab contains all SAP Business One modules:

Administration

Contains the basic system settings for currency exchange rates, system setup, and authorizations, as well as settings for online alerts, and data import/export functions.
Financials

Manages all your accounting data and chart of accounts, general ledger, current accounting posting, and reporting. In addition, you can define budgets and profit centers for better management of company revenues and expenses.
Sales Opportunities

Helps the sales employees to manage their sales opportunities and enables you to analyze your sales information. It also includes opportunity forecast reports, won opportunities, an opportunities pipeline, and a dynamic display of sales stages.
Sales A/R

Handles all aspects of the sales process, from entering sales quotations, sales orders and deliveries, to issuing customer invoices and returns. In addition, you can draw base documents to target documents, or send letters to customers with open debts.
Purchasing A/P

Lets you manage all your vendor transactions. You can map the entire buying process, from purchase orders to vendor invoicing. Companies that import goods can use the landed costs functionality to calculate the purchase prices of their imported items, including customs, transport and insurance, fees, taxes, and other landed costs.
Business Partners

Stores the master data for all your business partners, including relevant information about customers, dealers, vendors, and leads. In addition, you can store information about business partner activities, as well as data for sales volume forecasts.
Banking

Handles the full range of monetary transactions. In addition, you can use Payment Engine to process automatic payments.
Inventory

Manages your inventory, including warehouse inventory, price lists, special pricing agreements, alternative items, and warehouse transactions, as well as the pricing and packaging process, and batches and serial number management.
Production

Enables you to handle bills of material and production orders.

MRP (Material Requirements Planning)

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Effectively manages your material requirements in the manufacturing process. A planning wizard helps you define planning scenarios that consider existing inventory, sales orders, purchase orders, production orders, and forecasts, to create material ordering recommendations that enable you to fulfill your commitments to your customers.
Service

Manages interaction between service representatives and customers. It enables you to enter and maintain information about service contracts, items and serial numbers, customer complaints and inquiries, as well as perform numerous related functions. Each time a customer reports a problem, you log it in by opening a service call.
Human Resources

Maintains information on company employees and enables you to perform numerous related functions. It provides staff management capabilities, including employee details, contact information, and absence reports.
Reports

Enables you to compile reports with corporate data and information in exactly the way you want to see it. This includes company internal evaluations, inventory reports, financial reports, and accounting data. In addition to the predefined reports, you can also define individual queries. More Information SAP Business One Main Window

Main Menu: Drag & Relate Tab

Drag & Relate is an interactive tool based on predefined system queries. You use it to create reports and to display information about business processes. The user-friendly interface helps you find important information quickly, and locate different objects or documents in SAP Business One. For example, you can generate a report on all items or item groups, or all purchase orders that you created for a particular vendor. The Drag & Relate queries allow you to search for data both in reports and in the master data, such as G/L accounts and business partners. The Drag & Relate menu is a tab in the SAP Business One Main Menu. More Information Using Drag & Relate

Using Drag & Relate

Use Drag & Relate to quickly produce reports and access information in SAP Business One. You drag master data or system setup data, for example, business partner master data, item groups, accounts or payment terms, and relate it to business process information, for example A/R invoices, deliveries, purchase orders, or service calls. Procedure 1. From the SAP Business One Main Menu, choose the Drag & Relate tab.

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All the menus available for Drag & Relate queries appear. 2. Click the folder icons to open the relevant menu. For example, to generate a report on all A/R invoices that were created for one particular customer, choose Business Partners and Sales A/R. 3. Double-click the item Business Partners in the Business Partners folder. The Drag & Relate - Business Partners window appears and shows a list of all business partners in your company. 4. Place the mouse cursor on the BP Code field for the required business partner, hold the left mouse button until a black rectangle appears, drag this to Sales A/R A/R Invoice , and release the mouse button. Result If the result of a query is a single record, SAP Business One opens this record in a separate window. If more than one document matches the query criteria, the Drag & Relate window displays a report. If you have dragged an object incorrectly, or there are no matching query records, the error message No matching records found is displayed in the status bar. Note The current procedure is an example for using the Drag & Relate tool. Depending on the scenario and your objective, the steps of the procedure may vary. End of the note. Example This example explains how to find invoices for a specific payment term. 1. From the SAP Business One Main Menu, choose Payment Terms . The Payment Terms - Setup window appears. 2. Choose a payment term type according to which you perform the search, for example, Cash Basic. 3. Choose the Drag & Relate tab in the Main Menu. 4. Press the left-mouse button to select Cash Basic in the Payment Terms Code field. Drag Cash Basic to A/R A/R Invoice in the Drag & Relate menu. Sales Modules Administration Setup Business Partners

5. The Drag & Relate window appears with the list of A/R invoices, including details of document totals, status, and posting dates, in which Cash Basic payment terms were used. More Information Main Menu: Drag & Relate Tab

Main Menu: My Menu Tab

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Use the My Menu tab in the Main Menu to customize a personal menu to include windows, menu options, and queries you use most frequently. Your personalized menu does not affect the menus of other SAP Business One users. More Information Creating a Personalized Menu Organizing a Personalized Menu

Creating a Personalized Menu

You can create a personalized menu of the windows and menu options you use the most, and organize it into folders. Procedure
Adding a Window to the Personalized Menu

1. Open the window you want to add to your menu. 2. To open the Add to My Menu window, choose Tools My Menu Add to My Menu .

3. Select the folder to which you want to add this window and choose Add. The window is added to the personalized menu.
Adding a Query to the Personalized Menu

1. To open the Query Manager window, choose

Tools

Queries

Query Manager .

2. Choose the query you want to add to your user menu. 3. Choose Tools My Menu Add to My Menu . The Add to My Menu window appears.

4. Select the folder to which you want to add this query and choose Add. The query is added to the personalized menu.
Creating New Folders

1. In the Add to My Menu window or in the Organize My Menu window, choose New Folder. The Data Entry window appears. 2. In the Enter a new folder name field, specify a name, and choose OK. The new folder is added to the list of folders. Note To create a new folder under an existing one, select a folder and then choose New Folder.

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End of the note. More Information Main Menu: My Menu Tab Organizing the Personalized Menu

Organizing the Personalized Menu

After creating a personalized menu, you can organize it according to your preferences. This includes renaming or deleting folders, and changing the order of the objects in the menu. Procedure To modify the objects in the personalized menu: 1. Choose Tools My Menu Organize.

The Organize My Menu window displays the current structure of your menu. 2. Choose one of the following activities: Activity Select the required object and use:

Procedure

Level: to change the menu option hierarchy level Folder: to move the menu option to a different parent folder

To change an object:
Loc. in Folder: to change the menu option location within a folder Choose Rename and enter the new name in the Data Entry window. Choose Delete.

To rename an item: To delete an item: More Information Main Menu: My Menu Tab Creating a Personalized Menu

Menu Bar

The SAP Business One menu bar is located at the top of the main window and contains the following menu commands:

File Edit

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View Data Goto Modules Tools Window

The menus in the menu bar change according to the application window that is open at the time.
Keyboard Shortcuts

You can use your mouse, as well as keyboard shortcuts, to access and navigate through menus. Underlined letters in the menu text indicate these shortcuts. To use a keyboard shortcut, hold the Alt key and press the appropriate keyboard letter. The relevant menu appears. For more information about shortcuts, see About Shortcut Keys in SAP Business One.
Application-Specific Menu Functions

When you launch certain functions of SAP Business One, specific menu entries are added to the Goto menu. These menu entries are available for as long as you are using the function. For example, the Gross Profit... menu option is available when you work with the A/R Invoice. More Information SAP Business One Main Menu

File Menu

Use the File menu to select the options described below. File Menu Fields Menu Command Close Save as Draft Page Setup Description/Activity

Closes the current window. Saves the document as a draft. Lets you change the orientation of text, select paper source and size, and adjust page margins. Provides a preview window displaying the open document or report based on the default layout. If Preview Default the document or report has a Crystal Reports layout as its default, the preview opens in the Crystal Layout Reports Viewer. Opens the Choose Layout window, displaying both Crystal Reports and PLD layouts. You can Choose Layout select a layout other than the default layout to view the open document or report. If you select a for Preview Crystal Reports layout, the document or report is displayed in Crystal Reports Viewer. Print (Ctrl + P) Opens the standard Microsoft Windows Print window. Opens the Choose Layout window, displaying both Crystal Reports and PLD layouts. You can select any layout to view the open document or report. If you select a Crystal Reports layout, the document or report is displayed in Crystal Reports Viewer. The standard Microsoft Windows Print window opens.

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Note Choose Layout When you select this option, no print preview appears. and Print End of the note. Print Sequence Send Export Launch Application Lock Screen To unlock your session, enter your user name and password. Exit (Ctrl + Q) Closes the SAP Business One application. More Information Menu Bar Printing in SAP Business One Opens the Print Sequence window. Select a print sequence that you want to apply for the open document or report, and choose the Print button. Sends messages, E-mails, SMS messages, and faxes directly from SAP Business One. Exports data to the defined applications or XML, and converts layouts to PDF, text, unformatted text, or image. Starts an application from SAP Business One. For more information, see Launch Application. Prevents access to your active screen when you are not at your workstation.

Launch Application

Use this window to launch different applications directly from SAP Business One. To access the window, choose Note This topic includes explanations of some of the fields and other elements in this window. End of the note.
Launch Application Window

File

Launch Application.

Application Path Displays the path under which the application is saved and enables you to open the Application Details window. File Name Displays the file name of the application you want to launch. Run Starts the application. New Opens the Application Details window where you specify details of the applications you want to add to the list. More Information

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File Menu Toolbar

Application Details

Use this window to enter details of an application that you can later launch from SAP Business One. To access the window, choose Note This topic includes explanations of some of the fields and other elements in this window. End of the note.
Application Details Window

File

Launch Application

, and in the Launch Application window, choose New.

Number Sequential number automatically assigned by SAP Business One. Application Name Specify the name under which you want to save the path to the application in SAP Business One. Path Specify a path, or choose File name of the application. Parameters Enter any additional required parameters. User Select which users will be able to access the application. Command Select a command from the list. Window Format Select a format for the window from the list. Test Run Starts a test run to see if you can launch the application according to the path and file name specified. More Information Launch Application
Browse

(Browse) to find a path for the application file. File Name

Print Preview

Use the Print Preview option to display a document on the screen as it will appear when printed.

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For objects other than documents, SAP Business One displays the Print Preferences window. Choose Note For each print layout you can define different fonts for printing and previewing. For more information, see the How to Customize Printing Layouts with the Print Layout Designer document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation). End of the note.
Print Preferences Window

File

Print Preview

or click

Print Preview...

(Print Preview...) in the toolbar.

Printing Options Select whether you want to print a window or a table. Highlighting certain areas of a window or table, and selecting Selection Only, prints only the highlighted areas. Title By default, displays the (editable) title of the active window. Add user name Includes the name of the user in the preview and in a printed document or table. Add date Includes a date in the preview and in a printed document or table. More Information Toolbar Printing in SAP Business One

Edit Menu

Use the Edit menu to perform standard Microsoft Windows functions. Edit Menu Fields Shortcut Reverse your most recent action. Repeat an action that you just undid. Remove data from one place in the document, in order to insert it elsewhere in the document. Duplicate data to leave it where it is and also insert it elsewhere in the document. Insert data, which you have cut or copied, at the required place in the document. Remove selected data from the document. Select the entire field.

Menu Command Undo (Ctrl + Z) Redo (Ctrl + Shift + Z) Cut (Ctrl + X) Copy (Ctrl + C) Paste (Ctrl + V) Delete (Del) Select All

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More Information Menu Bar

View Menu

The View menu contains options that relate to the display functions of SAP Business One. The open window determines which functions are active. View Menu Options Description/Activity Displays user-defined fields that you have previously created in existing tables, according to your business requirements. For more information, see User-Defined Fields. Displays information in the status bar, such as form number, or item number in a database table. Lets you activate or deactivate certain picking functions, for example, a list selection, a date picker, or user-defined values. For more information, see Pickers Display. Activated indicators show you which fields can be translated or have user-defined values, and whether you can choose values from a list. Cancels manual changes to column widths in tables and restores default table settings. Displays the colors used for highlighting the dynamic information in the Dynamic Opportunity Analysis report. Displays the translated values of fields that have been translated to the language selected in the current document. This option appears only if the option Multi-Language Support is selected in Administration System Initialization Company Details Basic Initialization . More Information Menu Bar

Menu Option User-Defined Fields (Ctrl + Shift + U) System Information (Ctrl + Shift + D) Pickers Display Indicators Display Restore Column Width Legend (Ctrl + L)

Translated Values

Pickers Display

In the pickers display, you can activate or deactivate the following picking functions: Picker Type
List Selection

Description Opens a window in which you can select values from a list, for example, a list of business partners or tax codes. Opens a calendar, in which you can select a date. Opens a calculator, for example in total amount fields. Displays fields for which you have previously defined a formatted search functionality. The formatted search enables you to define values, originated by a predefined search process, for any field in the application. For more information, see User-Defined Values.

(List

Selection)
Date

(Date) (Calculator)

Calculator

User-Defined Values

(User-Defined Values)

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Translated Values

Displays the translated values of fields that have been translated to the language selected in the current document. For more information, see Translating Fields to Foreign Languages and Viewing Translated Fields.

More Information View Menu

Data Menu

Use the enabled relevant Data menu options while you perform various actions in SAP Business One. For example, you can add and delete rows, or scroll between the records, when filling in a table. More Information Menu Bar

Goto Menu

The Goto menu is active depending on the window that is currently displayed. The choices in the Goto menu are links, which enable quick access to the window, reports, and specific fields in the window. For example, when you display an A/R invoice, options such as Base and Target Document, Gross Profit, Payment Means, and Transaction Journal ... are available. You can access many of the Goto menu options from the Context menu. More Information Menu Bar

Modules Menu

The Modules menu contains a list of all modules with their related options. The menu options:

Are arranged in the same order as the menus in the Main Menu Cannot be modified May be inactive for unauthorized users

For more information about each of the SAP Business One modules, see Main Menu: Modules Tab. More Information Menu Bar

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Tools Menu

The Tools menu in SAP Business One contains a variety of commands that are either active or inactive, depending on the currently open window. Tools Menu Options Menu Options Description/Activity Let you design layouts for printing. The option is available when most document types or Print Layout Designer reports are active. For more information, see Print Layout Designer. XL Reporter Enables you to generate diversified reports. Preview External Lets you preview a Crystal report that you have not yet imported into SAP Business One. Crystal Report Displays the Form Settings Window containing a list of all the fields, rows, and tables that you can arrange in any particular window. Form Settings (Ctrl + Shift + S) The options available to each window depend on the window itself. For example, row and table options are available in sales and purchasing documents. Displays the System Messages Log window where you can see the last error messages, according to the definition in General Settings. System Message Log You can select whether to display all types of messages, error messages, warnings, or information messages only. Tracks changes to the authorization system and to different documents and master data in Change Log SAP Business One. For more information, see the Change Log Window. Used to display and organize system and user-defined queries, run the Query Manager, and Queries select a print layout for a query. Organize or add new options to the user menu. For more information, see Main Menu: My My Menu Menu Tab. Select Customize to define your own shortcuts to frequently used windows in SAP Business My Shortcuts One, or select one of the previously defined shortcuts. For more information, see Customize User Shortcuts. User-Defined Values Enter values, originating from a predefined search process, to any field in SAP Business One (Shift + F2) (including user-defined fields). For more information, see User-Defined Values. Displays and manages user-defined windows, which contain additional fields that your User-Defined business might require for day-to-day activities. For more information, see User-Defined Windows Fields. Displays a list of user-defined tables you have previously created in SAP Business One. Your Customization Tools business might require these additional tables for its day-to-day activities. Displays new business logic or new objects in SAP Business One, based on existing Default Forms functionality. For more information, see User-Defined Objects. More Information Menu Bar

Print Layout Designer

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The Print Layout Designer tool allows you to modify and customize the SAP Business One default printing layouts according to your requirements. You can set one of the print layouts as default for all or some of SAP Business One users, and link specific print layouts to selected business partners. You can open the printing layout for any document or report in SAP Business One. To access the Print Layout Designer: 1. Open a document or a report. 2. Do one of the following:

Choose

Tools

Print Layout Designer

In the toolbar, click the

(Print Layout Designer) icon.

For more information, see the How to Customize Printing Layouts with the Print Layout Designer document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation).

Layout Designer - Selection Criteria

The Layout Designer - Selection Criteria window provides a list of available SAP Business One print layouts for printing documents and reports in SAP Business One. More Information For more information, see the How to Customize Printing Layouts with the Print Layout Designer document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation). Print Layout Designer

Default Layout

The Default Layout window lets you define default print layouts for specific users. More Information Print Layout Designer For more information, see the How to Customize Printing Layouts with the Print Layout Designer document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation).

System Message Log

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The System Messages Log pane displays up to the last 50 system messages appeared on the application window for the current user since the last login. By default this pane is visible and located at the bottom part of SAP Business One application, but you can close it, move it, and re size it as required, like any other application window. To access the window, choose
System Messages Log Fields

Window

System Messages Log

Errors Select this checkbox to display in the system message log system messages of type error. When an error message is displayed, you cannot complete the task you were doing, and you must first solve the problem that triggered the error message to appear. Example You have created a delivery and chosen the Add button, but you have not specified a delivery date. The system message: Delivery Date is missing appeared. This is an error message. Only after you specify a delivery date in the Delivery Date field, you will be able to add the delivery document. End of the example. Warnings Select this checkbox to display system messages of type warning in the log. When a warning message appears, you can complete the task you were doing, but first you have to choose whether to ignore the problem reported in the warning message or to solve it. Example You have created goods receipt PO and chosen the Add button, but you have not specified any prices in the document. The following warning message appears: Document total is zero. Continue? by choosing the Yes button you can complete the task and add the document, by choosing the No button you can review your document again and then add it or save it as a draft if you are not sure. End of the example. Information Select this checkbox to display system messages of type information in the system message log. Information type message enables you to choose between two (or more) possible options, depends on your business needs. Example You have created a sales order, and only after you have specified the different items in the table, you have specified the delivery date. The following information message appears: Update existing rows? if you choose the Yes button, the delivery date is applied on the items in the table, if you choose the No button, the current date is set to the items in the table. End of the example. Last Messages to Display Select from the dropdown list the number of system messages to display in the system message log. You can choose number between 5 to 50 with intervals of 5. The default value in this field is 50. If the number of system messages occurred is bigger than the number you have chosen in this field, the more recent messages are displayed. Message Displays the message text as appeared in the system message dialog box, or on the status bar. Help

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Indicates whether a help page is available for the system message. If available, Help hyper link appears in the row. Click it to read detailed information about the system message. If help page is not available for the system message, this field is empty. Context When relevant, provides you with specific details about what and why the system message appeared. Example You have created a sales order and chosen the Add button, but you have not specified a delivery date. The system message Delivery Date is missing is displayed on the status bar and also in the system message log. In the Context column the following information is displayed Field: Delivery Date, indicating that the Delivery Date field is the source of the problem. End of the example. Date / Time Displays the date and time on which the system message occurred. This column is sorted in a descending order: the latest system message appears in the first row, earlier system messages appear in later rows. The formats of the date and time are according the definition made in: Administration System Initialization General Settings Display tab Date Format and Time Format fields . Message ID When available, displays the unique identifier of the system message, combined of eight or nine digits. You can use the message ID as a search key in the online help. Example The message ID of the system message Delivery Date is missing is 10000442. End of the example. More Information Window Menu

Change Log Window

Use the change log to track changes in most windows of SAP Business One. By tracking the change log, your auditors can have an easier verification and audit of G/L entries. Each time you update, for example, tax groups, withholding tax, house banks, freight, credit card, authorizations, sales, purchasing documents, or charts of accounts, the system tracks down the change and saves it in the Change Log window. To access the window, make the necessary update in a window and choose Tools Change Log... .

To display the log of a certain change instance, in the Change Log window, double-click the line of the instance. The ... History Instance #... window appears. The window displays the read only details of the change instance.
Change Log Fields

Instance

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The sequential number of the change made. 1 is assigned to the first change, 2 is assigned to the second change, and so on. Object Code Displays the unique code of the record that is changed. Example If you have updated an account in the Chart of Accounts window, the G/L account code of the updated account appears in this field. End of the example. Updated Displays the date on which the element was updated User Name Displays the name of the user who updated the element Show Differences Opens the Differences window for the selected instance. The window provides detailed information on the changes that were made. More Information Tools Menu

Query Manager

In this window, you can:

Display all the queries that exist for specific categories Create user reports Delete reports

Query Manager

Query Name Name of the report. Query Category Category for which the reports are displayed. Manage Categories Opens the Create/Edit Categories window, in which you create and edit query categories, and assign them to authorization groups. Print Prints the selected report. This option is available only if a print layout was created for the selected query. Print Preview

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Calls up a print preview for the selected report. This option is available only if a print layout was created for the selected query. Create Report Opens the Create User Report window. Use this option to define a print layout for queries, which enables you to print these queries. Remove Removes the selected query and all associated layouts. More Information Tools Menu

Changing a Saved Query

Procedure 1. From the Tools menu, choose Queries Query Manager . The Query Manager window appears.

2. Locate the query you want to change and choose OK. The query results are displayed. 3. Click 4. Click
Display

(Display) located next to Display Query Structure. The query script appears.

Edit

(Edit) and change as necessary.

5. Choose Save. The Save Query window appears.

To overwrite an existing query, expand the corresponding group and select the query. Confirm the prompt that appears. To save the changed query under another name, specify that name here. You would do so, for example, for changed system queries. The group to which the query currently belongs is proposed automatically. To change this assignment, specify the group or groups to which the changed query should be assigned. To save a system query as an individual query, specify a number.

6. Choose Save.

Executing Saved Queries

Procedure 1. Choose Tools Queries Queries Manager . The Queries Manager window displays the system and user-defined queries. Categories that do not contain any queries are not displayed. 2. Click (Display) next to the category that contains the required query. A list of all queries related to this category is displayed.
Display

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3. Select the required query and choose OK to run it. A window displaying the results of the query appears. Note If the query requires insertion of values for variables, a Selection Criteria window appears when you choose OK, asking you to specify the relevant values. After you enter the relevant values, choose OK to run the query. End of the note.

Deleting a Saved Query

You can delete queries in both the Open Saved Queries and Save Query windows. Procedure 1. Select the query you want to delete. 2. Choose Remove. 3. Confirm the prompt that appears.

Assigning Permission Groups

The check boxes displayed under the Permission Groups title allow a selective definition of permissions to the queries stored in the various groups. You can define permissions for different users for all the groups, some of them, or none. Procedure 1. Select the relevant boxes at the bottom of the window in order to assign your new category to one or more of the permission groups. Note

If you do not select at least one box, the new category will not be created. To assign your new category to all the permission groups, select Check All.

End of the note. 2. Choose Add to add the new category.

Creating and Editing Categories in the Query Manager

All the categories defined in SAP Business One are displayed in the center of the Create/Edit Categories window.

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When you run a saved query from the Tools menu, only categories that contain queries are displayed. To display this window, choose Query Manager Manage Categories . To edit or add a new category: Procedure 1. Type the new category name in the Category Name. 2. Assign an authorization group to the new category by clicking one of the boxes at the bottom of the window. 3. Choose OK

Create/Edit Categories Window

Use this window to create a new query category, which you can then use to allocate authorizations for different queries.
Create/Edit Categories

Category Name Enter a name for the new category. Authorization Group Select one, several, or all the checkboxes to assign the category to one of the permission groups. Select at least one checkbox for the system to create a new category. Add Saves the category. Cancel Returns you to the Queries Manager window. Select All Assigns the category to all permission groups. More Information Creating and Editing Categories in the Queries Manager

Changing the Name of an Existing Category

Procedure 1. From the Tools menu, choose Queries Query Manager . The Query Manager window appears.

2. Choose Manage Categories, and in the Create/Edit Categories window, select the required category. The name is automatically displayed in the Category Name field. 3. Specify a new category name, and choose Update to save your changes.

Save Query Window

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Use this window to save a new query by assigning it to one of the query categories. For more information, see Create/Edit Categories. Query Name Enter a name for the new query. Query Category To use an existing category, choose one from the list below. Manage Categories Choose to create a new category. See Create/Edit Categories. Save Choose to save the query. Cancel Choose to return to the Query Interface Results window. Remove Choose to delete the query.

Saving a Query
Procedure After you have created the query and selected Execute, the Query window appears. 1. In the Query window, choose Save. The Save Query window appears. 2. Specify a name for the query in the Query Name field. 3. In the Query Category field, specify one of the categories that appear below the field. 4. To create a new category, choose Manage Categories and create the new category in the window that appears. 5. Choose Save to save the query in the category you specified.

Query Generator

Query Generator is an SAP Business One tool that enables you to create queries using the SQL query engine. This tool is designed for data retrieval/selection only, and not for updates. The Query Generator enables you to:

Create nearly any query yourself that can quickly answer questions arising in your company. Access all the data in the database and evaluate it according to your needs. Create individual report forms using the simple query syntax.

After defining a query, save it for fast access in the User Queries library. You can change or restructure your saved queries at any time.

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To access the Query Generator choose from the Tools menu: Recommendation

Queries

Query Generator

We recommend that you first define a few simple queries to familiarize yourself with this tool. Then write more complex reports as you learn. Accordingly, the descriptions in this module start with simple queries and proceed to more complex definitions. End of the recommendation. Example An initial example illustrates the principles of defining a query. End of the example. You can find general information on the structure of the database in SAP Business One, which should help you proceed to more complex queries. More Information Query Generator Window

Structure of the Database

The SAP Business One database saves all the data that is defined in the system. For example, for customers, items, or invoices in different database tables. Each table stores the relevant data for the respective object. The table for an invoice stores invoice number, customer number and name, creation date, number of sold articles, invoice amount, etc. In this process, we differentiate whether the data involves the header of an invoice or the rows with the sold articles. These two data types are stored separately in the corresponding table in the database.

Syntax for Defining a Query

The rules of syntax for defining queries are the same for both simple and complex queries, and must be followed.

A query condition appears only once in the query definition and always begins with IF. Every other condition is performed on the corresponding field, even if the field already appears previously in the definition. If you define a condition with the item number, and you want to add another condition for the item number, it would follow this example: The definition would start with IF ItemCode INCLUDES computer, and would continue with AND ItemCode INCLUDES package. When you enter a value range for a condition, you must enclose it in square brackets. Two periods separate the lower limit from the upper limit. To define multiple value ranges, separate them with a comma. For example:

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IF ItemDescription IN_RANGE [a .. bank, c .. jar]

When you define several consecutive conditions, they are handled just like mathematical operations.

Use parentheses if you want to define a specific sequence for the query. Enclose the conditions that you want to process first in parentheses, just like you would for mathematical operations. The system processes the conditions in parentheses first, followed by the other conditions.

AND conditions always have priority over OR conditions.

Note The fields that will be displayed in the query always appear before the query conditions and are, therefore, written to the left of the conditions. If you want to add another field to the display after you have defined the conditions, you have to insert the field to the left of the conditions. To do so, either drag the field to the appropriate position, or position the cursor in the appropriate place and double-click the field in the data column. End of the note.

Principles of Defining a Query

To define a query, you must first define the formatting for the report data. You then specify the conditions for selecting an object for the query. Procedure 1. Define which data you want the report to contain by choosing the corresponding database table in the database the table that contains the invoices in this case. 2. Identify the data fields that you want to include in the report. In this example, they are the customer name and number, the invoice number, its creation date, the due date, and the amount due. 3. Define the conditions an invoice has to meet to be included in the report. In this case, the condition is that the invoice has not been paid as of the report date. 4. To create the query, either use the provided automatic selection options for inserting tables, fields, conditions, variables, and so on, or manually specify the required information in the relevant query zones.

Creating Simple Queries

Query Generator is an SAP Business One tool that enables you to create queries using the SQL query engine. Note

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This tool is designed for data retrieval only. Do not use it for any kind of updates. End of the note. Procedure 1. From the Tools menu, choose Queries Query Generator . The Query Generator window appears.

2. To enable inserting conditions and variables into the query, choose the Conditions button. An additional section of the window opens. 3. The cursor is automatically located where table selection takes place. Press Tab to open the Choose from List window, which displays all tables in SAP Business One. 4. Double-click a table to insert it into the Tables zone. 5. Repeat the previous step to select additional tables, if needed. 6. To select fields: 1. Highlight the relevant table. The fields in this table are now listed in the table area. 2. Double-click the required fields to display them in the Select area. 7. To apply conditions or use any variables in the query: 1. Place the cursor in the Where area. 2. Double-click the field on which you want to apply a condition. The selected field is displayed in the Where area. 3. Choose the required condition from the Conditions list, and complete it by specifying the conditioned value. This can be a constant value (number, text), another field, or a variable. 8. To generate the report, choose Execute. Once the results are displayed, you can save the query. 9. Choose Close to close the Query Generator window.

Selecting Tables for the Query

Procedure 1. In the Title field of the Table area, press the Tab key. The Choose from List window opens displaying a list of all tables in SAP Business One. 2. Double-click a table to select it. The selected table is entered to the Tables area. 3. In order to select additional tables, choose the Title field in the Tables area and press the Tab key. 4. After you have selected a table, you can select tables which are related to it. Do so by dragging the related table name from the Fields area to the Tables area.

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When you select a table, its fields are instantly displayed in the Fields area. If the selected table includes a field that relates it to another table, this field is displayed in bold. Dragging this field to the Tables area adds the related table to the list of selected tables.

Selecting Related Tables

Procedure 1. Select the required table in the Table field. 2. Highlight the selected table to display all its related tables in the lower part of the window, under the title Tables related to. You can use the related tables when creating the query. 3. Double-click the relevant tables in the lower part of the window to place them in the top part. The tables displayed at the top part of the window are the tables from which you can retrieve data for the query. 4. To delete tables from the list, place the cursor in the row you want to delete and from the Data menu, choose Delete Line. 5. Choose Next to proceed to the Result & Sort Fields Selection window.

Removing Tables from the Tables Area

Procedure 1. Select the table you want to remove. 2. Choose the X button.

Selecting Fields for the Query

Procedure 1. Choose the required table in the Tables area. 2. Double-click the required fields in the Fields area to select them. The selected fields are entered into the Select box.

Printing Query Results

Procedure 1. Print the query directly by choosing Print. 2. Enter preferences for the print version by choosing Print Preview. The Print Preferences window opens. If a document printing layout is specified as the default for a query, the application automatically selects it and prints the query results of this printing layout, or displays it on the screen. 3. Choose the Window option button to print the window as it is displayed on the screen.

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4. Choose the Table option button to print the entire table, including the rows and columns not visible on the screen. Note You can also use this function to select particular rows and columns for printing. To do so, click the row number or the column header. End of the note. 5. Enter a header to be printed in the Title field. The system automatically proposes the name of the query. 6. Select the Add User Name checkbox to ensure that the name of the user is printed in the header and activate the Selection Only box. 7. Select the Add Date checkbox to ensure that the current date is printed in the header. 8. Choose OK to save your settings. The print preview appears on your screen. More Information Printing in SAP Business One

Queries Window

This window displays the results of a query executed from either the query wizard or the Query Generator tool. The upper section displays the script of the executed query; the lower section displays the query results in a table.
Queries Window

Hide / Display Query Structure Choose to hide the query script. Edit Query Script
Edit

(Edit) Enables editing the query script. Block Query Script

Prevents changing the query script. Table Displays the query results. The columns are a result of the selection criteria you defined in the Query Interface window. Execute Choose to run the query again. Cancel Returns you to the window from which you executed the query.

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Reverse Table Choose to display the table either from right-to-left or from left-to-right. Graph Choose to display the query results as a graph. Save Opens the Save Query window where you can save a new or changed query for future use. Open Opens the Open Saved Query window. More Information Query Wizard Query Generator

Query Generator Window

Use the Query Generator window to define and create your own queries. Select tables and fields on the left, conditions and variables on the right of the window.
The Tables Area

Use this area to select as many tables as you need for your query. When you select a table, its fields immediately appear in the Fields area. Fields that are related to other tables are displayed in bold typeface. You can add the related table to the list of selected tables by dragging the related field to the Tables area.
The Fields Area

The Fields area includes two columns: Name and Description. In the resulting report, field descriptions are used as the field titles.
The Query Area

Select Displays selected fields separated by commas. The fields in this area appear with a T0, T1, ... Tn prefix, which represents the table number from which a field is taken. If you specify a field manually:

Add a comma to separate it from adjoining fields Add a prefix with the relevant table number

From Displays selected tables for the query. The application assigns the prefix number according to the order in which the tables were selected. Where

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The area where the query conditions are defined and formulated. Sort by Define how to sort the query results. Example You create a query that lists the numbers of all sales quotations created by specific users for specific customers. To sort the query results by user, specify the User field in the Sort by area. End of the example. Group by Group the query results according to specific criteria. Example You want to create a query that lists the customers to whom sales quotations were issued during a defined period. In this case, you group by customer code, so that each customer appears once, regardless of the number of sales quotations issued to each one. End of the example. Conditions Opens the Conditions area in which you choose variables and conditions. More Information Search Functions in SAP Business One Query Generator Creating Simple Queries Principles of Defining a Query

Query Wizard

Use the Query Wizard to build a report that does not exist in the application. The Query Wizard is an interface through which you can view the database tables and fields. It enables you to create queries based on the database logic. To open the Query Wizard, choose from the Tools menu: Note You can create queries that only retrieve data, not to manipulate or change it. End of the note. More Information Queries Query Wizard .

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Query Wizard: Select Tables for The Report Query Wizard: Select Fields and Sort Orders Query Wizard: Conditions and Relations Query Wizard: Query Wizard Completed

Query Wizard: Select Tables for the Report

Use this step to select the database tables from which you want to retrieve data for the report.
Query Wizard: Select Tables for the Report

Table Displays the table code that is defined using four characters, for example, OITM. Press TAB to open the Choose from List window. From the window, select the table(s) from which you want to retrieve data. Each table you select is placed in a separate row in the table. Description Displays the full name of the tables you select, such as Items. Lower Table Displays the codes and descriptions of tables related to the table in the highlighted row of the upper table. This information can help you determine whether you need additional tables that are logically linked to the tables you have already selected for your query. To add a table from the lower table to the upper table, double-click the relevant row in the lower table. More Information Query Wizard

Query Wizard: Select Fields and Sort Orders

Use this step to select the required fields from the tables you chose in the previous step and define a sort order for them.
Query Wizard: Select Fields and Sort Orders

Table From the drop-down list, choose the table in which the required field is found. Only the tables you selected in the previous step and the Comp. option are available here. Field Press TAB and choose the required field from the Choose from List window. This window displays fields from the selected table only.

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Heading Displays by default the field description. Change this text to display a different heading in the report results. Sort Order Use an integer (1, 2, 3) to set the sort priority for the selected field. Sort Type Select an ascending or descending order for sorting the query results of a field that has a sort order assigned. Group (Y/N) Choose Yes to group the report results according to the results in this field, or leave empty if you do not want to group. Caution In grouped rows the computation options are disabled. End of the caution. Comp. This column offers six computation options:

Total Records Displays the number of records retrieved but not the records themselves. Total Distinct Records Displays the number of distinct records retrieved, but not the records themselves. Amount Displays the sum of the values of that field in the retrieved records. This option and Average are relevant for fields that contain numeric values, such as quantities and amounts. Average Calculates and displays the average of the values of that field in the retrieved records. Minimum Displays the smallest value of this field from within the retrieved records. Maximum Displays the largest value of this field from within the retrieved records.

Note To cancel a previous selection, click the column and select the blank row from the drop-down box. End of the note. Note A row in which one of the computation options is selected cannot be grouped. End of the note. More Information Query Wizard

Calculation Field Window

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Use this window to define a field for displaying the result of a specific calculation when the query is executed.
Calculation Field Window

Field Name Specify a title for the calculation field. This title will be the header of the calculation column in the query results window. Table Select the table that contains the field you need for the calculation. Only tables selected in the Select Tables for the Report step are available. Field Choose the field you need for the calculation. Oper. Choose the required operator:

+ for addition for subtraction X for multiplication / for division

Table Choose the table that contains the field to which you want to apply the calculation. Only tables selected in the Select Tables for the Report step are available. Field Choose the field to which you want to apply the calculation. More Information Query Wizard

Query Wizard: Conditions and Relations

Use the Display Conditions and Display Relations tabs in the Conditions and Relations step to define the conditions and relations for retrieving data. Both conditions and relations are based on the database structure and logic.
Display Conditions Tab

Brackets Columns ( ) Define the priority sequence of the conditions. Click these columns to select the appropriate bracket type. Table Click this column to select the table for which you want to set conditions. Field Press Tab to select the required field from the selected table, for which you want to set conditions.

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Condition Click this column to choose the required condition: Equal, Greater than, Smaller than, Not equal, Contains, and so on. The following terms also appear on the list:

IS NULL the field on which you apply the condition is blank IS NOT NULL the field on which you apply the condition contains a certain value

Example If no value was entered in the Customer/Supplier Ref. No. field in a marketing document, the value of that field is NULL. End of the example. Table Click this column to select an additional table. This enables you to:

Create a condition that combines two different tables (optional)

Compare one field to another in the same table Field/Value The following alternatives can be defined in this column:

Field from a table enabled only if a table was entered in the Table column Fixed value any fixed data, such as string or number Variable enter the string [%0] to create a query that first displays a field for entering a value, and then runs Note Each variable is unique. Therefore, if you have to define more than one variable, you should name them as follows: [%0], [%1], [%2]... End of the note.

And/Or This column enables you to define complex conditions, by defining the relationship between two or more conditions that you define.

AND retrieves records that comply with all the conditions linked by the AND operator OR retrieves records that comply with at least one of the conditions linked by the OR operator

Display Relations Tab

Execute Applies the defined relation between the tables that appear in the row. When this checkbox is selected, SAP Business One adds another condition. This means that the records you want to retrieve must comply with the conditions defined on the Define Conditions tab and with the added condition.

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From Table Select the checkbox All to display data from the table that appears in the To Table section of the query results. To Table Select the checkbox All to display data from the table that appears in the From Table section of the query results. More Information Query Wizard

Query Wizard: Query Wizard Completed

This window displays the script of the query you defined using the Query Wizard. To execute the query, choose Finish; to move to the previous step, choose Back. More Information Query Wizard

System Queries

SAP Business One provides system queries, which enable you to generate additional reports and retrieve data that is not available by running the other reports. You access system queries either from the different modules in each module the relevant system queries appear as entries in the menu, identified with the icon them from Tools Queries System Queries . or by choosing

Customize User Shortcuts

Use the Customize window to define your own shortcut keys for opening frequently used windows. To access the window, choose

Tools

My Shortcuts

Customize

The List tab lists all the shortcut keys and the windows to which those keys are allocated. On the Allocation tab you choose the shortcut keys for selected windows. The Allocation tab is divided into two panes. The left pane displays modules in SAP Business One. The right pane displays windows in the selected module.

Customize Window Fields Allocation Tab

Shortcut Select a shortcut key to allocate to a window. Current Window

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Name of the window to which you have allocated a shortcut key. Module List of all modules in SAP Business One. Window List of windows from the selected module to which you can allocate a shortcut key. Allocate Assigns the selected shortcut key to a selected window. Remove Cancels the shortcut key allocation. More Information Tools Menu

User-Defined Values

The User-Defined Values function enables SAP Business One users to enter values, originated by a predefined search process, for any field in the system (including user-defined fields). Examples of using this function include:

Automatic entering of values into fields using various objects in the system Entering values into fields using a predefined list Automatic entering of values into fields via user-defined queries Creating dependence between fields in the system, for example, the value in field X influences the value in field Y. Displaying fields that can only be displayed using queries, for example, User Signature, Creation Date, Open Checks Balance (for business partner), and so on Tools User-Defined Values .

To access the entered values, choose

For more information, see the How To Define and Use User-Defined Values document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation). More Information Tools Menu

Search by Saved Query

Selecting the Search in Existing User-Defined Values according to Saved Query radio button adds additional fields to the User-Defined Values - Setup window. The field directly beneath the radio button is used to select the saved query.

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Procedure

1. Double-click the field below the radio button. The Queries Manager window displays. 2. Locate the required query and double-click it. The query name will be entered in the field. 3. Choose Update.
Auto Refresh When Field Changes

The Auto Refresh When Field Changes checkbox toggles the execution of linked queries and the display of its results in the field to which the query is linked. To conduct an auto refresh, choose the field type for the refresh operation (Title or Table) and the field name. You can select the field from the dropdown menu. Select the option When exiting altered column to refresh when a Table type field changes. Select the desired field from the list of Table fields found in the dropdown menu (located under Auto Refresh When Field Changes). Any change in the selected field will cause the search field to be refreshed. If you deselect the Auto Refresh When Field Changes checkbox, values can only be entered in the text field by selecting the field and choosing Shift+F2 (or selecting Tools User-Defined Values from the menu bar). When this checkbox is selected, the refresh is performed when one of the two field types changes:

Title field: Any field in the window located outside the windows table. Table field: Any field located in the windows table.

If the Auto Refresh When Field Changes checkbox is selected, the dropdown menu below it becomes active. The following two radio buttons are displayed: Refresh Regularly: Selecting Refresh Regularly causes the search field to be refreshed each time you open or browse to the document containing the formatted search. If the field is linked to a query, this opens a multi-row Choose from List window, the first value appearing on the list will be chosen during an auto refresh. Avoid using the Refresh Regularly option for this type of query because it might affect documents you did not intend to affect. Auto refresh is not be implemented in fields that cannot be updated, for example account code in an existing journal entry and item code in an existing delivery note. As a result of the auto refresh (of editable fields) the document's status changes from OK to Update. Press the Update button or the Enter key to update the document (if the value in the field has changed). Therefore, ensure that the auto-refreshed query is required before selecting this option. Display Saved User-Defined Values: Select Display Saved User-Defined Values to display the value saved in the field during the addition/update of the document i.e. the value saved in the database. The field will be refreshed only if you replace the field linked to the query.

User-Defined Tables

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SAP Business One supports adding user-defined tables for storing additional sets of information. For example, a user-defined table could store information about a company's fleet of cars or a company's collection of documents. User-defined tables can be used to create user-defined objects, which help developers in building add-ons. To display the User-Defined Tables Setup window, choose Tables - Setup . Tools Customization Tools User-Defined

For more information on user-defined tables, see the How To Create User-Defined Fields and Tables document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation). More Information Tools Menu

User-Defined Fields

SAP Business One supports adding user-defined fields that might be essential for the day-to-day activities of your business. You can display user-defined fields in the print layout designer or in the Query Generator window. To display the User-Defined Fields Management window, choose Fields - Management . Tools Customization Tools User-Defined

For more information on user-defined fields, see the How To Create User-Defined Fields and Tables document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation). More Information Tools Menu

Updating User-Defined Fields

Procedure You can update the following values:

Description Length Valid values Default values

You cannot update the following values:

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Field type Status of the Mandatory field

To update a user-defined field, click it and press Update.

User-Defined Objects

Use the User-Defined Objects function to add new business logic or new objects to SAP Business One. These objects are created with the help of existing SAP Business One functionality. You can create the following types of objects:

Master data, for example Business Partner Master data lines, for example, the Address in the business partner master data Documents, for example, the A/R Invoice Document lines, for example, the Contents tab in the A/R invoice

In addition, services for the new object can include history and log information. To add a user-defined object, you must have a registration - the User-Defined Registration Wizard. As an option, we recommend Object Implementation - currently we support C++ objects only. Create a table before you create an object, and then link it during the registration. While creating the table, define an additional field to set the table type. Additional fields, including all the default properties, are added by SAP Business One automatically. To access the Registration Wizard, choose Tools Customization Tools Objects Registration Wizard .

For more information, see the How To Create User-Defined Fields and Tables document, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation). For additional information, see the User-Defined Objects documentation in the SDK toolkit. More Information Tools Menu

Window Menu

The Window menu enables you to cascade or close all the open windows, to change the color of a window, to activate a particular open window, and to display or hide the Main Menu. Window Menu Options Description/Activity Arranges all the currently open windows so that they partially overlap each other.

Menu Option Cascade

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Close All Color

Closes all open windows with the exception of Main Menu. Lets you choose a color for the active window. Sets the SAP Business One Main Menu as the active window.

Main Menu (Ctrl + 0) This is useful if you have closed Main Menu accidentally, or need to bring it to the top of a number of open windows. Messages/Alerts Displays the Messages/Alerts Overview window, which shows your E-mail, SMS, and fax Overview messages, and your alerts. Displays the Calendar, so that you can view your meetings, telephone calls, and other Calendar activities. Displays the System Message Log pane at the bottom of SAP Business One window. This pane System Message lists the system messages appeared on SAP Business One window for the current user since Log that last log on to the application. In addition, when you open a new window, its name is added to the Window menu. You can then activate the window from that menu. To switch between two or more open windows, press Ctrl+1, Ctrl+2, and so on depending on the number of open windows. More Information Menu Bar

Help Menu

The Help menu enables you to access all the documents provided with the release of SAP Business One you are currently using; provide feedback about the application and documentation; and submit messages to the support center. Help Menu Options Activity/Description This menu item encompasses:

Menu Option

Online Help: to launch the online help of SAP Business One Context Help: to launch the online help page that corresponds to the currently active window in SAP Business One What's This?: to launch the description of the field at which the mouse is pointing. The option is active only if the field is enabled (not read-only).

Documentation

Additional Documents: to launch the Additional Documentation screen from which you can access the Administrator's Guide, the Whats New document, and other documents provided with SAP Business One Help Settings: to specify the language of the documentation, and whether to launch it from the local machine or directly from the server

Note For SAP Business One 8.8 documentation updates, see SAP Note 1291272.

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End of the note. Welcome Screen Enables you to launch the Welcome screen of the application, which includes useful links to documents and training material. Enables you to:

Look for SAP Notes and calls submitted to the support center Submit a message to the support center

Support Desk
Run the Restore utilities, following explicit instructions from a support consultant Enables you to submit your feedback about application functionality and/or the documentation.

Your Feedback About This option is not for submitting messages to the support center. Displays the exact version and build of SAP Business One that you are using.

Help Settings

Use this window to set online-help preferences for your system. You can set the language of the help and whether it is installed locally on the computer or from a network location. Language Specifies the language in which the online help will be displayed. You can change this setting any time you want. Local Installation Specifies that the online help for the language you chose will be installed locally on your computer. This option is useful when you are working offline, and you want that your preferred online-help language still be available. Note When you install a new language, choose Download and allow a few minutes to complete the installation of the online help. End of the note. Shared Folder Specifies that the online help is displayed from a network location, rather than installed locally. This location is displayed in the field below.

Toolbar

The toolbar, located below the menu bar, is a collection of icons that provide easy access to commonly used functions. Active functions are shown in color, while inactive ones are grayed out. The functions represented by the buttons are also available in the menu bar. To hide or show a toolbar, right-click in the toolbar area and select or deselect, as required.

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Toolbar Icons Icon

Print Preview... Print...

Description/Activity Enables you to view a document before printing. See also Print Preview. Prints the active document on the specified printer. Displays the Send Message window, in which you add the E-mail address and enter the text of the message. Displays the Send Message window, in which you enter the phone number and the text of your SMS message. Displays the Send Message window, in which you add the Fax number and enter the text for the fax. Enables you to export data to Microsoft Excel. Enables you to export data to Microsoft Word. Enables you to export data as a PDF (portable document format) file.

(Print Preview...)

(Print...) (E-mail...) (SMS...) (Fax...) (MS-EXCEL) (MS-WORD)

E-mail...

SMS...

Fax...

MS-EXCEL

MS-WORD

PDF

(PDF) (Launch (Lock Screen)

Launch Application...

Application...)
Lock Screen Find

Enables you to launch different applications directly from SAP Business One. See also Launch Application. Enables you to lock the active screen. See also File Menu. Switches to Find mode. See also Working in the Find Mode. Switches to Add mode. See also Working in the Add Mode.

(Find) (Add) (First Data Record) (Previous Record) (Next Record) (Last Data Record) (Filter Table...) (Sort Table...)

Add

First Data Record

Previous Record

Enables you to navigate between objects of the same type. See also Data Menu.

Next Record

Last Data Record Filter Table... Sort Table... Base Document...

Enables you to search and display specific data in SAP Business One. See Filtering Data in SAP Business One. Enables you to sort data in a table. See Sorting Data in Tables.

Target Document...

(Base Document...) Displays a document that has been created on the basis of the selected document or as a follow-up to the selected document. For example, you can view the original sales quotation or the subsequent A/R invoice from a (Target delivery. (Gross Profit...) Displays the Gross Profit window for a sales document. See Gross Profit.

Document...)
Gross Profit... Payment Means...

Enables you to specify payment means for a document. See Payment (Payment Means...) Means. Calculates the volume and weight of the items in marketing documents. (Volume

Volume and Weight Calculation...

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and Weight Calculation...)

Transaction Journal...

(Transaction (Print Layout

Journal...)
Print Layout Designer...

Displays the Transaction Journal Report with the summary of all the accounting transactions. Lets you select a print layout and edit layouts for printing documents and reports. See Print Layout Designer.

Designer...)
Form Settings...

Query Manager... Messages/Alert Overview...

Displays the Form Settings window with the list of options for the active window. You can change these settings to modify the fields, rows, and (Form Settings...) tables displayed in a window. Additionally, see Tools Menu. Displays the Query Manager window. For more information about queries, (Query Manager...) see Query Manager. Displays the Messages/Alerts Overview window, which displays user messages and alerts. The SAP Business One Calendar displays your scheduled meetings, phone calls, and other activities. Displays the SAP Business One online help.

(Messages/Alert Overview...)
Calendar...

(Calendar...) (Context Help...)

Context Help...

More Information SAP Business One Main Window

Status Bar

The status bar is an area at the bottom of the Main Menu window that displays error messages, system information, and the progress of lengthy work processes, for example, a report being executed, or a running search. The left corner of the status bar displays field names, the number of characters for each field, and error messages. If you have selected System Information from the View menu, the database information for each field on a form also appears, for example, the name of the database table, the number of the form for a particular field, and the position of that field in a table. The central area of the status bar displays the date and time. The right corner of the status bar displays input fields that you drag to that area, for example, the name and telephone number of your vendors contact person. More Information Field Information and System Messages in the Status Bar Displaying User-Specific Information in the Status Bar

Field Information and System Messages in the Status Bar

The left-hand corner of the status bar displays field information and system messages.

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To display field information, position the cursor over a specific field and the field name and length appear. To display system information for each field in a window, choose cursor over a field and its relevant information appears. The following message types appear in the status bar:

View

System Information ; then position the

Confirmation Message Provides information about the successful execution of system functions and does not affect your work; displayed against a green background.

Information Message Informs about an action occurring in SAP Business One but does not disturb the workflow; displayed against a blue background.

Error Message Appears when you cannot continue a specific action until the error is corrected; displayed against a red background. The error message describes the problem and may offer suggestions for correcting the error.

More Information Status Bar

Displaying User-Specific Information in the Status Bar

You can display user-specific information in the status bar. For example, while processing transactions for a certain vendor, place the name and the telephone number of the contact person in the status bar. The next time you open that window, the relevant fields appear in the status bar. Procedure
Dragging Information to the Status Bar

1. Open a window that contains fields you want to display in the status bar, for example, Business Partner Master Data. 2. Position the cursor on the required field, and drag it to the right-hand corner of the status bar. Note You can display up to four fields. End of the note. Use this procedure to replace old information in the status bar by dragging and dropping new fields. Note

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To delete the user-specific information from the status bar, press Alt and choose the field you want to delete. End of the note. More Information Status Bar

Context Menu

The Context menu includes commands relevant to a window or one of its areas. These commands are shortcuts to the most frequently used functions, which may not be available from buttons, icons, or tabs, but are available from other areas in SAP Business One. The options in a Context menu depend on the window. For example, Gross Profit calculation is available from the A/R Invoice window, but not from the Business Partner Master Data window. To access a Context menu, either right-click the window/area, or press the Ctrl+Shift+F10 shortcut key. In certain cases, a submenu may also be available. More Information Menu Bar

Modes in SAP Business One

SAP Business One includes four active work modes: Add, Find, Update, and Confirm. Use the Add mode to enter new data in the application. Use the Find mode to retrieve existing data. You can then view and update the displayed records. Use the Update mode to modify existing information. For example, when you change the business partner or item details, choose Update to approve the change and save it to the database. Use the Confirm mode (the OK command button) to confirm any data change in SAP Business One. More Information Working in the Add Mode Working in the Find Mode Working in the Update and Confirm Modes

Working in Add Mode

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Use the Add mode to enter new data, such as business partners, items, or sales and purchasing documents, in SAP Business One. The following example adds a new customer. Procedure 1. Choose Business Partners Business Partner Master Data .

The Business Partner Master Data window opens in the Find mode. 2. Switch to the Add mode in one of the following ways:

In the menu bar, choose Press Ctrl + A. In the toolbar, choose

Data

Add .

Add

(Add).

3. Specify the necessary data, and choose Add. Result You have created a new business partner record. More Information Modes in SAP Business One

Working in Find Mode

Use the Find mode to display data you have already entered in SAP Business One. The following example finds an existing A/R invoice. Procedure 1. Choose Sales - A/R A/R Invoice .

The A/R Invoice window opens in the Add mode. 2. Switch to Find mode in one of the following ways:

Choose

Data

Find

in the menu bar.

Press Ctrl + F. Choose

Find

(Find) in the toolbar.

3. Enter the search criteria, for example, the customer code, and choose Find. Result A single invoice or a list of invoices appears.

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More Information Modes in SAP Business One

Working in Update and Confirm Modes

Use the Update and Confirm (the OK command button) modes to make necessary changes in SAP Business One and to save those changes to the database. You can change business partner or employee information, sales or purchasing documents, and item or payment details. SAP Business One shifts to the Update mode when you make a change to the current window. The OK command button becomes Update. Information that you cannot update is disabled. Use the following example to change the customer record you added in Working in the Add Mode. Procedure 1. Choose Business Partners Business Partner Master Data .

The Business Partner Master Data window opens in the Find mode. 2. Find a customer you created earlier, as described in Working in the Find Mode. 3. Change the customers currency and update the contact persons details. 4. Choose Update to update the record and save it to the database. SAP Business One shifts to the Confirm mode. 5. Choose OK to confirm the action and close the window. More Information Modes in SAP Business One

Search Functions in SAP Business One

SAP Business One enables you to search for different data stored in the application, for example, business partners, items, documents, and so on. You can use the following search functions:

Enter one or more words or numbers as search criteria. Use wildcard characters to extend your search results. Run queries to find specific information in SAP Business One. For more details, see Query Wizard and Query Generator.

Using wildcard characters extends your search results. More Information

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Searching in Add Mode Searching in Find Mode

Searching in Add Mode

You search in the Add mode when creating a business transaction. For example, to create an A/R invoice, you need a customer and an item, which you find by running a search. SAP Business One may contain customers with similar names. In such cases, entering additional search criteria runs a more efficient search. Procedure 1. Choose Sales - A/R A/R Invoice .

The A/R Invoice window appears in the Add mode. 2. Use one of the following to enter customer details, and then choose the relevant customer: If you do not know the customer code and name, pressing Tab or choosing List From List) produces the List of Business Partners displaying your customer codes.
Choose From

(Choose

If you know the first character of the customer code or name, specify it, followed by an asterisk (*). For example, entering C* and pressing Tab produce a list of all customer codes starting with C. If you know a partial customer code or name, placing it between asterisks (*) and pressing Tab display a list of all records that fall within this range. If you know the full customer code or name, entering it in the field and pressing Tab displays the appropriate details in the window.

3. Once you have filled in the relevant details for the customer and the item, proceed with the A/R invoice as described in Creating Sales Documents. More Information Search Functions in SAP Business One

Searching in Find Mode

Use the Find mode to search for existing data, such as business partner or employee records, item details, and sales or purchasing documents, in SAP Business One. Searching in the Find mode is similar to searching in the Add mode, see Searching in Add Mode. Procedure Use the example below to search in the Find mode.

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1. Choose

Business Partners

Business Partner Master Data .

The Business Partner Master Data window appears in the Find mode. 2. Enter search criteria as follows:

Enter the first character of the business partner code or name, followed by an asterisk (*), for example, A*. Choose Find, and select the relevant business partner code from the list that appears. If you know a partial business partner code or name, place it between asterisks (*) and press Enter to display a list of all the records that fall within this range. If you know the full business partner code or name, enter it and choose Find to display the appropriate details in the window. Fill in multiple fields to filter the search.

3. Once you have found a relevant business partner, you can view or update the business partner details. More Information Search Functions in SAP Business One

Form Settings Window

The Form Settings window lets you display or hide frequently used fields, rows, and other options for an active window. You can also arrange the table or row format in each window, add more details, and restore default settings. The Form Settings option is available for the Main Menu, Setup, and List of... windows, sales and purchasing documents, incoming and outgoing payments, and reports. To access the window, choose More Information Main Menu: Modules Tab Form Settings for Sales Documents
Form Settings...

(Form Settings...) in the toolbar.

Graph Settings

Use the setting parameters in this window to define the appearance of graphs. To access the window, create a report whose data you want to display in a graph, and click To display the Graph Settings window, choose Settings.
Preferences for Graph Fields

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Graph Type Select a suitable graph type. Note You can create a pie chart only when the selected value for the No. of Rows field is 1. End of the note. No. of Rows Specify the desired number of rows to be displayed in the report. Default Displays the default number of rows. Display Legend Details of the graph elements. Element Description of the field included in the graph. Including Displays the element data in the graph.

Common Command Buttons in SAP Business One

A command button is a control that executes an action or causes another action in SAP Business One. The following table explains the most common SAP Business One command buttons: Common Command Buttons Command Button Add OK Cancel Update Select All Clear Selection Expand Collapse Next Back Finish Description Adds a new record to the database, for example, business partner master data, or sales and purchasing documents. Approves a setting or a change, and closes the window. Cancels an action or a change, and closes the window. Saves changed data. For example, you can update business partner or employee records, or item details. Selects all the checkboxes in a window. The button usually appears in the Selection Criteria window of a report. Deselects all the selected checkboxes in a window. Shows more details of certain data in a window. Hides certain data in a window. In a wizard, enables you to proceed to the next window. In a wizard, enables you to return to the previous window. In a wizard, enables you to finish entering data and to complete or exit the wizard.

Changing Field Descriptions

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You can modify field names to match the terminology used in your company, enter new field descriptions, or change field formats. Prerequisites You are a superuser, or you have been given full authorization to the authorization object Change Field Labels.

The prerequisite is necessary only for China, Japan, Korea, Singapore, India, and Brazil. To access the authorization window, choose General Authorization . Administration System Initialization Authorizations

Procedure 1. Open the required window, for example, A/R Invoice. 2. Press Ctrl and double-click the name of the field you want to change. The Changing Description window opens. The current field name appears in the Original Description field. 3. Enter the new field name in the New Description field. 4. Select Bold or Italics if required, for example, you can make all the mandatory fields bold. 5. Choose Update and OK. Note To revert to the default name, choose Restore Defaults. End of the note.

Common Icons in SAP Business One

An icon is an image representation of a command for a particular operation or action. The following table describes the most commonly used icons in SAP Business One. Common Icons Icon
Choose From List

Description (Choose Use to search for values and criteria, for example, a business partner or an item. Use to select one condition, option, or value from a list. Use to access information from different sources.

From List)

Link Arrow

(Link Arrow)

For example, while creating an A/R invoice, click (Link Arrow) to display detailed customer information stored in the business partner master data. Enables you to expand information in a window and see more details.

Link Arrow

Display

(Display)

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Browse

(Browse)

Enables you to display and look through different windows to make a selection.

About Shortcut Keys in SAP Business One

In SAP Business One you can use numerous keys or key combinations to access frequently performed commands or operations. These shortcut keys are equivalents of menu commands. SAP Business One provides general shortcut keys with which you might be familiar from other applications, and others you find only in SAP Business One. Many of the shortcut keys are in the menus themselves. See Menu Bar for more information. More Information General Shortcut Keys in SAP Business One Shortcut Keys in Sales and Purchasing Documents Shortcut Keys in Payment Documents Shortcut Keys in Inventory and Production Documents

General Shortcut Keys in SAP Business One

SAP Business One enables you to perform numerous tasks using general shortcut keys. General Shortcut Keys Shortcut Keys Press and hold Ctrl + double-click the field name to open the Changing Description window. Press Tab. Press and hold Shift + Tab.

Function Change a field name in a window Move to the next active field Move to the previous active field Enter today's date Enter a date in the current month Enter a date in the current year

Enter any non-numeric character + Tab, for example, W + Tab. Enter a digit for a date + Tab, for example, 12+Tab for March 12, where March is the current month. Enter digits for a date and month + Tab, for example, 1212+Tab for December 12, 2006, where 2006 is the current year. Enter digits for a day, month, and year + Tab, for example, 121205+Tab for December Enter any date 12, 2005. Select the first row, press Shift and select the last row. Select successive rows Select any displayed rows Select the first row, press Ctrl and select the next relevant row. Press Ctrl + select the relevant row. Deselect a row More Information

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About Shortcut Keys in SAP Business One

Shortcut Keys in Sales and Purchasing Documents

Use the following shortcut keys to process sales and purchasing documents quickly. Shortcut Keys in Sales and Purchasing Function Menu Command Display a base document Goto Base Document Display a target document Goto Target Document Display detailed row information Goto Row Details Display the Payment Means window Goto Payment Means Display the Gross Profit window Goto Gross Profit Display the Volume & Weight Calculation window Goto Volume and Weight of delivered items Calculation Goto Transaction Journal... Generate the Transaction Journal report Position the cursor in the Business Partner Code field Move to the first row in the table Move to the last row in the table Proceed to the Remarks field Display the serial/batch number-related information Display a list of alternative items Display the item allocation in a warehouse More Information About Shortcut Keys in SAP Business One Goto Goto Goto Goto Goto Goto Goto Report

Shortcut Key
Ctrl + N Ctrl + T Ctrl + L Ctrl + Y Ctrl + G Ctrl + W Ctrl + J

Business Partner Code Ctrl + U First Row Last Row Remarks Batch/Serial Numbers Alternative Items Warehouse Balance
Ctrl + H Ctrl + E Ctrl + R Ctrl + Tab in the Quantity

field
Ctrl + Tab in the Item

Number field Ctrl + Tab in the Whse field

Shortcut Keys in Payment Documents

Use the following shortcut keys in incoming and outgoing payments. Shortcut Keys in Payment Documents Function Menu Command Goto Payment Display the Payment Means window Means... Goto Transaction Generate the Transaction Journal report Journal... Goto Business Position the cursor in the Business Partner Code field Partner Code

Shortcut Key
Ctrl + Y Ctrl + J Ctrl + U

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Move to the first row in the table Goto First Row Move to the last row in the table Goto Last Row Proceed to the Remarks field Goto Remarks Copy the amount due to the Total or Amount fields in the Payment Right Click Copy Means window Balance Due Move to the next active field after you have changed the business partner name or a G/L account name in Checks for Payment More Information About Shortcut Keys in SAP Business One

Ctrl + H Ctrl + E Ctrl + R Ctrl + B in the Total

or Amount field
Ctrl + Shift + Tab

Shortcut Keys in Inventory and Production Documents

Use the following shortcut keys when processing inventory (goods receipt, goods issue) and production documents (receipt from production and issue for production) Shortcut Keys in Inventory and Production Documents Function Menu Command Shortcut key Ctrl + L Display the details of the selected row Goto Row Details... Ctrl + H Move to the first row in the table Goto First Row Ctrl + E Move to the last row in the table Goto Last Row Ctrl + R Proceed to the Remarks field Goto Remarks Display the batch or serial numbers for the item, if Goto Batch/Serial Numbers Ctrl + Tab in the Quantity exist field More Information About Shortcut Keys in SAP Business One

Managing Document Drafts

In SAP Business One, you can save most documents as drafts. This lets you change and process them before adding them to the database as regular documents. This may be required because a document is only partially filled out and it will be completed later. Or perhaps someone knows how to fill out one part of the document but needs help from someone else to finish another part. Document drafts can also be used as templates for documents that must be filled out over and over again with minor changes. A draft document triggers neither a posting that changes quantities or values in the stock nor changes in the accounting system for an invoice. You can save the following types of documents as drafts:

Sales and purchasing documents Incoming and outgoing payments

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Checks for payment Inventory documents, for example, inventory transfers, goods receipt and goods issue documents

You can also generate and display a list of drafts according to your specifications, enabling you to choose whether to delete, update, or add certain drafts. In addition to manually saving documents as drafts, you can also create drafts through approval procedures. For more information, see Approval Processes. More Information Saving Documents as Drafts Creating Regular Documents from Drafts Deleting Drafts (Sales A/R and Purchasing A/P)

Creating Regular Documents from Drafts

Procedure 1. Depending on the type of document you want to create, proceed as follows:

Sales documents Choose Sales A/R Sales Reports Document Drafts Report . In the Document Drafts Selection Criteria window, specify the required parameters and choose OK.

Purchasing documents Choose Purchasing A/P Purchasing Reports Document Drafts Report . In the Document Drafts Selection Criteria window, specify the required parameters and choose OK.

Incoming payment documents Choose Banking Banking Reports Payment Drafts Report .

Outgoing payment documents Choose Banking Banking Reports Checks for Payment Drafts . Payment Drafts Report or Banking Outgoing Payments

Inventory documents Choose Inventory Inventory Reports Document Drafts Report . In the Document Drafts Selection Criteria window, specify the required parameters and choose OK.

2. Double-click the required draft. The document window appears in the Add mode. 3. Make any necessary changes and choose Add.

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Note Since the number assigned to the regular document created from a draft is the one that currently appears in a new document, it might be different than the one originally assigned to the draft. End of the note. Result The status of the draft is Closed. More Information Document Drafts Selection Criteria Saving Drafts as Regular Documents

Document Drafts - Selection Criteria

Use this window to specify selection criteria for displaying document drafts. To access the window, choose one of the following:

Sales - A/R

Sales Reports

Document Drafts Report Document Drafts Report . .

Purchasing - A/P Inventory

Purchasing Reports

Inventory Reports

Document Drafts Report

Document Drafts - Selection Criteria Fields

User Select the user name for which you want to display drafts. Open Only If you select this checkbox, the report displays only the drafts that have not been added yet as original documents in SAP Business One. If you do not select this checkbox, the report displays all drafts that have been created, including those that are still pending. Sales - A/R Displays sales document drafts: sales quotations, sales orders, deliveries, returns, A/R down payments, A/R invoices, and A/R credit memos. Select one or more options to include the drafts created for these documents. Purchasing - A/P Displays purchasing document drafts: purchase orders, goods receipt POs, goods returns, A/P down payments, A/P invoices, and A/P credit memos Select one or more options to include the drafts created for these documents. Inventory

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Displays inventory document drafts: goods receipts, goods issue, and inventory transfers. Select to include drafts for the inventory transfer documents.
Country-Specific Fields, Brazil

Nota Fiscal Series When the document type is nota fiscal, the Nota Fiscal Series checkbox is marked automatically. Nota Fiscal Series includes NF sequence, Manual, External, and All.

If the Nota Fiscal Series checkbox is selected, the system selects documents based on nota fiscal selection criteria. The series information is the Nota Fiscal sequence, and the document number is the Nota Fiscal number.

If the Nota Fiscal Series checkbox is not selected, the system selects documents based on core document selection criteria. Nota Fiscal No. When the Nota Fiscal Series checkbox is selected, the Document Number label changes to Nota Fiscal No.

Document Drafts Window

This window displays document drafts based on the selections made in the Document Drafts - Selection Criteria window.

Double-click a row to display and process a specific document draft. To remove or change the document draft status, choose the relevant option in the Data menu in SAP Business One.

The following are the default fields:

Document Drafts Window

Document, Document No., Posting Date, BP Code, Total, Remarks These fields provide general information regarding the displayed document drafts. To see more details about the drafts displayed, choose columns. More Information Managing Document Drafts
Form Settings

(Form Settings) and select additional

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Document Drafts - Selection Criteria

Saving Documents as Drafts

In SAP Business One, you can save sales and purchasing documents, payments, checks for payments and inventory documents as drafts. This allows you to process them at a later point in time. Procedure 1. Select the document you want to save as a draft. 2. Specify all required data. 3. On the menu bar, choose Draft. Example A customer phones to order certain items. During the conversation, you enter the sales order in SAP Business One. If, however, the customer does not reach a final decision on whether to issue the order, you cannot add it. You save the order as a draft and process it when the customer has decided to purchase the items. You create a quotation for a customer. Since this is a large project, you work together with some colleagues to prepare the quotation. Each of you is responsible for a different area of the quotation. You want to define the quotation data at an early stage to ensure that you and your colleagues can access the current quotation when required. You save the quotation as a draft to ensure that you can work on it until all the different areas have been completed. Note This function is not the same as a release procedure. You can also define a release procedure for sales documents in the system so that they are not posted in the system and subsequent activities are not carried out until the documents have been released. End of the note. File Save as Draft or right-click in the document window and choose Save as

Deleting Document Drafts

The following procedure explains how to delete documents that were saved as drafts. Procedure 1. From the SAP Business One Main Menu, choose Sales A/R Sales Reports or Purchasing A/P Purchasing Reports Document Drafts Reports . The Document Drafts - Selection Criteria window appears. 2. Set the required parameters to display the drafts you want to delete. 3. Select one draft, and in the menu bar, choose Data Remove . Document Drafts Reports ,

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The selected document is removed from the list. 4. In the Document Drafts - Selection Criteria window, choose Update. 5. Repeat the procedure for each relevant draft. More Information Document Drafts Document Drafts - Selection Criteria

Filtering Data in SAP Business One

Filters refine your search in SAP Business One. For example, when a report yields too many hits, you can narrow the search to a specific customer code or due date range. Use the procedure below to filter data in SAP Business One. Procedure 1. In SAP Business One, select a document or report containing data you want to filter. 2. In the toolbar, choose
Filter Table...

(Filter Table...).

The Filter Table window appears. 3. Define the filter as required, selecting the appropriate rules and values. 4. To confirm the filter definitions, choose Filter . The selected window appears with the required filtered data. The filtered fields appear with the (Filter) icon. 5. To close the Filter Table window, choose OK.
Removing Filters
Filter Table... Filter

To see an unfiltered view of the document or report, choose Note

(Filter Table...) in the toolbar.

By default, SAP Business One saves the last filter selections for each document or report. To delete existing filter selections, you must choose Clear and then OK in the Filter Table window. End of the note. More Information Filter Table Window

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Filter Table Window

The Filter Table window lets you set rules to retrieve specific results for data in a document or report. To open this window, open the document or report and choose Note This topic includes explanations of some of the fields and other elements in this window. End of the note.
Filter Fields
Filter Table ...

(Filter Table ...).

Field Displays the fields of the selected report or document, for example, G/L Accounts and Business Partners. Rule Select the rule according to which you want to filter the records. Note The following table explains the various available filter rules. Filter Rules Filter Value Equal Not Equal In Range Out of Range Greater than Greater or Equal Smaller than Smaller or Equal Is Empty Is Not Empty End of the note. Select a value to match the rule. To Value If the rule that you have selected is either In Range, or Out of Range, select a value. For all other rules the field is disabled. Filter Description Displays all rows with records that equal the value in the Value field. Displays all rows with records that do not equal the value in the Value field. Displays all rows with records that are within the range of values between the Value and To Value fields. Displays all rows with records that are outside the range of values between the Value and To Value fields. Displays all rows with records that are larger than the value in the Value field. Displays all rows with records that are larger than or the same as the value in the Value field. Displays all rows with records that are smaller than the value in the Value field. Displays all rows with records that are smaller than or the same as the one in the Value field. Displays all rows that do not contain any records. Displays all rows that contain records. Value

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Confirms filter definitions. After confirming, choose OK to close the window. Cancel Cancels the selections you just made and closes the window. Clear Deletes all filter definitions that you have made. For this deletion to take effect, you must choose OK. More Information Filtering Data in SAP Business One

Sorting Data in Tables

In SAP Business one you can change the order in which data appears in tables. By default, data is presented in ascending order according to the contents of the first column. You can sort data in several ways: Procedure
Using the Mouse and Keyboard

To sort the data in ascending order, double-click the header of a column. To sort the data in descending order, press the Alt key and double-click a column header.

Using the Menu Bar

1. Open any window containing a table, for example, the Open Items List. 2. Choose Data Sort Table .

The Sort Table window appears. 3. In the Column field, select the first column to be sorted. 4. In the Order field, select whether to sort the data in ascending or descending order. 5. After specifying all the sort criteria, choose Sort Table. More Information Sort Table Window

Sort Table Window

Use the Sort Table window to set up how data in tables is sorted, for example, report data.

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Sort Table Fields

Column Select the table column by which you want to sort first. Order Select whether the data should be sorted in ascending or descending order. Restore Default Restores the default view of the records. More Information Sorting Data in Tables

Printing in SAP Business One

Overview In SAP Business One, you can set printing preferences and print documents, bank checks, and reports. Setting Printing Preferences Note In SAP Business One, only superusers and authorized regular users can change printing settings. End of the note. You can set printing preferences in the following windows:

Print Preferences window See also Print Preferences: General Tab or Print Preferences: Per Document Tab

User Defaults, Print Tab Print Layout Designer

Printing In SAP Business One, you can print documents, bank checks, and reports from the following menus, window, and wizards:

File Menu Lets you do the following for different types of SAP Business One documents:

Preview Print Choose layouts Run printing sequences

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In addition, you can preview and print documents that have Crystal Reports layouts. These documents appear in the Crystal Reports viewer.

Tools Menu Lets you preview and print an external Crystal report or Crystal Reports layout before you import it into SAP Business One.

Document Printing - Selection Criteria window Lets you set criteria for printing sales, purchasing, inventory, and banking documents.

Document Generation Wizard Lets you perform batch processing of target sales documents.

Dunning Wizard Lets you print dunning letters.

Payment Wizard Lets you create outgoing and incoming payments in batches for bank transfers, checks, and bills of exchange.

More Information Document Printing Printing Checks for Payment Crystal Reports Viewer

Working with Crystal Reports

Using the Crystal Reports application, you can create Crystal reports and Crystal Reports layouts that are fully aligned with SAP Business One interface elements. Note Only SAP channel partners, SAP Business One superusers, and SAP Business One authorized regular users can access the Crystal Reports application. End of the note. More Information For more information about working with the Crystal Reports application, see the following:

The how-to guide, which you can download from the SAP Customer Portal http://service.sap.com/smb/sbocustomer/documentation The Crystal Reports online help, accessible from the Crystal Reports application

Administration

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To prepare SAP Business One for use at your company, you can use this module to do as follows:

Specify information about your company and user information in the system, such as the following:

Currency exchange rates Authorizations and alerts Approvals Internal mail organization, basic E-mail settings and other information Access information from non-SAP software using data import and export functions

Specify system setup and system parameters Perform regular maintenance functions for your system such as backup and restore.

Note End of the note. Since changes in the Administration module are not logged by the system, you must ensure that changes to user master data or table settings are logged outside the SAP Business One system. To log these changes, create screen shots displaying the time and the user. To create a screen shot of the relevant table, in SAP Business One menu bar, choose Data Print Preview . You can send these screen shots to other users using internal mail or e-mail. More Information Choose Company Exchange Rates and Indexes Initializing the System Setup Data Import/Export Utilities Approval Process License Add-Ons Setting Up and Working with Alerts Send Message

Choose Company

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Use this window to:

Connect to the server on which SAP Business One companies are stored, and log on to the required company with your user name and password Create new companies in SAP Business One Administration Choose Company .

To open this window, choose More Information Choose Company Window Creating New Companies Logging On to Companies

Creating New Companies

The following procedure uses the Choose Company window to create a new company in SAP Business One. Note New companies can also be created using the Year Transfer function. End of the note. Procedure 1. From the SAP Business One Main Menu, choose 2. Choose New. 3. In the coming Site User window, specify your password and choose OK. 4. Then Create New Company window appears. Specify all parameters in this window according to your needs. 5. Choose OK. Result SAP Business One creates a new database on the connected server and adds the company to the list of existing companies in the Choose Company window. This operation may take some time. Once the new company is created, SAP Business One logs you on to it automatically. Note If the new company is not displayed in the Choose Company window, choose Refresh. This triggers database scanning in the server and updates the display of the Choose Company window. Administration Choose Company .

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End of the note. More Information Choose Company

Creating New Companies Based on Solution Packages

This feature is applicable only to Australia, Brazil, France, Germany, India, Italy, Mexico, Spain, United Kingdom, and the United States of America. ISVs use Solution Packager to create solution packages. To deliver the settings from a certain solution package to a new SAP Business One database, you can use the new company wizard to create a new company based on the solution package. Prerequisites The related solution package exists. Procedure To start the new company wizard, proceed as follows: 1. Choose Administration Choose Company .

2. In the Choose Company window, from the Current Server dropdown list, select the server on which you want to create .the new company. If you want to change the displayed server, choose Change Server and select the server from the dropdown list to the left of the field. 3. From the New dropdown list, select New From Package. 4. In the Site User window, specify the password for B1SiteUser. 5. Choose the OK button. You have started the new company wizard. Current Server From the dropdown list, select a server, MSSQL_2005 or MSSQL_2008. The available SAP Business One servers are listed accordingly in the adjacent dropdown list. To switch to another SAP Business One server, select it from the dropdown list. New Lets you create a new company database. To create a new company based on a solution package, from the dropdown list, select New From Package. Follow the wizard step by step to create a new company based on a solution package, and to log on to the new company: 1. Selecting Solution Package on which to base the new company

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2. Confirming the Solution Package Information 3. Specifying New Company name and database name 4. Selecting Chart of Accounts 5. Specifying Posting Periods 6. Confirming the New Company Summary The wizard starts to create the new company. The Creating New Company Progress window displays the progress in real time. 7. In the New Company Created Successfully window, choose the Close button. Result You have created a new company based on the solution package. The new company inherits the configurations from the solution package. You have closed the wizard and logged on to the new company in SAP Business One. Note If any error occurs during the wizard run, the new company is not created. The wizard displays an error message. Choose the Close button to close the wizard. End of the note.

Selecting Solution Package

Procedure In this step (Step 1 of 8), proceed as follows: 1. Choose the Browse button, select a solution package file (the file name suffix is .pak) on which to base the new company. In the back end, the wizard starts to check:

The solution package that you have selected The SAP Business One license that you have

In the case the checks obtain all the following results in the back end, the wizard enables the Next button.

The wizard has detected and decrypted a valid summary file. The wizard has retrieved the package information from the summary file. The wizard has detected the package UID. The version of SAP Business One that you are using supports the version of the solution package.

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The wizard has detected and decrypted OADM.tex and OACT.txt. In both the local setting and the predefined folder for the chart of accounts, the wizard has detected and decrypted OASG.tex and OACT.txt.

If the checks do not obtain one or more of the above results, the wizard displays a corresponding error message and keeps the Next button disabled. You are not able to continue creating the new company. 2. Choose the Next button. Result The wizard takes you to the next step: Solution Package Information. Based on the check result of the SAP Business One license, later in step 7 of 8, the wizard creates the new company with the license described in the following table. If the case is... The wizard creates the new company with... Examples You have a license for Germany. The local settings defined in the solution package are for Germany. You may, or may not have a global license. The wizard creates the new company with the license for Germany. You have a license for Germany and a global license. The local settings defined in the solution package are for France. The wizard creates the new company with the global license.

You have a localized license, and its localization is the same as the local settings defined in the The localized license that you have solution package. In addition, you may, or may not have a global license. You have a localized license, but its localization differs from the local settings defined in the The global license that you have solution package. In addition, you have a global license. A trial license You have a localized license, but Note its localization differs from the local settings defined in the Before the trial license expires, you solution package. You do not have must have the corresponding license a global license. or a global license and associate it to the new company by using License Administration in the administration module. You don't have any license. End of the note.

You do not have any license or, you have a license for Germany but you do not have a global license. The local settings defined in the solution package are for France. The wizard creates the new company with a trial license.

Package Information

In this step (Step 2 of 8), the wizard retrieves the package information of the solution package that you selected in the previous step and displays it. Choose the Next button to proceed to the next step: Specifying New Company.

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Note The Country field displays the country setting of the solution package. In the created company, the country setting may differ from the one you see here. It is the default country of the local settings for the solution package. To change the country setting for the created company, from the SAP Business One Main Menu, choose Administration System Initialization Company Details General Local Languages Country your preferred country. End of the note. . Select

Specifying New Company

Procedure In this step (Step 3 of 8), proceed as follows to specify the new company: 1. In the Company Name field, specify the name for the new company. In the Database Name field, the wizard generates and displays the database name according to the company name, and with a prefix of DB. You can change the database name. 2. Choose the Next button. Note The wizard disables the Next button until all the fields are filled. End of the note. In this step, the wizard retrieves the local settings and the base language from the solution package and displays them. Local settings determine accounting related parameters such as: tax definitions, tax reports, available chart of accounts templates, and the availability of country-specific features. The base language is the default language of the user interface and the language in which the default values, such as the default document series, the default payment term, and property description, are displayed. Result The wizard takes you to the next step: Specifying Chart of Accounts.

Selecting Chart of Accounts

Procedure 1. In this step (Step 4 of 8), from the Chart of Accounts dropdown list, select the chart of accounts template for the new company. Chart of Accounts

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From the dropdown list, select one of the following options for the chart of accounts:

User-defined - Select this option to have an empty chart of accounts in the new company. You have to build it on your own in SAP Business One. Predefined - This is the default value for the field. Keep this option to have the new company obtain the chart of accounts that was specified in the solution package. You are able to adjust it after logging on to the new company. Other available templates - Select one of the other available templates to have a chart of accounts that is with the common structure in the country. You are able to adjust it after logging on to the new company. SAP Business One provides one or more local chart of accounts templates for each localization. These templates represent common structures of chart of accounts in that particular country. Here the wizard identifies the localization according to the local settings of the solution package that you selected in step 1.

If you have selected Predefined or other available templates, the wizard displays the preview of the chart of accounts in the lower part of the window. 2. Choose the Next button to confirm your selection. Result The wizard takes you to the next step: Specifying Posting Periods.

Specifying Posting Periods

Procedure In this step (Step 5 of 8), proceed as follows: 1. Specify the posting periods for the new company. It is the same as specifying posting periods in SAP Business One. For a description of each field, refer to Posting Period Window. 2. Choose the Next button. Result The wizard takes you to the next step: Confirming the New Company Summary

New Company Summary

This step (Step 6 of 8) displays the summary of the new company that you are going to create based on the solution package. It is the last step in which you interact with the wizard. After choosing the Next button, you are not able to go back to the last steps. The wizard starts to create the new company based on the solution package. It takes you to the Creating new company progress window (step 7 of 8) and then the New company created successfully window (step 8 of 8).

Logging on to Companies

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Procedure 1. In the SAP Business One log on window, choose Change Company. Or from the SAP Business One Main Menu, choose Administration Choose Company . 2. In the License Server Selection window, specify the license server's IP address. 3. In the Choose Company window, choose you database from the Current Server drop down list. Note Make sure that you can see all the companies on your database. End of the note. 4. From the Companies on Current Server table, select the company you want to work with. 5. In the Choose Company window, specify your user code and password. Choose OK. Result Once your are logged on to a company, the company name and user name are displayed at the top of the SAP Business One Main Menu. The current posting period date appears in square brackets next to the user name, for example:
Sales Manager [March 2007]

More Information Choose Company

Choose Company Window

Use this window to select the company database you want to work with, or create a new one. To access this window, choose
Choose Company Fields

Administration

Choose Company .

User Code Specify your user name for the company you want to log on to. Password Enter your password. Change User Clears the user code and password fields and lets you enter new logon information without exiting SAP Business One. Current Server From the dropdown list, select a server, MSSQL_2005 or MSSQL_2008. The available SAP Business One servers

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are listed accordingly in the adjacent dropdown list. To switch to another SAP Business One server, select it from the dropdown list. Companies on Current Server Displays all company databases defined on the selected SAP Business One server. Company Name Displays the company name. Database Name Displays the database name, as created on the server. Localization Indicates the localizations of the SAP Business One companies listed in this window. Version Displays the database version. New Lets you create a new company database. To create a new company based on a solution package, from the dropdown list, select New From Package. Refresh Displays an updated list of companies on the current server. More Information Creating a New Company

Create New Company Window

Use this window to specify information for creating a new company. To access this window, choose Administration Choose Company New .

This window also appears when you perform the first step in the year transfer process.
Create New Company Window

Company Name Specify a name for the new company. If the company is created through the year transfer process, this field displays the name of the current company with the last two digits of the next year. License Displays by default the license currently assigned to the company from which you opened the Create New Company window. The license information indicates whether this is a country specific or global license. Choose a license to assign to the new company. If only one license exists, this field is in a read-only mode. If the license file is not yet installed, the text Trial Version is displayed. For more information, contact your partner or, check the SAP Business One License Guide. Local Settings

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From the dropdown box, select the required country. Your selection determines accounting related parameters such as: tax definitions, tax reports, available chart of accounts templates, and availability of country-specific features. The localizations available in this field depend on the type of SAP Business One license your company owns. If the license is country-specific, this country is displayed by default in the field and cannot be changed. If your company owns global license then, you can assign the local settings of any of the countries listed. For more information about license types, contact your partner or, check the SAP Business One License Guide provided with SAP Business One DVD. Note When creating new company through the year transfer process, this field is disabled and displays, by default, the local settings defined for the source company. End of the note. Chart of Accounts From the drop-down box, select the required chart of accounts template. The available options are derived from the country selected in the Local Settings field. These options represent common chart of accounts structures in the selected country. Note The default value in this field is User-Defined. If you keep this value, the chart of accounts in the new company will be empty, and you will have to build it on your own. End of the note. If you choose an option other than User-Defined, the chart of accounts in the new company is created accordingly, but is adjustable. If the company is created through the year transfer process, this field is disabled and displays, by default, the chart of accounts defined for the source company. Base Language From the drop-down box, select the language you want as the default language of the user interface, and the one in which default values, such as document series, payment term, and property description, will be displayed. The default value of this field is derived from the country selected in the Local Settings field. If the company is created through the year transfer process, this field is disabled and displays, by default, the base language defined for the source company. Define Posting Periods Specify the posting periods for the new company.

Exchange Rates and Indexes

This window lets you define, either manually or automatically, rates for indexes, as well as exchange rates for the foreign currencies defined in the Currencies - Setup window.

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To access this window, choose More Information

Administration

Exchange Rates and Indexes

Defining Foreign Currency Exchange Rates Defining Indexes Setting Fixed Exchange Rates Exchange Rates and Indexes Window

Automatic Export and Import of Exchange Rates and Indexes

Use this procedure to automatically export and import foreign currency exchange rates and indexes, from one company to another in SAP Business One. Prerequisites The database of the source (exporting) company and that of the target (importing) company are both stored on the same database server. Procedure 1. Enter the company from which you want to perform the export. 2. Choose Administration Exchange Rates and Indexes tab, according to the data you want to export. , and select either the Indexes or Exchange Rates

3. From the dropdown list, choose the required year; and on the Exchange Rates tab, the month, so the data you need to export is displayed. 4. Select the columns you want to export by clicking their headers. Use either the Ctrl or Shift function to select multiple columns. Choose Auto. Export. 5. Choose Continue when the following message appears: Export selected exchange rates/indexes to
common table?

6. Choose

Administration

Choose Company

, and select the company to which you want to import the data.

7. In the Define Foreign Currency Exchange Rate window, select the relevant tab. 8. Select the columns to which the data should be imported, and then choose Auto. Import. The exported values are now displayed in the selected columns. Note You import data only for the same columns as those from which the export is done. For example, if you export exchange rates for Dollar, you can import only into the Dollar column in the target company. If you choose the Euro column in the target company, nothing happens.

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End of the note. 9. Choose Update to save the data. More Information Defining Foreign Currency Exchange Rates

Defining Index Values

Use this procedure to define indexes manually. Procedure 1. From the SAP Business One Main Menu, choose . Administration Exchange Rates and Indexes Indexes

2. From the dropdown list, choose the relevant year. By default, SAP Business One displays the year from the system date. 3. Place the cursor in the cell where the relevant index and month intersect, and specify the index value. 4. Specify all the required values and choose Update to save the data. More Information Exchange Rates and Indexes

Defining Foreign Currency Exchange Rates

Use this procedure to define foreign currency exchange rates manually. Prerequisites You have defined all the foreign currencies for which you need to define exchange rates ( Administration Define Currencies ). Procedure 1. From the SAP Business One Main Menu, choose Exchange Rates . Administration Exchange Rates and Indexes Setup

2. In the window header, select the relevant month and year. The default is the current date. 3. In the required intersecting date line/currency matrix cell, specify the exchange rate. Note The value of the exchange rate entered depends on the Exchange Rate Posting method selected in General Settings: Display Tab.

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End of the note. 4. After entering all necessary exchange rates, choose Update to save the data. More Information Exchange Rates and Indexes Window

Copying Exchange Rates

Use this procedure to copy entries for exchange rates, for example, when a rate does not change over the weekend. Procedure 1. Hold the mouse button on the entry you want to copy until a rectangle appears in the field. 2. Drag the rectangle to the field to which you want to copy the entry. 3. Release the mouse button. The entry is copied to the field.

Setting Fixed Exchange Rates

Use this procedure to set a fixed exchange rate for selected currencies over a user-defined date run. Procedure 1. From the SAP Business One Main Menu, choose Exchange Rates tab. 2. Choose Set Rate for Selection Criteria. 3. At the top of the window, enter a date range of up to one month for which you want to define the exchange rate. 4. Select the currencies for which you want to define the fixed exchange rate. 5. Enter the exchange rate for the currency or currencies in the Rate column. 6. Choose OK. The system copies the fixed exchange rate to the table of exchange rates and places them in the cells of the date range for each currency. 7. Once you have entered all the required exchange rates, choose Update to save your data. More Information Set Rate for Selection Criteria Administration Exchange Rates and Indexes

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Defining Foreign Currency Exchange Rates

Exchange Rates and Indexes Window

Use the tabs of this window to specify information for foreign currency exchange rates and indexes. To access this window, choose
Exchange Rates Tab

Administration

Exchange Rates and Indexes

Year, Month From the dropdown boxes, specify the required year and month, respectively. Auto. Export, Auto Import Lets you import or export exchange rates from one company in SAP Business One to another. For further information, see Automatic Export and Import of Exchange Rates and Indexes. Set Rate for Selection Criteria Lets you determine the currencies and date range to display in the table. Table Each column represents a specific currency; each row represents a specific day in the selected month; each cell displays the corresponding exchange rate.
Indexes Tab

Year Specify the required year. Auto. Export, Auto. Import Let you import or export indexes values from one company in SAP Business One to another. For further information see Automatic Export and Import of Exchange Rates and Indexes. Table Each column represents an index; each row represents a month in the selected year; each cell displays the appropriate corresponding value.
Country Specific Fields: Hungary

Exch. Rates for Reports tab Use this tab to specify the exchange rates to be considered when generating VAT reports. The functionality of this tab is identical to that of the Exchange Rates tab. More Information Exchange Rates and Indexes

Set Rate for Selection Criteria

Use this window to specify the currencies and date ranges for which the exchange rate values will be entered. Your definitions are then displayed in the Exchange Rates and Indexes window.

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More Information Set Rate for Selection Criteria Window Defining Foreign Currency Exchange Rate

Set Rate for Selection Criteria Window

Use this window to specify selection criteria for setting exchange rates.
Set Rate for Selection Criteria Window

Date From ... To... Specify a date range of up to one calendar month for which the fixed rate should be determined. Selection Column Select the currencies for which you want to determine a fixed exchange rate. Currency Displays all the defined foreign currencies. Rate Assign a rate for each currency you selected in the specified date range.

Initializing the System

To ensure that SAP Business One operates according to your company's specifications, use the system initialization functions to customize all the required areas and define the default settings. Customizing includes, for example, defining:

How business transactions are to be processed in the system Various default settings Authorizations Print preferences

Caution You must perform a separate system initialization for each company defined in SAP Business One. Although SAP Business One functions can operate without the definition of certain settings, SAP highly recommends you take the time to perform system initialization to establish a more efficient use of the application. End of the caution. Prerequisites You have created a test company to test your configuration.

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Do NOT start system initialization for the demo company that is provided with the installation. Process Use the following checklist to define the initial settings: 1. Creating a New Company 2. Defining the Chart of Accounts Template 3. Defining Currencies 4. Setting the Company Address 5. Defining the Company Calendar 6. Defining Account Segmentation 7. Defining G/L Accounts 8. Defining Purchase Accounting 9. Defining Document Numbering 10. Defining Document Settings 11. Proceed with the following definitions, in any sequence:

Defining Print Preferences Define Tax Categories Defining Payment Terms Defining Sales Employees Defining Commission Groups Defining the Calculation of Commissions Defining Inventory and Item Settings Defining Business Partner Settings Defining Cost Accounting Defining Service Settings Defining Users Defining Authorizations Defining Approval Procedures Defining Alert Services

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Defining Address Formats Defining Countries Defining Territories Defining Display Settings

Company Details

Use this window to set initial parameters for your company. Caution Some of the settings you define here are irreversible; specify values carefully. End of the caution. To open this window, choose More Information Company Details: General Tab Company Details: Accounting Data Tab Company Details: Basic Initialization Tab Administration System Initialization Company Details .

Company Details: General Tab

Use the Local Language subtab to specify the company details to be printed on documents using the local language layout. Use the Foreign Language subtab to specify the details to be printed on documents using the foreign language layout. To access this tab, choose
Company Details: General Tab

Administration

System Initialization

Company Details

General .

Company Name Specify the company name. This name:

Appears at the top of the SAP Business One Main Menu

Can be abbreviated, if necessary, since it is used internally only Address Displays the formatted address as entered in Address fields. Address fields

Specify the company's address information as it should be displayed on all documents printed with SAP Business

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One. Note

In Japan, the Zip Code comprises eight characters: seven digits and a hyphen as the fourth character, for example, 123-4567. In Brazil, the Zip Code comprises eight digits, with a hyphen separating digits 5 and 6, for example, 12345678.

End of the note. Internet Address Specify the company's Web site address. Printing Header Enter the companys name, as it should be displayed on all documents printed with SAP Business One. Active Manager This employee is displayed in the Active Manager field in printed documents. Telephone 1, Telephone 2, Fax, E-Mail Enter the active managers phone numbers, fax, and E-mail address. Alias Name Specify the alias name of the company.

Japan: enter the KATAKANA name of the company. Brazil: you can enter your address street number. Other countries: enter additional information, if applicable.

Country-Specific Fields: Brazil

County Specify the county. Note You must first specify the country and state. End of the note. Address Type Specify the type of address, for example, avenue. Street No. Enter the number of the building, as it appears on the street.
Country-Specific Fields: Russia

CEO Specify the employee who is the Chief Executive Officer (CEO) of the company. This value is used on specific print layouts where required by the legislature. Chief Accountant Choose the appropriate employee from the Human Resource module, who is the Chief Accountant of the company.

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Value of this field is used on specific print layouts where required by the legislature. More Information Company Details Counties for Specific State Window: Brazil

Counties for Specific State Window: Brazil

Use this window to define a county for a selected state. To access this window, choose Administration System Initialization Company Details Local/Foreign Language . Click the County field dropdown list and choose Define New.
Counties for Specific State Window Fields

General

County Code Specify the county code. County Name Specify the county name. IBGE Code Specify the IBGE Code. GIA Code Specify the GIA Code. Free Tax Zone Indicates the county is a tax-free zone. More Information Company Details: General Tab Warehouses: General Tab Customer Equipment Card: Address Tab Employee Master Data: Address Tab

Company Details: Accounting Data Tab

The following table describes the fields that appear on the Accounting Data tab in the Company Details window. To access this window, choose Administration System Initialization Company Details Accounting Data .

Company Details: Accounting Data Tab

Tax Office

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Enter the name of the tax office responsible for your advance return for tax on sales/purchases here. Federal Tax ID 1, 2, 3 Enter your tax number for the tax on sales/purchases and a second or third identification if necessary. Additional ID Enter an additional ID number for the company. For example, the tax authority identifies the company as part of a group of companies by this number. Company Tax Rate Enter the percentage of tax that must be withheld from amounts paid to the company. Exemption Number If the company has a tax exemption number, enter that number in this field. Tax Deduction Number Enter your corporate tax number. This tax number is used to report data associated with the business function. For example, this number might be used to report information such as location, employment, and industry of the branches to environmental authorities. Tax Official Enter the name of the tax official with whom the company is associated. Holidays Select a set of company holiday dates as defined in the Holiday Dates window. To define a new set of dates, select Define New.
Country-Specific Fields: Austria, Belgium, Netherlands, Switzerland

Organization Number This is an identification number for the company, and it is based on the VAT number. This number is also defined according to the location of the company. This number is printed on marketing documents. In Belgium it is required to display this information on every outgoing document.
Country-Specific Fields: Belgium

Minimum Amount for Annual Sales List Enter an amount above which documents should be included in the Annual Sales List Report.
Country-Specific Fields: Canada, USA

Use Tax Select to enable Use Tax calculations. Tax Code Define the default tax code to be used for the company:

In Service and A/P invoices if the company was defined as tax-liable. In A/P invoices when choosing an item that is not defined as an inventory item.

Country-Specific Fields: Costa Rica, Guatemala, Mexico

Use Deterred Tax for Customers

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Select if you want to recognize tax when the incoming payment takes place and not when the A/R invoice is created. Use Deterred Tax for Vendors Select if you want to recognize tax when the outgoing payment takes place and not when the A/P invoice is created. IEPS Payer Select to indicate that the company is liable to IEPS tax.
Country-Specific Fields: Denmark

BP Type Code Determines the string length of the payment reference, which is used in payment slips. PBS Number Determines the customer identification number, which is used by the PBS. PBS Group Number Determines the customer group number, which is used by the PBS.
Country-Specific Fields: France, Italy, South Africa, Spain

Use Deferred Tax Select if you want to recognize tax when the payment takes place and not when the invoice is created.
Country-Specific Fields: Germany, UK

Extended Tax Reporting Generates and saves the tax report for tax authorities. You can specify the period type for the report generation from the drop-down list on the right.
Country-Specific Fields: Israel

Advances on Sales % Define the percentage that must be withheld in advance on account of corporate income tax. Tax Liable Select to indicate that the company is liable to tax. Tax % Enter the tax percentage that should be collected and paid by the company.
Country-Specific Fields: Portugal

Min. Base Annex Enter the minimum amount for the annex report. Vendors with business volume above the amount defined will be included in the Annex Report. % of Total Acquisition Enter a percentage of total acquisition. Vendors with a business volume less than the amount defined in Administration System Initialization Company Details Accounting Data tab Min Base Annex, and which have not reached the defined percentage, are not displayed in the report. Min. Base per Document Enter the minimum amount per document for the Justification Note Report. Documents with smaller amount are not included in the report.

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Minimum Amount for Appendix O & P Enter the minimum amount for the Appendix O & P Report.
Country-Specific Fields: Russia

% Withholding Tax Enter the percentage for the withholding tax rate that applies to your company. This field is for information purposes only. Taxation Method Choose Define New to define a new set of dates. Choose the Taxation Method for the Sales Ledger. This is an initialization setting that cannot be changed after the first accounting document is posted. You can choose the On Shipment (default) or On Payment method. Depending on the selected method, the appropriate A/R Tax Invoices and payments for its base documents are registered within the Sales Ledger. For more information about taxation methods, see Sales and Purchase Ledger Reports - Creation Procedure: RU. INN Enter the tax payers identification number. KPP Enter the reason for being registered code. OKPO Enter the Russian classifier for organizations.
Country-Specific Fields: Spain

Minimum Amount for 347 Report Enter an amount, above which documents will be included in the 347 report.
Country-Specific Fields: UK

Accounts Office Ref. (AO Ref.) Enter the Accounts Office Reference. Unique Taxpayer Ref. (UTR) Enter the Unique Taxpayer Reference. Employer's Reference Enter the Employer's Reference. More Information Company Details

Holiday Dates Window

The following table describes the fields that appear in the Holiday Dates window. To access this window, choose Holidays . Administration System Initialization Company Details Accounting Data

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Holiday Dates

Holidays Enter the name of the holidays group you want to enter. Example You can enter holidays for each country you work with. End of the example. Valid for One Year Only Applies the holiday table only to the year specified in the holiday dates. Deselect to define the holiday table as year independent. Ignore Weekends for Payments Considers weekend days as business days while calculating due dates for payments. Weekend From ... To... Select days for the weekend. Start Date, End Date Enter either the exact dates of the holidays for each year, or dates in general for the holidays that are not changed through the years. Remarks Enter any additional remarks regarding the holidays or weekends.

Company Details, Accounting Data Tab: Brazil

Use this tab to specify basic accounting information for companies in Brazil. To access this tab, choose
Accounting Information Fields

Administration

System Initialization

Company Details

Accounting Data .

CNAE Code Specify the CNAE code. CPF Enter the 11 digit Cadastro de Pessoas Fsicas (CPF) number of the company, using the format: <163.709.27848>. Duplicated CPFs are not allowed in SAP Business one. For example, you can not create two customers with the same CPF 163.709.278-48. But you can create a vendor and a customer with the same CPF. For example, you create a vendor with CPF 163.709.278-48 and a customer with the same CPF 163.709.278-48. CNPJ Specify the 14 digit Cadastro Nacional de Pessoas Jurdicas (CNPJ) number of the company, using the format: <54.651.716/0011-50>. Duplicated CNPJs are not allowed in SAP Business One. For example, you can not create two customers with the same CNPJ 54.651.716/0011-50. But you can create a vendor and a customer with the same CNPJ. For example, you create a vendor with CNPJ 54.651.716/0011-50 and a customer with the same CNPJ 54.651.716/0011-50. I.E

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Specify the Inscrio Estadual (I.E.) number of the company. I.E. Exempt Displays Isento in the I.E. field, and renders the field uneditable. I.E.S.T. Specify the Inscrio Estadual Substituto Tributrio (I.E.S.T.) number of the company. I.M. Specify the Inscrio Municipal (I.M.) number of the company. Holidays Select a set of company holiday dates as defined in the Holiday Dates window. To define a new set of dates, select Define New. Accumulated Amount for WTax Payment Category Specify in local currency the minimum limit for posting the WTax of Payment Category, as defined by the government.

If the accumulated amount paid to one specific vendor within a calendar month is lower than the amount you defined in this field, the system does not post the WTax. If a certain payment causes the accumulated amount to become higher than the amount you defined in this field, the application posts WTax both for the current transaction and for the previous payments. If you cancel a payment, and the accumulated amount becomes lower than the amount you defined in this field, the application creates journal entries to reverse:

This payment The WTax amount related to this payment The other WTax amount related to this vendor within the month

More Information List of CNAE Codes Window

List of CNAE Codes Window: Brazil

Use this window to specify a CNAE code from a list of predefined codes, or create a new one. To access this window, choose Administration and in the CNAE Code field, press TAB. System Initialization Find Specify the CNAE code you need. Code Displays the predefined CNAE codes. Description Displays the CNAE code descriptions. New Company Details Accounting Data ,

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Choose to define a new CNAE code. More Information Company Details: Accounting Data Tab, Brazil

Company Details, Accounting Data Tab: India

A tab for defining basic accounting information specific to India per its legal requirements. To access this tab, choose
General Subtab Fields

Administration

System Initialization

Company Details

Accounting Data .

P.A.N. No. Specify the permanent account number. P.A.N. Circle, Ward No. Specify either the P.A.N. circle number or the ward number. P.A.N. Assessing Officer Specify the name of the P.A.N. assessing officer. LST/VAT No. Specify the local sales tax (LST) number or the value added tax (VAT) number. CST No. Specify the central sales tax (CST) number. Exemption Number If the company has a tax exemption number, enter that number in this field. TAN No. Specify the number of the tax deduction account. Service Tax No. Specify the registration number of the service tax. Service Nature You use this dropdown box to separate Service Distributor from Service Provider. Note You cannot edit the Service Nature field after you select and confirm a value. End of the note. Assessee Type, Company Type Specify the assessee or company type. Nature of Business Specify what the company deals with. TIN No. Specify the tax identification number. To setup TIN no. for locations, users are required to maintain state information in the Locations - Setup window.

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To setup TIN no. for business partners, users need to maintain state information in business partner master datas Ship to (Customer) / Pay to (Vendor) addresses. Holidays Select a set of company holiday dates as defined in the Holiday Dates window. To define a new set of dates, select Define New.
Excise Subtab Fields

E.C.C. No., C.E. Registration No., C.E. Range, C.E. Division, C.E. Commissionerate, Manufacturers Code, Jurisdiction Specify excise registration information for future excise invoice printing and reports generation. More Information Company Details: Accounting Data Tab

Company Details: Basic Initialization Tab

Use this tab to define basic initialization values for the company. To access this tab, choose Administration System Initialization Company Details Basic Initialization tab.

Company Details: Basic Initialization Tab

Chart of Accounts Template Select the chart of accounts that is the valid legal form for your company, or define your own by selecting User Defined. Alternatively, import the chart of accounts data from your legacy system. We recommend using one of the existing standard charts of accounts and adapting it to the companys needs as required. Defining the entire chart of accounts is a long, complex procedure. Local Currency Select the local currency. The currencies defined in SAP Business One are available in the list. To define a new currency, select Define New. System Currency SAP Business One can manage all transactions in a system currency parallel to the local currency. Select the required system currency from the list. To define a new currency, select Define New. If defining a system currency that is not identical to the local (national) currency, the system currency can be used as the reporting currency. For example, the corporate group requires a different reporting currency from the national currency. Also define a daily exchange rate for the system currency. Every document, and all reports and balance sheets are posted in the database in both currencies. If you do not have a reporting requirement in another currency, set the system currency to your local currency. Default Account Currency Determines the default account currency for new accounts:

Local Currency: Transactions can be posted only in the defined local currency. All Currencies: Transactions can be posted in all currencies defined in the company database; however,

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balances, totals, and reconciliations are calculated and displayed in local currency only. Display Credit Balance with Negative Sign Select to display credit balances with a negative sign. According to the default settings, debit balances are displayed with a negative sign. This option cannot be changed after postings have been created in SAP Business One. This setting influences the entry of beginning balances for the G/L accounts and business partners. Depending on this setting, the opening balances must be entered as positive or negative numbers. We recommend accepting the default setting, as this reflects the local requirements. Use Segmentation Accounts Select to specify if segments of information should be added to the standard account codes, such as division, region, cost center, and so on, for detailed transaction tracking and reporting. Use Negative Amount for Reverse Transaction Selecting this option results in journal entries where the reversal is booked with negative amounts. If you do not select this option, the journal entry of the reversal is booked using a debit/credit switch. This setting can be changed at any time. Note This field is not available for users in Brazil. End of the note. Permit More than One Document Type per Series Certain country regulations permit document numbering series that contain more than one document type. All of these documents are part of the same numbering series. Select this option if these regulations are relevant for the company. This setting determines the settings that are displayed in certain Document Numbering windows, and cannot be changed after it has been selected. Note This field is not available for users in Brazil. End of the note. Multi-Language Support Select to enable the Multi-Language Support function in the company. Use this function to translate field names in SAP Business One to foreign languages and print them in documents you send to foreign business partners. Use Perpetual Inventory Select this option to indicate management of perpetual inventory accounting system. If selected, each transaction of inventory items is reflected also in the inventory related G/L accounts. Note After the first inventory transaction is posted, this option is disabled, and its status cannot be changed. End of the note. Item Groups Valuation Method Specify the default valuation method for newly added item groups. This field is active only if the Use Perpetual Inventory option is selected. The available valuation methods are:

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Moving Average: Calculates the inventory value by the item cost (see the Inventory Data tab). This field is updated dynamically by every inventory receipt posting.

Inventory

Item Master Data

Standard Price: Calculates the inventory value by a fixed price. The item's standard price should be set before you start working in your company.

FIFO: Calculates the inventory value by the FIFO (first in first out) method.

Each inventory receipt transaction creates a "layer" of quantities linked to costs. Each inventory release transaction uses quantities and their corresponding costs from the first open layers.

Note You can change the selected valuation method at any time; however, the change applies only to item groups added after the change, not retroactively. End of the note. Manage Item Cost Per Warehouse Select this option for calculating inventory pricing for each individual warehouse. Deselect this option for calculating inventory pricing for all the warehouses combined. Note Users in China should select this field to group data by warehouse in the inventory audit report. Otherwise the inventory audit report is grouped only by item, and the checkbox Group by Warehouses First is not visible for all the warehouses selected. End of the note. Use Purchase Accounts Posting System In localizations where purchase accounting is used, selecting this option enables purchase accounting. Once journal entries have been made, this setting cannot be modified. Note This field is not available for users in Brazil. End of the note. Allow Inventory Release Without Item Cost Permits items to be included in documents such as deliveries or A/R invoices, even when the item cost has not been determined. Select when the inventory valuation is performed according to moving average or FIFO. If you selected Standard Price, a cost has already been defined. Ordering Party This field is required for the interface with the Payment Engine add-on.

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House Bank Enter the company's default bank account and branch information.
Country-Specific Fields: Austria, Belgium, Brazil, China, Cyprus, Czech Republic, Denmark, Finland, France, Germany, Hungary, India, Irish Republic, Italy, Japan, Korea, Netherlands, Norway, Poland, Russia, Singapore, Slovakia, Spain, Sweden, Switzerland, and United Kingdom.

Install Bank Statement Processing Select this option at any time to work with the bank statement processing functionality. Caution If you choose Update after activating this option, the checkbox is disabled and cannot be deselected. End of the caution.
Country-Specific Fields: Belgium, Chile, China, France, Italy, Korea, Spain, and Portugal

Use Bill of Exchange Select to indicate that the company uses bills of exchange (BoE). If not selected, all references to BoE in SAP Business One are hidden. When a BoE transaction is added, Use Bill of Exchange cannot be disabled. This option is relevant for Italy, Portugal, Spain and France and activated by default.
Country-Specific Fields: Chile, Costa Rica, Guatemala, and Mexico

Use Folio Number To activate folio numbering for your company, select this checkbox. For the Mexican and the Chilean localization, the folio numbering function is always activated.
Country-Specific Field: China

Calculate Cash Discount based on Gross Value Determines whether gross or net value is used as base amount when cash discount is calculated. Note Users in Mainland China should select this option; users in Hong Kong should not. End of the note.
Country-Specific Fields: Israel

Hierarchical Deduction at Source Select to indicate that the company uses hierarchical deduction at source method for tax deduction. Once this option is selected, the Define Deduction Groups button appears. Choose this button to open the Deduction Groups Setup window, in which you can define the relevant deduction groups for your company. More Information Company Details Supporting Multiple Languages

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Setting the Local Currency

The local currency is the national currency in which the company reports to the local tax authorities. Note than once a journal entry or an item master data record has been entered in SAP Business One, the local currency cannot be altered. Procedure 1. Choose Administration System initialization Company Details Basic Initialization .

2. In the Local Currency field, choose the required local currency, see Company Details, Basic Initialization Tab.

Supporting Multiple Languages

Companies that engage in global trade need to be able to print their correspondence with foreign business partners in both the business partner language and the companys local language. SAP Business One enables you to translate field names to foreign languages and then print documents for foreign business partners using these translated fields. You can translate fields in master data windows as well as almost any alphanumeric field in SAP Business One. This function is called multi-language support. The following figure shows the workflow for multi-language support:
This graphic is explained in the accompanying text.

Procedure 1. To activate multi-language support, choose Administration System Initialization Basic Initialization tab and select the Multi-Language Support checkbox. Company Details

2. Add a language or use a default SAP Business One language (the languages set up by SAP Business One during the creation of the company). For more information, see Adding and Removing a Language. 3. To define the business partner's language, choose Business Partners General tab, and choose the language in the Language field. Business Partner Master Data

4. Translate the fields to a foreign language and/or use the foreign descriptions. For more information, see Translating Fields to Foreign Languages and Viewing Translated Fields. 5. Define the language in the default layout. For more information, see Defining the Language in the Default Layout. 6. Define the layout for the business partner. For more information, see Assigning Default Layouts to Business Partners.

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7. When you create a document that is subject to multi-language support, you can do the following:

Print the document in a foreign language. For more information, see Printing Sales and Purchasing Documents in a Foreign Language Send the document as an internal message, e-mail or fax. For more information, see Sending Data or Documents from SAP Business One. Export the document. For more information, see Toolbar and File Menu.

More Information Multi-Language Support Windows

Adding and Removing a Language

You can add and remove languages in SAP Business One using the Languages - Setup window. The languages in the Languages - Setup window are used to translate fields in SAP Business One to foreign languages and then to print sales A/R or purchasing A/P documents. The Languages - Setup window displays all the default languages created when installing SAP Business One and that can be used during the creation of the company, plus or minus any languages added or removed. For more information, see Languages - Setup Window. Prerequisites You have activated the Languages - Setup window by choosing Administration System Initialization Details Basic Initialization tab and selecting the Multi-Language Support checkbox. Procedure
Adding languages

Company

1. Choose

Administration

Setup

General

Languages

The Languages - Setup window appears. 2. Specify the languages short and full names. 3. Select the related system language from the dropdown list. The language that you select affects the layout used when printing a document using Print Layout Designer tool. 4. To save the data, choose the Update button.
Removing languages

1. In the Languages - Setup window, select the language that you want to remove. 2. From the Data menu, choose Remove or right-click in the window and choose Remove. 3. To save the data, choose the Update button. More Information

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Supporting Multiple Languages Languages - Setup Window

Translating Fields to Foreign Languages and Viewing Translated Fields

You can display and print sales A/R and purchasing A/P documents for foreign business partners in their own languages by translating field values to foreign languages in SAP Business One windows. In addition, you can specify the foreign descriptions in the master data windows, for example, the Foreign Name field in the Business Partner Master Data window. This name is printed in documents when you select a layout in a foreign language. Prerequisites 1. You have activated multi-language support by choosing Administration System Initialization Details Basic Initialization tab and selecting the Multi-Language Support checkbox. 2. The required languages have been set up in Administration Setup General Languages . Company

For more information, see Adding and Removing a Language. Procedure

Translating fields to foreign languages

1. Open the window in which you would like to translate field values, for example, the Item Master Data window. 2. From the View menu, choose
Translatable

Indicator Display

Translatable Fields

The (Translatable) icon appears next to the fields that can be translated and used by the multilanguage support functionality. 3. Place the cursor in the required field and from the Goto menu, choose (Translations) in the required field. The Translations window appears. 4. In the Language column, select the languages to which you would like translate the selected field. 5. In the Translation column, enter the translation of the value in the foreign language(s). 6. To create the new translation(s), choose the Add button.
Viewing translated fields in sales A/R and purchasing A/P documents

Translate

or choose

Translations

1. Open a document, for example, a sales order, and select the display language on the Logistics tab. 2. From the View menu, choose the Translated Values option. The translated fields appear in gray according to the defined language of the customer or vendor.

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More Information Supporting Multiple Languages Translations Window

Defining the Language in the Default Layout

You can customize the default layout of documents for multi-language support according to your requirements for the following documents in SAP Business One:

Sales A/R and purchasing A/P documents, for example, invoices, deliveries, and so on Payments, for example, incoming payments, outgoing payments, and so on Checks for payment and sales opportunities For more information, see Checks for Payment.

This enables you to define the language for the layout of the document. You can define one of the layouts as a default and assign specific layouts to selected business partners. For more information, see Assigning Default Layouts to Business Partners. Prerequisites You have chosen the required language in the document that you want to print in the Language field on the Logistics tab. Procedure 1. Open the required document. 2. Do one of the following:

Choose

Tools

Print Layout Designer

. (Print Layout Designer) icon.

In the toolbar, choose the

The Layout Designer - Selection Criteria window appears. For more information, see the document How to Customize Printing Templates with the Print Layout Designer, which you can download from the documentation area of the SAP Business One Customer Portal ( http://service.sap.com/smb/sbocustomer/documentation). 3. Select the required layout and choose the Edit button. The Report and Layout Management window appears. 4. In the Layouts tab, choose the required layout. 5. Choose the Edit button. The layout selected appears.

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6. From the Print Layout Designer menu, choose The Document Properties window appears.

Display Document Properties

General

tab.

7. In the Language dropdown list, select the required language. By default, the language in which the document was created is displayed. 8. To print one of the following in a foreign language, choose the Foreign checkbox (optional):

The international currency code and description For more information, see Currencies - Setup Window.

G/L accounts for reports Items for documents

9. To save the layout, choose the Update button and the OK button. More Information Supporting Multiple Languages Print Layout Designer

Assigning Default Layouts to Business Partners

You can assign layouts to business partners according to their language. For example, you can choose Spanish as the default print language for business partners in both Spain and Mexico, and for Spanish-speaking Americans. You can then print, send, or export documents for the business partner according to the assigned language. Prerequisites You have defined the language in the default layout. For more information see, Defining the Language in the Default Layout. Procedure 1. Open a document and select a business partner. 2. Do one of the following:

Choose

Tools

Print Layout Designer

. (Print Layout Designer) icon.

In the toolbar, choose the

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3. Choose the required layout. 4. Choose the Set as Default button. The Default Layout window appears. 5. Select one of the following options for a business partner:

Set as Default for All BPs (for whom a default layout has not been assigned) Choose this option to set the selected print layout as the default for all the business partners for whom no default layout has been assigned yet. If you have chosen Spanish as the default language, you should only select this option if you want to print all documents of this type, such as invoices, in Spanish.

Set as Default for Specified BP Choose this option to set the selected print layout as the default for the business partner specified in the document.

6. To select more than one business partner for whom this layout is the default, choose the button.

Browse

(Browse)

The Business Partners - Selection Criteria window appears. SAP Business One displays the business partner specified in the document. You can add or remove additional business partners. 7. To set the selected print layout as a default for this business partner, select the checkbox next to the Language column and choose the Update button. More Information Defining the Language in the Default Layout Supporting Multiple Languages Print Layout Designer

Printing Sales and Purchasing Documents in a Foreign Language

You can print a document in a foreign language for foreign business partners. Prerequisites You have selected the required languages for the sales, or purchasing document that you want to print in the Language field on the Logistics tab in the required document. Procedure 1. Open the sales or purchasing document that you want to print. 2. From the File menu, choose the Print option. More Information

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Supporting Multiple Languages

Multi-Language Support Windows

Use the following windows to set up multi-language support:

Company Details: Basic Initialization Tab Languages - Setup Window

Use the following window to set up multi-language support:

Translations Window

More Information Supporting Multiple Languages

Languages - Setup Window

Use this window to define the languages your company requires when dealing with foreign business partners. The window displays all the default languages set up by SAP Business One during the creation of the company. You can define additional languages and relate each one with a system language in SAP Business One. For more information, see Adding and Removing a Language. To open this window, choose Note The Languages Setup window is available only if the Multi Language Support option is selected on the Basic Initialization tab of the Company Details window. To access the Company Details window, choose Administration System Initialization Company Details Basic Initialization . End of the note.
Languages - Setup Window Fields

Administration

Setup

General

Languages

Language Short Name Language code; for example, DE is the language code for German. Language Full Name Full name of the language. Related System Language The languages available in SAP Business One. You must relate a system language to every new language you add. More Information Adding and Removing a Language

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Multi-Language Support Windows

Translations Window

Use this window to translate field values to foreign languages. When the field values are translated, the translations can be used later by multi-language support for displaying and printing documents for foreign business partners in their own language. For more information about how to open the Translations window, see Translating Fields to Foreign Languages and Viewing Translated Fields.
Translations Window

Table Displays the system table to which the field belongs. For example, the field Item Description in the Item Master Data window belongs to the Items table. Field Displays the name of the field for which you are translating values. Code Displays the translated value's code. For example, when translating values for the Item Description field, the item's number is displayed in this field. Default Description Displays the description of the item in the translated field in your local language. For example, if you are translating the description of an item to other languages, the item's description is displayed in your local language in this field. For example, if your local language is English the item description is Computer. Translated Values This table displays the translations of the selected value to foreign languages. Language Select the foreign language to which you want to translate the field value, for example, Spanish. The list displays the default SAP Business One languages and any languages that have been added. For more information about adding a language, see the online help topic Adding and Removing a Language. Translation Enter or display the translation of the value in the foreign language. For example, if the item description Computer was translated to Spanish, the value Computador appears in this field. More Information Multi-Language Support Windows

General Settings

Use the General Settings window to maintain general settings such as interface language and color, defaults for new

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business partners, budget management, and more. Once the entries have been completed, choose Update to save the data. To access this window, choose More Information General Settings: BP Tab General Settings: Budget Tab General Settings: Services Tab General Settings: Display Tab General Settings: Font & Bkgd Tab General Settings: Path Tab General Settings: Inventory Tab General Settings, Cash Flow Tab: China, Korea and Japan General Settings, VAT Tab: South Korea Administration System Initialization General Settings .

General Settings: BP Tab

Use this tab to specify the default settings for the business partners defined in your company; set activity restrictions for your customers; and enable document generation authorizations. To access this tab, choose
BP Tab

Administration

System Initialization

General Settings

BP .

Customer Activity Restrictions You can restrict the creation of sales documents for customers and prompt a warning message according to the following parameters:

Credit Limit Checks whether adding the sales document for the customer causes deviation from the credit limit defined for the customer (Payment Terms tab in the Business Partner Master Data window). A warning message appears if <the customer's account balance> + <the amount of the current document> exceeds the customer's credit line.

Commitment Limit Checks whether adding the sales document for the customer causes deviation from the commitment limit defined for the customer (Payment Terms tab in the Business Partner Master Data window). A warning message appears if <the customer's account balance>+ <the total amount in undeposited checks> + <the amount of the current document> exceeds the customer's commitment limit.

Once you select the required option(s) described above, select the type of documents to which the restrictions apply

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and for which a warning message is launched:

A/R Invoice Delivery Sales Order Pick List

These settings are updated immediately per company, for all users. Set Commission by Define how commissions are calculated. A commission can be awarded based on the sales employee, item, or customer specified in the document. Select one or more of these options depending on how you want SAP Business One to calculate commissions. This setting influences where you can specify the sales commission percentage, but does not automatically calculate any commission transactions. You can change this setting at any time. Consider Deliveries Balance Checks the customer's account balance and the balance of open deliveries, while applying the selected restrictions for customer activity. This setting isupdated immediately per company, for all users. Default Pmt Term for Customer Click and select the default payment term to be assigned to new customers.

Your selection is assigned to all future new customer master records; however, it does not override the payment terms already assigned to existing customers. When modified, this setting is updated immediately per company, for all users. Default Pmt Term for Vendor Click and select the default payment term to be assigned to new vendors.

The default payment terms are assigned to every new vendor master record that is created in the future; however, they will not override the payment terms already assigned to existing vendors. When modified, this setting is updated per company, for all users. Default Pmt Method for Customer Click and choose a default payment method for new customers.

Your selection is marked as default in every future new customer master record; however, it does not override the payment method already marked as default for existing customers. This setting is updated immediately per company, for all users. Default Pmt Method for Vendor Click and select a default payment method for new vendors.

Your selection is marked as default in every future new vendor master record; however, it does not override the

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payment method already marked as default for existing vendors. This setting is updated immediately per company, for all users. Submit Credit Vouchers Defines the deposit method of credit card vouchers:

Automatically determines that the due dates in the transaction of the credit card voucher deposit are the same as the due dates in the incoming payments document. Manually determines that the due dates in the transaction of the credit card voucher deposit are derived from the deposit document.

When modified, this setting is updated immediately per company, for all users. Default Dunning Term for Customer Specify the default dunning term to be assigned to new customers. When modified, this setting is updated per company, for all users. Activate Approval Procedures Activates the Approval Process function for the creation of sales, purchasing and inventory documents. When modified, this setting is updated immediately per company, for all users.
Country-Specific Field: Japan

Default Customer Closing Date Proc., Default Vendor Closing Date Proc. Specify a closing date procedure to display by default when a new business partner master data record is created. Note To open the relevant closing date procedure definition window, click The default closing date procedure is Closing on EOM. End of the note. More Information General Settings
Link Arrow

(Link Arrow) before the field.

Defining Credit Limits

When defining a credit limit, the maximum permissible credit and/or commitment level for each customer in the master record must be maintained. The credit limit defaults as the first level from the payment terms. The most cautious setting is Order Restriction. To use restriction on order level, choose Sales Restriction, Delivery Restriction and Order Restriction, because not every delivery note or invoice is always based on an order. Therefore, include the higher restrictions.

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The credit limit setting can be modified at any time. The credit limit includes payments with a future date. This is important if check payments are received with postdated checks. The commitment limit does not consider these types of payments. This setting is mandatory to use credit limit checks. Procedure 1. Choose Administration System Initialization General Settings Sales .

2. To maintain credit limits, set Customer Activity Restrictions to either Credit Limit and/or Commitment Limit. 3. Define to which documents the restriction applies. 4. Check Consider Deliveries Balance to include the delivery notes balances. More Information General Settings, Sales Tab

General Settings: Budget Tab

The following table describes the fields that appear on the Budget tab of the General Settings window. To access this tab, choose
General Settings: Budget Tab

Administration

System Initialization

General Settings

Budget

Budget Initialization Select to manage the budget in your company. Once this option is selected, the budget-related functions appear in the Financials module, and the following fields appear in the current window. Note Except for the field For Annual Budget/For Monthly Budget, all the settings below are updated per company, for all users. End of the note.

Block Deviation from Budget Blocks the creation of transactions that cause the budget to be exceeded. Warning Sends an alert when the budget is exceeded. You can confirm and add the transaction, or cancel. Without Warning Adds, without any restriction or warning, transactions that exceed the budget.

Selecting either Block Deviation from Budget or Warning, displays the following fields in the window:

For Annual Budget/For Monthly Budget For the annual budget, this setting is updated per user. For the monthly budget, it is updated only after the next logon for all users in the company. Purchase Orders A check is made against the budget during the issuing of purchase orders, including all open purchase orders and the current one.

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Goods Receipt POs A check is made against the budget during the issuing of goods receipt POs, including all open goods receipt POs and the current one. Accounting A check is conducted during the issuing of an A/P invoice or any other accounting transaction that involves a G/L account relevant to the budget.

More Information General Settings Budget

General Settings: Services Tab

Use this tab to define which checks and procedures are started automatically as soon as a user logs on to SAP Business One or begins working with the data. To access this tab from the SAP Business One Main Menu, choose General Settings Services tab.
Services Tab Fields

Administration

System Initialization

At the Beginning of Each Session Data checks and actions specified under this heading are carried out each time the user logs on to this company. Perform Data Check SAP Business One performs a brief data check during each logon and generates an appropriate message if any inconsistencies are detected. We recommend selecting this setting because it activates an automatic, regular check of the database tables. This setting is updated per user. Open Exchange Rates Table Opens the exchange rate table at logon. If you manage transactions in a foreign currency in SAP Business One, you require up-to-date exchange rates at all times. If an exchange rate has not been defined, SAP Business One automatically opens the window with the exchange rate table whenever a transaction is entered in the corresponding foreign currency. You can then specify the exchange rate. However, if the current exchange rates are already present, it provides a more efficient workflow. This setting is updated per user. Display Recurring Postings on Execution Displays at logon:

All recurring postings for processing on todays date You can process the postings directly from this window.

An appropriate message, if there are no postings for processing today

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This setting is updated per user. Send Alert for Activities Scheduled for Today At logon, SAP Business One automatically sends you a message listing all activities scheduled for today. You can process activities directly from the message. This setting is updated per user. Display Inbox When New Message Arrives Opens your Messages/Alert Overview window whenever a new message arrives. This setting is updated per user. Open Window for Credit Voucher Ref. Update At logon, the appropriate window for credit vouchers opens automatically.

You can update the references from this window. You have to specify, in days, the planning interval for the due date of the vouchers.

This setting is updated per user. Open Postdated Checks Window At logon, SAP Business One automatically opens a window displaying postdated checks for which the due date has passed. This ensures the processing of all checks that can be deposited today. You can deposit the checks directly from this window. This setting is updated per user. Update Messages (Min.) Enter an editable value, in minutes (default = 5), to define how often the application checks your inbox for updates. A new messages opens the Messages/Alert Overview window. This setting is updated per user. Screen Locking Time (Min.) Define the length of idle time, in minutes, after which, for security reasons, SAP Business One locks itself. To unlock the screen, you need a valid user name and password. This setting is updated per user. Open Postdated Credit Vouchers Window Select whether and how the window for postdated credit vouchers automatically opens at logon. You can deposit the vouchers from this window. From the drop-down list select:

Always To always open the window for postdated credit vouchers at logon No To prevent the window from opening at logon By Date To open the window on certain dates In the fields Day 1 and Day 2, enter the days of the month on which you want the window to open.

This setting is updated per user. Internet Definitions Use the fields under this title to enter information on your internet connection.

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Use Proxy Server for Web Connection Select to access the World Wide Web (Internet) from within SAP Business One, using a proxy server. After selection, additional fields are displayed for entering the IP address of the server and a port for the connection. This function:

Is used to import the exchange rates table from the Internet Is not supported in all localizations

This setting is updated per company, for all users. Telephone To place calls directly through SAP Business One if a phone system or modem is installed on your computer or in your network, in these fields specify the area code and the number to dial for an outside line. History / Log Sets the number of records to be saved in the log file. The log file saves the history of changes made in master records (items, business partners, and G/L accounts), documents, and other windows in SAP Business One. This setting is updated per company, for all users. To view the history log for a certain window, from the menu bar choose More Information General Settings Tools Change Log .

General Settings: Display Tab

Use this tab to define how different variables, such as dates, numerical values, and currencies are displayed. To access this tab, choose
Display Tab Fields

Administration

System Initialization

General Settings

Display

Language Select the SAP Business One display language. When modified, this setting is updated per company, for all users, after the next logon. Skin Style Select the style for the graphic interface of SAP Business One. The defaulted style is SAP Signature Design. To operate SAP Business One with the skin style used in releases earlier than 8.8, select Classic, and choose the Update button. To apply your selection, exit SAP Business One and log on again. Color Select the background color for the active windows. Select Combined to define a background color individually for different windows in various colors. To select a background color for a window, open the required window and choose from the menu bar Color . Select the required color. Default Length UoM, Default Weight UoM Window

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Define the standard units for various length and weight units for items in Item and Warehouse Management. When a new item is defined in SAP Business One, these length and weight units are proposed automatically. When modified, this setting is updated per company, for all users, upon the next logon. Time Format Define whether SAP Business One displays time in a 12-hour or 24-hour format.

With a 24-hour format, 1 p.m. is displayed as 13:00. With a 12-hour format, 1 p.m. is displayed as 1:00.

When modified, this setting is updated immediately per company, for all users. Date Format Defines how dates are displayed throughout SAP Business One. Note

These settings do not affect how dates are entered in SAP Business One. Dates can be displayed differently from the way they are entered.

End of the note. When modified, this setting is updated immediately per company, for all users Separator Define the character that will be displayed in the date format between the date fields. That is, between the day and month, and month and year. When modified, this setting is updated immediately per company, for all users. Ext. Image Processing Define the resolution SAP Business One uses to display images. If you choose Full, the image will be displayed in the resolution saved in the image file. Try to print images using the default option first. If the images are not printed as desired, select a different option for this field. Note The selected value only affects the logged in user. End of the note. No. of Rows in 'List of' Windows Define the maximum number of rows that will be displayed in any 'List of' window. When modified, this setting is updated immediately per company, for all users. Account Segment Separator Define the character for separating between G/L account segments. This separator is used for display purposes only. A dash () is recommended. Do not use any letters, numbers or an asterisk as a separator. The G/L account code must not contain the same character as the separator. This option appears only if the Use Segmentation Accounts option in Administration Company Details Basic Initialization tab is selected. Decimal Places (0...6) System Initialization

Define the number of decimal places displayed for amounts, prices, exchange rates, quantities, percentages, units, and calculated values in queries.

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For all of the decimal settings, except for calculated values in queries, the following applies:

If no journal entry has been posted, you can increase or decrease the number of decimal places. After a journal entry has been posted, you can only increase the number of decimal places, up to 6 digits. This change is irreversible. Decreasing the number of decimal places after a journal entry has been posted is impossible.

Note The decimal places definition affects the calculations in SAP Business One, and the values that are saved in the database. For example, if you choose 2 decimal places for amounts and you work with 6 decimal places for very small prices and quantities, totals might be not accurate. End of the note. Separator Define which character to use to separate the decimal places from the integer. The U.S. and U.K. use a decimal point, for example, while German-speaking countries generally use a decimal comma. When modified, this setting is updated per company, for all users, upon the next logon. Thousands Sep. Define which character to use as the thousands separator. For example, the U.S. and U.K. use a comma, while German-speaking countries generally use a period. When modified, this setting is updated per company, for all users, after the next logon. Display Currency on the Right Currency or currency symbol is displayed on the right side in amount fields. By default, the currency symbol appears on the left of the amount. When modified, this setting is updated per company, for all users, after the next logon. Exchange Rate Posting Determines the display of exchange rates in SAP Business One. This setting affects the calculation that you use to enter the exchange rates in the Exchange Rates and Indexes window.

Select Direct to display the exchange rate according to the foreign currency (that is, how many Euro one USD is worth). Select Indirect to display the exchange rate according to the local currency (that is, how many USD one Euro is worth).

Note This setting is updated per company, for all users, after the next logon, but cannot be changed after transactions are recorded in the company. End of the note. Note

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The exchange rate values are always saved in the system according to the direct rate. The indirect rate is for display use only. End of the note. Example The local currency is USD and the foreign currency is the Canadian dollar. Today's rates are USD 1 = CAD 4. If you chose the Direct option, then on the Exchange Rates tab in the Exchange Rates and Indexes window, you would enter 1 as today's rate for the Canadian dollar rate. If you chose Indirect, to indicate how many Canadian dollars are in one US dollar, you would enter 4 on the Exchange Rates tab. End of the example. More Information General Settings

General Settings: Font & Bkgd Tab

Use this tab to set the font you use for displaying texts in SAP Business One, and to place your company logo or other graphic as the background image in the main SAP Business One window. To access this window, choose
General Settings: Font & Bkgd Tab

Administration

System Initialization

General Settings, Font & Bkgd.

Font Select the font for displaying all text in SAP Business One. The default font is Tahoma. Note Changing the font might increase or decrease the size of the windows. End of the note. When modified, this setting is updated per company, for all users, after the next logon. Font Size Select the font size of the displayed text. The default size is 10. When modified, this setting is updated per company, for all users, after the next logon. Preview Displays a preview of how the selected font and font size are to be displayed after choosing Update in this window. Background, Browse Select a picture to be displayed as the background for the main SAP Business One window. The default value Without displays no background picture.

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Choose Browse to search for an image on your computer or on the network. The selected image is also saved in the SAP Business One Picture folder. This setting is updated per user. Preview Displays a preview of how the selected picture will be displayed as the background after choosing Update in this window. Image Display Indicates how the background picture is displayed: Centralized, as a Full Screen, or Tiled. This setting is updated per user. More Information General Settings

General Settings: Path Tab

Use this tab to define paths to the folders where you want to store various files, and information such as images and attachments. To open this window, choose
General Settings: Path Tab

Administration

System Initialization

General Settings

Path

Microsoft Word Templates Folder Select the directory where you want to store MS Word templates for exporting data to Microsoft Word. When modified, this setting is updated immediately per company, for all users. Microsoft Excel Folder Select the directory where you want to store MS Excel templates for exporting data to Microsoft Excel. When modified, this setting is updated per company for all users. Pictures Folder Select the directory where you want to store images, such as company logos, for integration through user fields. When modified, this setting is updated per company, for all users. Attachments Folder Select the directory where you want to store attachments, such as customer Web pages, for integration through user fields. When updated, this setting is updated per company, for all users. Extensions Folder Select the directory where secured images are stored. Secured images include official stamps, which, due to legal requirements, can be saved on your computer as *.dll files only, and not in regular picture formats. When modified, this setting is updated per company, for all users. Current Scanner If a scanner is connected to your computer, you can scan documents directly and link them with the corresponding object in SAP Business One. The location of the connected scanner is automatically detected and copied to this field, and a button for activating the scan button appears in all the relevant processing screens. For example, when you enter an item, you can scan an image directly from within the images tab for a master

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record. When modified, this setting is updated per company for all users. XML Files Folder Select the directory where you want to store XML files created by using the Export Form to XML function. When modified, this setting is updated per company, for all users.
Country-Specific Fields: China

GB Data Interface Folder Specify the path to the folder that saves exported data files. The application saves exported reports in *.TXT format and the GB description report: GSSM.TXT. Open GB data file when exporting Opens the GB data file when you export reports. Clear Description Report Deletes the description report GSSM.TXT. More Information General Setting

General Settings: Inventory Tab

On this tab, enter inventory and production-related details. The tab contains two additional tabs: Items and Planning

Items Use this tab to define:

The management method for serial numbers and batches The default warehouse The inventory G/L method

Planning Use this tab to enter MRP-related information. You can define whether sales orders consume the sales forecast, or are added to the sales forecast. These settings are updated immediately, per company, for all users.

Items Tab

Management Method Choose the required method for assigning serial and batch-managed numbers to items:

On Every Transaction you are required to assign serial or batch numbers for every inventory transaction. On Release Only you are required to assign serial or batch numbers for inventory release transactions only. It is optional for other transactions.

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When modified, this setting is updated immediately per company, for all users. Automatic Serial Number Creation on Receipt This box is displayed only when the management method selected is On Release Only. When you select this checkbox, SAP Business One does the following:

Creates unique sequential serial numbers in the System Number field, with no user intervention. Leaves the Serial Number field blank, so that you can select serial numbers during sales transactions, and then update them later in the Serial Numbers Management Update window.

This option is useful for the following users:

Users who receive a large number of documents with serial numbers management items, and who do not wish to specify serial numbers when generating documents. Users who are interested in sequential numbering only, and not in specific serial numbers for items. Unique Serial Numbers by

It is possible to use one of the following field values as a unique serial number for managing an item:

None - no unique number is managed and you can update all the fields, for example, lot number or serial number. You can use serial numbers or manufacturer serial numbers or lot numbers but they do not have to be unique. You can use the same serial number more than once for the same item (as the serial number is not defined as a unique field). Note Unique fields are colored in blue. End of the note. Mfr. Serial No. - the manufacturer serial number is unique and you cannot update it. You can update all the other nonunique fields. Serial Number - the serial number is unique and you cannot update it. You can update all the other nonunique fields. Lot Number - the lot number is unique and you cannot update it. You can update all the other nonunique fields.

When modified, this setting is updated immediately per company, for all users. In addition to all these options, SAP Business One manages a unique internal number in the System Number field, and it cannot be changed. You can assign the same serial number to different items as the validation for uniqueness is done using the item code and serial number and not just the serial number. However, you cannot use the same serial number for the same item (if the serial number is defined as a unique field). If you select an option this number is unique and it cannot be changed in the Serial Number Details window, however it can be changed in the Serial Number Management - Update window. A company can use more than one number type for the same item but only one of them is unique. Note

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When you define this parameter, SAP Business One checks all the serial numbers in the system to locate duplicates of the designated unique number. If it finds any duplicate numbers in the system, you cannot change this parameter until you remove these numbers. End of the note. The option that you select depends on the working procedures in the company. Example If your company manufactures an item, you can assign it a unique serial number. If your company purchases items from a vendor, you can use this option to manage these items and assign them your own serial numbers (to identify the item when you are dealing with a customer). In addition, you can use the manufacturer serial number, which is the serial number assigned by the manufacturer (to identify the item when you are dealing with a vendor). Alternatively, you can define the manufacturer serial number as unique, if you use the same serial number that was assigned by the manufacturer. In this case you define the manufacturer serial number as the unique field. End of the example. Auto Create Customer Equipment Card Enables you to automatically create customer equipment cards when you add delivery or A/R invoices that include serial numbers. When modified, this setting is updated immediately per company, for all users. Basic Setting for Batch Status You use the status mainly to distinguish between Locked and Not Accessible batches in reports. Choose an option to define the default status for item batches:

Released you can perform transactions on a batch. Not Accessible you cannot release a batch in sales documents or in A/P credit memos because the status defines batches in the middle of a production process or a quality check. However, you can release a batch in inventory transfer documents. Locked you can release the batch in inventory documents only, for example, inventory transfers or goods issue documents.

When modified, this setting is updated immediately per company, for all users. Note If the batch is Not Accessible or Locked, SAP Business One neither prevents you from working with the batch, nor displays a warning. Therefore, the status is informative only. End of the note. Default Warehouse Choose a default warehouse for new item records. When modified, this setting is updated immediately per company, for all users. Set G/L Accounts by

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Choose one of the following to define whether you relate G/L accounts to items by:

Warehouse Item Group Item Level

When modified, this setting is updated immediately per company, for all users. Auto Add All Warehouses to New Items Select if you want to add all warehouses each time you create a new item, or to automatically add a new warehouse to existing items. When modified, this setting is updated immediately per company, for all users.
Planning Tab

Consume Forecast Subtracts the sales order from the Forecast quantity. The checkbox defines the default value for the sales order lines. The MRP run checks consumption in the order lines only. When modified, this setting is updated immediately per company for all users. Consumption Method Choose how forecast consumption is performed:

Backward-Forward Forward-Backward

When modified, this setting is updated immediately per company, for all users. Days Backward Enter the number of days to search back for a forecast to consume. When modified, this setting is updated immediately per company, for all users. Days Forward Enter the number of days to search forward for a forecast to consume. When modified, this setting is updated immediately per company, for all users. More Information General Settings

General Settings, Cash Flow Tab: China, Korea and Japan

Use this tab to define the global setting for assigning cash flow line items to cash flow relevant transactions. To open this window, choose Administration System Initialization General Settings .

Assignment of Cash Flow Line Item: Mandatory

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By selecting this field you define a mandatory assignment of a cash flow line item to a cash flow relevant transaction. Failure to do so generates an error message, and the transaction is not added to the system. Assignment of Cash Flow Line Item: Optional Selecting this field defines the optional allocation of a cash flow line item to a cash flow relevant transaction. Incoming, Outgoing Payment Use these fields to define the default primary cash flow line item assigned to cash flow relevant transactions, as well as the default setting for an incoming and outgoing payment. Assignment in Transaction with All Relevant Cash Flow: Ignore Without Warning Disables the cash flow assignment in a transaction with all cash flow relevant G/L accounts, even if some cash flow line items are already assigned. This transaction can be posted directly without a warning. Note Transactions with a disabled cash flow assignment do not appear in the Cash Flow Relevant report if you choose Unassigned Cash Flow Relevant Transaction. However, they do appear if you choose All Cash Flow Relevant Transactions. End of the note. Assignment in Transaction with All Relevant Cash Flow: Warning Only The application generates a warning message asking whether the assignment is needed or ignored when you post a transaction with all cash flow relevant G/L accounts.

Needed: you are able to perform the cash flow assignment. Ignored: the application disables the cash flow assignment and posts the transaction.

More Information APA Cash Flow Assignment Window: China, Korea and Japan

General Settings, VAT Tab: South Korea

Use this tab to define the general settings for the VAT report. To access this tab, choose Administration System Initialization General Settings VAT .

General Settings: VAT Tab Fields

Tax Invoice Numbering A table used to define the numbering range for the tax invoice report. Note There is no limitation for defining different numbering series, but overlapping numbering is not allowed. End of the note. Numbering Name Specify a name for the numbering system. First Number

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Specify the initial number. Next Number The field Next is recorded automatically, based on the number defined in field First, before a tax invoice is generated. Each time you print a tax invoice report, the number in field Next increases automatically by 1. Year Dependent Causes the last two digits of the current year to be used as the first two digits for the numbering series. Set as Default Sets a numbering series as the default; otherwise, the first numbering series is used. DME Specify the file directory to which to download the required data records. Note Once the numbering series has been used, the First, Next, and Year Dependent fields are not editable. End of the note.

Posting Periods Window

The following table describes the fields that appear in the Posting Periods window. To display this window choose Administration System Initializations Posting Periods .
Posting Periods

Period Code The period code as defined in the Posting Period window. To display further details of this posting period, click
Link Arrow

(Link Arrow).

Period Name The period name as defined in the Posting Period window. Period Status The status of the period as assigned in the Posting Period window. Each status indicates what transactions and documents can be posted within the date range of each posting period:

Unlocked all types of transactions and documents. Unlocked Except Sales all types of transactions and documents, except for the documents under the Sales A/R module. Period Closing users who have period closing authorization can post all types of transactions and documents.

Locked neither transactions nor documents can be posted. Posting Date From... To... Posting date range defined for each period. Due Date From... To... Due date range defined for each period. Automatic Change of Period Status to 'Closing Period'

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Automatically assigns the status Closing Period to periods that have already ended. When you log on to SAP Business One, the system date is compared with the Posting Date To defined for the existing posting periods. Each posting period with a Posting Date To that is earlier than the current system date gets the status Closing Period. An authorized user can change the status of the existing posting periods. Date When Automatic Change Is Applied Appears only when the option Automatic Change of Period Status to 'Closing Period' is selected. Specify the date in which the automatic change of status for already ended posting periods to Closing Period should apply. By default, the value in this field is 1. Example The value specified in this field is: 10. The posting period related to last year has ended on 31.12.0X, and the current system date is 2.1.0X+1. In this case, although the posting period of year 0X already ended, its status will not be changed until the 10.01.0X+1. End of the example. New Period Opens the Posting Period window in which you can define new posting period.

Posting Period Window

The following table describes the fields that appear in the Posting Period window. To open the window, choose
Posting Period

Administration

System Initialization

Posting Periods

New Period

Period Code Specify a code for the posting period. The code can be up to 20 characters. Period Name Specify a name for the posting period. The name can be up to 20 characters. The name of the period that includes the current date is displayed at the top of the Main Menu window. Sub Periods Select one of the following options. This setting determines the number of additional posting periods to be created automatically by SAP Business One:

Year Choose this option to manage a single period during a fiscal year. SAP Business One will not create additional posting periods automatically when choosing this option. Quarters Choose this option to manage 4 posting periods during a fiscal year. When you choose Quarters, the number 4 is entered automatically in the No. of Periods field and SAP Business One creates 4 new posting periods respectively. Months - Choose this option to manage 12 posting periods during a fiscal year. When you choose Months, the number 12 is entered automatically in the No. of Periods field and SAP Business One creates 12 new posting periods respectively. Days When you choose this option, the No. of Periods field becomes active. Enter the number of required

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posting periods. SAP Business One will then create respective periods. For example, if you need to manage one posting period per week, enter 52 in the No. of Periods field. SAP Business One will then create 52 periods; one for each week. When you select an entry that consists of more than one posting period, the value entered in the field Period Code will then be used as the base code for creating the codes of the additional posting periods. For example, if 2006 is entered as the Period Code and the value Quarters is selected in the field Sub-Periods, the codes of the four new posting periods would be 2006-1, 2006-2 and so on. No. of Periods Displays the number of posting periods according to the option selected in the Sub-Periods field. This field will be active only when Days is chosen in the Sub-Periods field. Period Indicator The Period Indicator refers to each document series (row) that can be connected to one or more Accounting Periods. Each document series must be connected to an indicator, to enable document numbering starting with 1 for each fiscal year. Choose the period indicator to connect to the accounting period. The period indicator can be connected to more than one period in the same company. Period Status Assign to the posting period the required status: Unlocked all users, with respect to their authorizations, can post all types of transactions and documents to this period. This status is assigned by default to new posting periods. Unlocked Except Sales all users with respect to their authorizations, can post to this period all types of transactions and documents, except for documents of the Sales A/R module. Assign this status once the period ends, but there are still purchasing documents, such as late A/P invoices, and other transactions that should be posted to this period. Period Closing only users with full Period Closing authorization can post to this period all types of documents and transactions. Assign this status to the period, after the period ended, all the late transactions are posted, and only the year-end closing process is still to be performed. Locked no documents neither transactions can be posted to the period. Assign this status to the period after all the adjustments are posted and year-end closing process is complete for this period. Posting Date From... To... Specify the posting date range for the new period. By default, the From date is the day after the end date of the latest posting period exists, and the To date is one year later. Example The latest period defined ends on 31.03.07. By default the posting date range of a new period is 01.04.07 31.03.08. End of the example. Note Posting date ranges of different posting periods must not overlap. In other words, the start posting date of one period can not be earlier than the end posting date of the another period. End of the note. Due Date From... To... Specify the due date range of the new period. The due date range can be longer than the posting date range.

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Document Date From... To... Specify the document date range of the new period. The document date range can be longer than the posting dates range. Start of Fiscal Year Specify the starting date of the fiscal year to which the period relates. Fiscal Year Specify the fiscal year to which the period relates. Add Choose to add the new posting period. If you have chosen to create a period containing a number of sub-periods, these will be created automatically and will be divided according to the appropriate range of dates

Creating Posting Periods

The following procedure explains how to create a new posting period. Procedure 1. From the SAP Business One Main Menu, choose . 2. Choose New Period. The Posting Periods window appears 3. Enter the relevant values in the fields. 4. Choose Add. Result The new posting period appears on the Posting Periods tab in the General Settings window. If the new period contains sub-periods, each sub-period is displayed in this window in a separate row. Recommendation For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials General Ledger Define Posting Periods Define New Posting Periods . End of the recommendation. Administration System Initialization Posting Periods

Locking Posting Periods: France

The following procedure explains how to lock posting periods absolutely, preventing the submission of any updates in the locked posting period. This action should take place after you perform the year-end closing process. Prerequisites

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The Lock Periods authorization (in the Authorizations window, under Administration System Initialization General Settings Posting Periods ) has been blocked for users who should not be allowed to lock or unlock posting periods. Note Only a user who has the Lock Periods authorization enabled can perform this procedure. End of the note. The year-end closing process has been completed. The following reports have been generated:

Document journal in month total mode (from the SAP Business One Main Menu, choose Financials Accounting Document Journal ) Transaction journal report ( Reports Trial balance ( Reports General ledger ( Reports Financials Financials Financials Financial Accounting Trial Balance

Reports )

Transaction Journal Report ) )

Accounting

General Ledger

Procedure 1. From the SAP Business One Main Menu, choose the Settings Posting Periods tab. 2. Click the
Link Arrow

Administration

System Initialization

General

(Link Arrow) icon of the period you want to lock.

The Posting Period window appears. 3. Change the value in the Locked field from Yes to No. 4. Choose Update. Result

The system automatically changes the value in the Active field from Yes to No. From now on, it is impossible to submit any changes into the locked period. The system registers the locking action itself in a log file along with the details of the user who performed the action and the date ( Tools Change Log... ). Note All changes made after the posting period has been locked are registered in the log file. End of the note.

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Modifying Posting Periods

The following procedure shows how to edit the posting periods name, date ranges, active and locked fields in existing posting periods. Procedure 1. In the SAP Business One Main Menu, choose 2. Click appears
Link Arrow

Administration

System Initialization

Posting Periods

(Link Arrow) next to the posting period you want to edit. The Posting Periods window

3. You may change now the periods name, date ranges and the fields Active and Locked. 4. Choose Update. Recommendation For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials General Ledger Define Posting Periods Change Posting Period Status . End of the recommendation.

Authorizations

Authorizations allow users to view, create, and update documents that you assign to them, according to data ownership definitions. By default, a new user has no authorizations. Each user can have only one manager who assigns permissions. You can define users as either regular users or superusers. You can also define an unlimited number of superusers, although that is not advisable. Regular users:

Cannot assign authorization to other users Can perform certain actions, for example, award discounts, change prices, or access confidential accounts, with proper authorization

Superusers can:

Define permissions for other users Have full and unrestricted authorization for everyone except themselves Automatically have full authorization for all functions in the system

You define authorizations in the Authorizations window, per module. Authorizations are also affected by the settings in the General section of the window. For example, if a user has permission to display the business partner master

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data, but lacks permission to see account balances of business partners, as defined in the General section, the system does not display account balances in the Business Partner Master Data window. Users who do not have permission to alter authorizations do not have the Authorizations folder in their view of the Administration module. Prerequisites You have defined the users in the system and specified which ones are superusers. Features You can give users authorization to only display information, or exclude users from a function altogether.

You can restrict user access to documents. For example, you can limit access to sales quotations within a certain number series only, to quotations in other series, or you can deny access completely. You can override authorizations in specific circumstances. For example, if a user has no permissions to create a certain sales document, but attempts to do so, the system prompts the user to request an authorized user to enter his or her user name and password. This enables the unauthorized user to save the document for that specific occurrence only. You can define approval procedures for the purchasing and sales transactions in the system that override the standard permissions. For example, if a user is authorized to add an invoice, even if it exceeds the customers credit limit, you can activate an additional release procedure whenever the credit limit is exceeded by a specific amount.

More Information Authorizations Window Defining Authorizations Modifying Authorizations Tracking Changes in Authorizations Copying Authorizations for Another User Authorizations for Document Type Series Data Ownership Authorizations Data Ownership Exceptions

Defining Authorizations

Authorizations are defined per user. Each user can have the same permissions throughout the system, or can have different permissions per module and sub module. Note that permissions for super users cannot be modified. The following options are available for defining the various authorizations for a user:

Full Authorization: the user is able to display and modify data for that function. per module.

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Read Only: the user can only view, but not change data. No Authorization: the user has no access to that function.

Each user's authorizations are displayed in the Authorizations window. Various Authorizations is displayed for modules with mixed authorizations, such as full authorization for some submodules and read-only for other submodules. The main menu is not automatically updated according to the authorizations. To display or hide certain modules or submodules, use the Form Settings Main Menu window, and select or deselect the Visible boxes as appropriate for each module. Encryption can also be used to hide confidential data in the system. For certain users, the encoded characters are displayed instead of the actual digits and characters. Prerequisites Users must be predefined in the system, as either regular or superusers. Procedure 1. Choose Administration System Initialization Authorizations Authorizations window displays with the list of users. General Authorizations . The

2. To grant full authorization to a user for all functions in all modules, choose the Full Authorization button at the bottom of the window. 3. To grant read authorization to a user for all functions in all modules, choose the Read Only button at the bottom of the window. The user can then display all the data in the system, but cannot make any changes. 4. To completely limit access, choose the No Authorization button at the bottom of the window. The user will not be able to view or change any of the data. 5. To provide different permissions for each module or sub module, in the table, click on the authorization and select the required permission from the dropdown list. 6. To set a global maximum discount, enter the required discount in the Max. Discount field, up to 100%. 7. To set a maximum cash amount a user can enter in an incoming payment, select the Max. Cash Total box and enter the required amount. 8. To hide certain data using encryption, select the Use Encryption box, then choose the Encryption Table button. In the Encryption Table window that displays, enter the character that should appear in place of that character. Choose OK to save the changes. 9. Choose Update to save the changes in the Authorizations window. More Information Modifying Authorizations Authorizations Window

Copying Authorizations for Another User

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To use SAP Business One more efficiently, once authorizations have been defined for one user, this authorization profile can be copied to another user. For example, by copying an authorization profile, the same permissions can be granted to all the employees who work in the same department. SAP Business One is equipped with a comprehensive authorization facility that can be tailored to every user. During the implementation phase, the system administrator should devise an authorization policy to prevent unauthorized access to the database. Note that changes to the history for user and authorization settings are not recorded. Any changes in customization (system configuration) and user settings must be documented manually. Since changes to system parameters are part of the internal monitoring system, they must also be documented. Documentation can take the form of a simple printout of the table contents, or screenshots. Certain precautions must be taken to ensure that access to the data is monitored. In the General Ledger, users who do not have authorization for the document journal but are authorized for journal entries can use the data record pushbuttons to scroll through the database and view documents. In this way, they can display other entries, even though they are not authorized to display lists, for example in the document journal. By assigning the correct authorization, changes to document fields can be restricted. This does not apply to users who have been defined as superusers. Procedure 1. In the Administration System Initialization Authorizations window, choose the name of the user whose authorizations are to be copied. Hold the mouse button until a rectangle appears around the user name. 2. Drag the rectangle to the name of the user to whom to grant the authorizations. 3. Release the mouse button. 4. A system message prompts for confirmation of the copy operation. 5. Choose OK to confirm the operation. The authorizations are copied completely to the second user. More Information Authorizations Authorizations Window

Modifying Authorizations

When an authorization for a module or a parent function is granted, the authorization is automatically copied to all the child functions. For example, if No Authorization is granted for the Sales module, the user does not have any authorizations for any function throughout the entire module. Only a superuser can modify permissions for other users. However, the superuser cannot modify the authorizations for him or herself. Procedure

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To define or restrict different authorizations for individual functions in an application: 1. Choose Administration System Initialization Authorizations window displays. 2. Choose the user name in the left column. 3. Click the icon to the left of an application or function in the list to expand to the next level of authorizations. To show or hide all the functions of an application at once, choose Expand or Collapse, respectively. 4. To change a users authorization for a function or an entire module, single-click the authorization in the list to the right. A dropdown list appears with the possible authorizations for the function or application. Choose an entry from the list to select it. 5. Once a user has been selected, display and change the corresponding authorizations as required. Superusers appear in gray in the list, as their permissions cannot be altered. More Information Authorizations Window Defining Authorizations Authorizations General Authorizations . The

Authorizations for Specific Windows and Documents

Authorizations can be overridden in specific circumstances. For example, if a manager is out of the office, he can permit one of his staff to add a document on a one time basis. In addition, this function permits those without authorizations to view reports and other windows to which they may not otherwise have access. The user who lacks permissions is challenged each time for the overriding permissions. Prerequisites To display windows that the user may not have permission to display, choose the Main Menu - Settings icon from the toolbar and make all of the required options Visible. Procedure 1. Open the required document. A system message displays stating that the user does not have permission to permform this action. 2. Choose Authorization by Another User. 3. Enter the user name (code) and password of the manager or user with the required permissions. 4. The transaction is then completed as required. More Information Authorizations

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Tracking Changes in Authorizations

All the changes in authorizations that were made in any category and by any user can be tracked. These include a detailed list of the changes, who made them and when they were made. In addition, the Authorization window as it was on a specific date, or after a specific update can be displayed. Prerequisites To view changes in authorizations, full authorization to the Change Log option, under General is required. Super users in the system have full authorizations automatically. Each time a user updates the Authorizations window, the system creates a new instance of the Authorizations window, and saves it in the Change Log window along with the date and the user who made the update. Procedure 1. Open the Authorizations window from Authorizations . Administration System Initialization Authorizations General

2. Choose the user for whom the changes are to be tracked. 3. From the Tools menu, choose Change Log. The Change Log window displays. 4. In the Change Log window, double-click a row to display the required instance of the Authorizations window. The instance provides a view of the Authorizations window as it was after the update. For more information, see the Change Log Window. 5. Choose the Show Differences button to view a detailed list of the changes made in the selected instance. For more information, see the Differences Window. More Information Defining Authorizations Authorizations Window

Authorizations Window

Use the Authorizations window to assign permissions to each user. Superusers have full permissions that cannot be altered. Regular users can have full or partial permissions, for each module and sub-module. To access the Authorizations window, choose Note You have defined your users as either regular or superusers. End of the note.
Authorizations Window Fields

Administration

System Initialization

Authorizations

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Max. Discount Specify the maximum discount that the user is authorized to enter in customer master records or sales and purchase documents. If you enter 0, the user is not able to enter any amounts for which automatic rounding has been defined, because automatic rounding represents a discount. Max. Cash Total Select and enter the maximum cash amount the regular user is authorized to enter in an incoming payment (Payment Means window, Cash tab). This can be overridden for specific documents with a supervisor's permission. This option is not active for superusers. Full Authorization Choose to grant full authorization to a user for all functions in all applications. Read Only Choose to grant read-only authorization to a user for all functions in all applications. The user can then display all data but cannot make any changes. No Authorization Choose to grant no authorizations for any functions in any application. The user will be unable to display or change any data.
Country-Specific Fields: Panama

Note This option is available in other localizations as well, only if you have upgraded to SAP Business One 2007 from previous releases. End of the note. Use Encryption Define encryption for a user for the following confidential data in the system.

G/L account balances Price lists

When you select this option, SAP Business One displays the Encryption Table button. Choose to display the Encryption window for defining the encryption. A different display character can be defined for each character in the table. Note The encryption does not apply to financial reports. End of the note. More Information Authorizations

Encryption Table: Panama

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Use this table to define which letter replaces which digit when encrypting the balances in the business partner master data and in the Chart of Accounts windows. To access this window, choose Administration System Initialization Authorizations . Select the Use Encryption option, and choose the Encryption Table button. Note This window is available in other localizations as well, only if you have upgraded to SAP Business One 2007 from previous releases. End of the note.
Encryption Table

General Authorizations

0-9 Enter the character to replace each digit. +, -, . Enter a character to replace each sign. Repeat Enter the character that should appear to prevent situation where the same character repeats it self. For example: 0 replaced with A, 1 replaced with B. The original balance of an account is 100. It will be displayed as ABB. If you enter (for example) the character P in the Repeat field the balance will be displayed as ABP. More Information Authorizations Window

Additional Authorization Creator

Use this window to create and add a new permissions object for user-created forms.
Additional Authorization Creator

Authorization ID, Name Specify unique ID and name for the additional authorization. Option Sets permission options for the new authorization:

Full/Read/None Full/None

Item Indicates if the authorization is of Item type or Form type Permissions set to a form apply to all its subordinates. Permissions set to an item do not apply to the parent form. Level

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Sets hierarchy level for the object. Parent ID Selects a parent item when you add a subordinate object. Display Order Selects the location of a subordinate or sibling object within the permission hierarchy. Forms ID/Edit Opens the User Authorizations Forms ID window. Assigns the authorization object to a user-form of your choice by entering the form ID. Add Same-Level Choose to define new additional authorization with the same level of the selected one. Add Sub-Level Choose to define new additional authorization with level lower than the level of the selected one. Subordinate authorizations can be created for additional authorizations of levels one to four.

Data Ownership Authorizations Window

This window displays each employee with each of his/her permissions per document. Only employees who are linked to users in the Employee Master Data window can view this window and all other windows in the Authorizations folder. Authorizations can be granted per user, so that the user has the same permissions throughout the system. Authorizations can also be individualized, so that each user has different permissions for different documents. Since superusers authorizations cannot be altered, this user's permissions are viewed as grayed out. Employees that are linked to super users have full permissions. All other users by default have no permissions. Data ownership is driven by the owner field in sales opportunities and sales A/R and purchasing A/P documents. The owner can only be an employee that is associated to a user. Data ownership can be turned on or off either system wide, or by object, or even by individual form or report. A user can access the sales opportunity or A/R A/P document as long as he or she has a defined relationship with the owner and has been granted either Read Only or Full for the data ownership permission for that relationship. The above relationships include:

Peer: the user and the owner share the same manager on their corresponding employee records Manager: the owner is the users manager per the manager field on the users employee record Subordinate: the user is the owners manager per the manager field on the owners employee record Branch: the user and the owner are members of the same branch. The branch is read from the corresponding employee records. Department: the user and the owner are members of the same department. The department is read from the corresponding employee records. Team: the user and the owner are members of the same team. Team membership is defined on the corresponding employee records

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For each of these relationships, the user can be granted Full, Read Only or No Authorization. In the event that more than one relationship exists between the user and the owner, the more lenient authorization is granted. For example, the user and the owner are in the same branch and department. If the user has Read Only for the branch but Full Access for the department, the user is granted Full Access to the sales opportunity or sales or purchasing documents in question. To display this window, choose Authorization . More Information Authorizations Data Ownership Exceptions Administration System Initialization Authorization Data Ownership

Data Ownership Exceptions

In this window, define which documents are can be viewed, either fully or partially, or whether only the name of the document appears in a report but the document itself cannot be viewed. Owners can be defined for sales or purchasing documents and sales opportunities in the header. This represents the case where the user is the owner of the entire document or sales opportunity. This owner is defined as the owner of the header. In addition, owners can also be defined for each line item on sales or purchasing documents and on each stage on sales opportunities. This owner is defined as the owner of the line. The checkbox labeled Owner Filtering Active is a global flag to activate or deactivate data ownership authorizations for the entire company. Once this is activated, for all sales or purchasing documents and sales opportunities, access will be granted only if the user has a relationship to the owner and has the permission for that relationship either as Read Only or Full. In the case that a document or sales opportunity has no owner, then any user can access it as if no data ownership is in place. Any user can assign an owner to a document or sales opportunity that does not have an owner. Once an owner is assigned, only the owners manager or a superuser can change the owner. Data Ownership Exceptions allow the company to activate or deactivate data ownership at a more granular level than company wide. Procedure
ObjectsTab

For each selected sales or sales opportunity document, data ownership can be applied according to one of the following options: By Header and Lines: The document or sales opportunity is visible to the owner of the document and to the owner of any of the lines or stages and to all those users that have a defined relationship to either of the owners and have the requisite permission for the specific relationship. Header Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of the header and have the requisite permission for the specific relationship. The owner of any of the lines or stages will have no effect on providing access to the document or sales opportunity. No Filtering: Data ownership is not active for this object, irrespective of the owner fields at the header or line or stage.
Excluded Forms Tab

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For each selected document, choose one of the filtering options: No Filtering: Data ownership is not active for this specific form irrespective of the owner fields at the header or line or stage. By Header Owner Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of the header and have the requisite permission for the specific relationship. The owner of any of the lines or stages will have no effect on providing access to the document or sales opportunity. If none of the above options are selected, then data ownership is in effect by header and line owners unless Data Ownership has been deactivated for that document on the Objects tab. More Information Authorizations Data Ownership Authorizations

Differences Window

Use this window to review detailed information on the selected document instance. This information includes the date of the change, the changed field, field values before and after the change, and the user who made the change. To access this window from the SAP Business One menu bar, choose .
Differences Window Fields

Tools

Change Log...

Show Differences

Date Displays the date of the change Changed Field Displays the field that was changed Old Value Displays the value of the field before the change New Value Displays the value of the field after the change User Name Displays the name of the user who made this change More Information Change Log Window

Document Numbering - Setup

The following table describes the fields appear in the Document Numbering Setup window. To access this window choose Administration System Initialization Document Numbering .

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Document Numbering Fields

Document Displays the list of documents in SAP Business One types for which you need to define numbering series. Default Series Displays the default numbering series defined for each document. You can change here the name of the default series but not the series itself. First No. Displays the first number of the default series. You can change this number only if no document is created and the new number does not overlaps numbers of other series created for the same document. Next No. Displays the number in the default numbering series that will be assigned to the next document that will be created. You can change this number for all document types as long as no document was created with this series. In case of existing documents in the default numbering series, you can change the next number only for purchasing documents. Note Legal regulations require successive numbering of sales documents, and therefore it is forbidden to change the next number of sales documents numbering series. End of the note. Last No. Displays the last number in the default numbering series. You can change this number as long as there is no overlapping with other numbering series of the same document, and as long as the new last number is higher than the next number of the default series. Change Name Opens the Change Internal Document Name window in which you can change the name of internal documents such as purchasing order and goods receipt PO. The new names are then displayed in the respective field of the Document column and as the respective entry in the Purchasing A/P module in the Main Menu. Original Names Choose to revert customized names to the original name. More Information Document Numbering: Belgium Define Series

Setting Default Series

When you have defined all the required series, you can set one of them as a default. Procedure 1. In the SAP Business One Main Menu, choose Numbering . Administration System Initialization Document

2. Select the row of a series by double-clicking on the row number.

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3. Choose Set as Default. 4. Choose Set as Default for Certain Users, for example, if you want to set the selected series as the default for certain users, such as the employees of a department. The list of users defined in SAP Business One appears. 5. Choose the users for whom you want to set this series as default. When a new document is created, SAP Business One analyzes the document type to determine which numbering to use. 6. Select an entry from the Group field to change the default series when you create a document. The user must be authorized to use the selected series. 7. Confirm your entries with OK. 8. Choose Update and OK. The initial window for the Define Documents appears again. 9. Choose Update and OK again to save your entries. You can only change the definition of the first number in a series until the first document is entered for that series and document type. As soon as the first document has been entered, you can no longer change the first number of that series, but you can still change the last number. You still have to verify that the changes do not result in overlaps with other series. Information such as remarks, the assignment of default series for a group of users, or the lock can be changed even after documents have been created. The Define Documents window only displays the default series for each document type. Make sure that doubleclicking on a row number opens the window with the list of series for a document type before you maintain the data. Note The system automatically generates the Primary series with default settings for each document type, to make sure that document numbering can start immediately. You can modify this primary series to meet your needs before you enter the first documents in the system. End of the note. More Information Document Numbering

Series - Document - Setup

In this window you can create a new series, add the series numbering range, and define the strings, if required. In addition, you can link a series to a period or user group, or make it unavailable. To open the window, choose the row number. Administration System Initialization Document Numbering , and double-click

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Series Setup Fields

Name Displays the name of the document type series. Number (First, Next, Last) Enter the first, next, and last numbers, so that SAP Business One can

Assign the number to the first document that you add to the system Automatically add a sequential number

Add the last number to the document of a certain type String (Prefix, Suffix) Enter the prefix and the suffix to have an additional identification of the series.

Note These fields are available only if you have upgraded to SAP Business One 2007 from previous releases. End of the note. Remarks Enter any free text regarding the series. Group Choose a group by clicking to limit the series to a certain user group. Period Ind. Choose a period indicator by clicking to limit the series to a certain period. Lock Select to disable the selection of the series. Display Series Linked to the Current Period Indicator Select to display series only for a certain period.
Country-Specific Fields: Chile & Mexico

The following fields appear only when the document for which you opened the window has a folio number. Folio Prefix Displays the Folio prefix defined for the document series at the time the Folio Number Assignment was made. This field is not editable. Next Folio Number Displays the next Folio number to be assigned to a document of his type. This field is not editable. More Information Document Numbering

Defining Additional Series for a Document Type

In SAP Business One, documents are numbered in series or number ranges. When additional series are required for a

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document type, define additional number ranges to start a new series. There can be no overlaps between the different number ranges, otherwise two different documents with the same number might be created. This would lead to processing problems in the database, and also must be avoided for legal reasons. For example, two invoices cannot contain the same number. Procedure
Adding Additional Number Ranges for a Document Type

1. Choose

Administration

System Initialization

Document Numbering

2. To start a new series, double-click on the row number of the document type. The Series window for the relevant document type appears. The primary series for numbering that has already been defined for that document type is displayed in the first row. 3. Add a new row. 4. Enter a number in the Last No. column to restrict the current series, if an additional series for the document is to be defined. 5. Enter a name for the new series. This name appears in the Number Range field of the corresponding document. 6. Enter the first number of the number range. SAP Business One updates and fills in the Next No. column automatically as soon as documents of this type are entered. 7. Enter the last number for the series in the Last No. column. This optional step is only required if more than one number range is defined for a document type. The system displays an error message, if an attempt is made to define overlapping number ranges, and it is not possible to save these entries. 8. Enter an alphanumeric string in the Prefix and Suffix fields. This string is attached before or after the document number, respectively. Enter either letters or digits for these strings, up to eight characters. The values in these columns are relevant for printing only. 9. Enter a comment for a series in the Remarks column. To include the remarks during printing, add the field in the document template. 10. Assign the series to a group. Use the group of a series to restrict the access authorization. 11. To lock a series, select the Lock column for that row. No further documents can be created with the numbers in that number range. Ensure that a different number range is set as the default. To unlock the series, deselect the Lock checkbox.
Deleting Additional Number Ranges for a Document Type:

Ensure that the series you want to delete has not been assigned for documents yet. 1. Place the cursor in the required series row. 2. Choose Data Delete Row .

3. Choose Update and OK to save the changes. More Information Document Numbering

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Document Numbering

In the daily course of business, SAP Business One assigns a number to each document. This number is used as reference and can be used as a selection criterion in various reports. Each company has its own numbering method and rules. The Document Numbering function enables defining a numbering series for each document type, and determines the default numbering series for each document, and for each user (if required). As a result, when manually or automatically creating a new document, the default series defined for the different documents and different users is used, unless the user changes the series in the document itself. SAP Business One provides two different numbering methods:

Separate numbering series for each document type According to this method, there is at least one numbering series for each specific document type. This method is the default for all localizations except Belgium when a new database or company is created. Unless a document is entered, an authorized user can change the setting to a model allowing numbering series used for more than one document type.

One numbering series used for more than one document type According to this method, a specific numbering series can be assigned to more than one document type. This method is the default for the Belgian localization when a new database or company is created. Unless a document is entered, an authorized user can change the setting to a model requiring a separate numbering series for each document type.

Caution This numbering setup is irreversible; in other words, you cannot change it after entering the first document. End of the caution. The numbering method is defined in More Information Document Numbering Setup Document Numbering: Belgium Defining Additional Series for a Document Type Administration System Initialization Document Numbering .

Authorizations for Document Type Series

When you define document numbering series in SAP Business One, you must meet the following conditions:

Only superusers can create and maintain document series. Users who are not defined as superusers can only change the definition of their own default number range, assuming that they are authorized to maintain numbering series.

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The default series for each user must be defined; otherwise, the user cannot open the initial window for this type of document. An unlimited number of series can be defined for each document type. Access to a specific series is granted to one of ten groups especially defined for access to document series. A user must have the permission corresponding to one of the ten groups to be able to access the series that is assigned to the specific group.

Changing Names of Purchasing Documents

If the names defined in the system do not correspond with your companys terminology, you can assign your own names to purchasing documents. However, you cannot change the names of sales documents. Procedure 1. From the SAP Business One Main Menu, choose Numbering . Administration System Initialization Document

2. At the lower right of the Documents Numbering window, choose Name Change. 3. Enter your own specific names for:

Purchase orders Goods receipt POs Goods returns AP invoices Purchasing credit memos

4. Choose Update and OK. 5. To save your entries, choose Update. The new respective name now appears in the header of the processing window for documents of this type. 6. If you want to switch back to the original names, choose Original Names in the Document Numbering window. The system will now display the original names for the documents instead of the changed names. 7. To save your entries, choose Update. Note

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If you have changed the names and want to change them again, choose Name Change. The original changes are not displayed in this window. You can make these changes even if documents have already been entered in the system. End of the note. More Information Document Numbering

Document Numbering: Belgium

In Belgium, a document numbering series can contain more than one document type. All of these documents can be part of the same numbering range series. This permits the creation of the legally required journals, which are:

One or more sales journals One or more purchases journals A bank journal, one per bank A cash journal for recording all petty cash transactions A MO (Miscellaneous Operations) journal

It is legally permissible to produce as many sales or purchases journals as required. This means that the company could have one sales journal for sales invoices, another sales journal for sales credit memos, and the third sales journal for manual transactions. Having one sales journal for one type of sales invoice and another sales journal for other types of sales invoices is also permitted. This is also applicable for purchases journals. Within each journal, document numbering must be chronological and sequential. Once this type of document numbering is selected, document numbering cannot be changed manually. More Information Document Numbering Company Details: Basic Initialization Tab

Check Document Numbering

In this window, define the required selection criteria for duplicated and missing numbers in a document series. The error and information messages are displayed in the status bar. To access this window, choose Administration Utilities Check Document Numbering .

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Check Document Numbering Fields

Choose Documents to Review Select for each document to be included in the check. Number From ...To Enter the required number ranges to filter the range of documents. Date From... To Define a range of posting dates to run the check for the documents whose posting dates are within that range. Choose All Choose to run the check on all documents. Clear Selection Choose to clear the selection made. More Information Document Numbering

Check Folio Numbering: Mexico and Chile

You are enabled to check whether there are duplicated or missing folio numbers for documents created in SAP Business One. Use the Check Folio Numbering window to define selection criteria for the check. If there are no duplicated or missing folio numbers, a relevant message appears. If there are missing or duplicated numbers, they are displayed in a separate window. To display this window, choose
Check Folio Numbering Fields

Administration

Utilities

Check Folio Numbering .

Choose Documents to Review Select for each document for which you want to run the check. Folio Number From... To Define a range of folio numbers to be checked. Date From... To Define a range of posting dates to run the check on the documents carrying a posting date within that range. Choose All Choose to run the check on all the documents with folio numbers. Clear Selection Choose to clear the selection made.

Document Settings

Use this window to define the default setting for sales and purchasing documents in SAP Business One. The window consists of two tabs, General and Per Document.

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To access this window from the SAP Business One Main Menu, choose Document Settings .
Document Settings Tabs

Administration

System Initialization

General Use to define general information relevant to all the documents in the Sales A/R and Purchasing A/P modules. Per Document Use to make special definitions per document type. Select each type individually and make the necessary definitions. More Information Document Settings: General Tab Document Settings: Per Document Tab

Document Settings: General Tab

Use this window to define default settings for document types in SAP Business One. On the General tab, you define settings for sales and purchasing documents. To access the tab, choose
General Tab Fields

Administration

System Initialization

Document Settings

General

Calculate Gross Profit Select the Calculate Gross Profit checkbox to activate gross profit calculation in sales documents of both item and service types. Base Price Origin Appears only when the Calculate Gross Price checkbox is selected. Select from the list menu the origin for the base price to be used by SAP Business One for calculating gross profit in sales documents of item type:

Price Lists select one of the price lists defined in SAP Business One. The item prices defined in the selected price list are considered as base price when the gross profit is calculated. Last Purchase Price select this option to have the gross profit calculated based on the item price in the last time it was purchased. If the purchasing price of an item changes from time to time, the gross profit calculation considers it. Last Evaluated Price select this option to calculate the gross profit based on the price calculated in the last time the Inventory Valuation Simulation Report was generated. Note In companies who do not manage perpetual inventory system, the gross profit is based on the price calculated in the last time the Inventory Valuation Report was generated.

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End of the note. Item Cost select this option to calculate the gross profit based on the item cost calculated in Item Master Data Inventory Data tab . The item cost may vary from time to time, depends on the valuation method defined for the item. Default Gross Profit % for Service Documents Enter gross profit percentage rate to be used by default for calculating gross profit in sales documents of service type. Calculate % Gross Profit as: Define whether to calculate the gross profit percentage as the base price or the sales price.

Example You have an item with a base price of $30 and a sales price of $40.

Calculated according to the base price, the gross profit would be:
gross profit/base price x 100 = (40-30)/30 x 100 = 33%

Calculated according to the sales price, the gross profit would be:
gross profit/sales price x 100 = (40-30)/40 x 100 = 25%

End of the example. Document Remarks Include: Select whether the remarks on the marketing documents include the base document number, or the customer or vendor reference number. When you enter a sales document with a reference to a base document, the number of the base document appears. The displayed number can either be an internal number assigned to the document by SAP Business One, or the customer/vendor reference number from the base document. When you choose to display the customer/vendor reference number and no such number is entered in the base document, the relevant field remains blank in the document that is created with reference to the base document. For a Sales BOM in Documents, display: Select the Price and Total for Parent Items Only if you only want to display the total price for the sold product. Select the Price for Components if you want to display the prices of the components. In this case, the total price is calculated as the total of the component prices. If a sales bill of materials is defined for a product, this BOM appears in the sales document. The sales document displays both the sold product and the components that contribute to this product. When you select this radio button, you determine whether the sales price of the item should be displayed at the level of the sold product or at the level of the components in the sales document. Response to Release of Inventory Below the Minimum Level: Select one of the following options to define the system response when the inventory level falls below this minimum quantity as the result of a sales document or goods issue. Note The minimum inventory level is defined in the Item Master Data window, in Inventory Data tab. If you do not define minimum inventory level for items, SAP Business One relates to these items as if the minimum inventory level defined for them is zero. End of the note.

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The available options are:

Without Warning select to avoid any notification from SAP Business One. Warning Only select to receive a warning message. In this case the user can choose whether to continue (and fall below minimum level), or to make the required adjustments first, such as issue only partial quantity, search for alternative items, and so on. Block Release select to receive an error message that prevents the user from completing the document and falling below the minimum level defined for the item.

Your selection applies on the following scenarios:

When creating delivery (also when created from Pick List window or from Pick and Pack Manager window). When creating A/R invoice not based and A/R invoice + payment. When creating goods issue. When releasing items to pick list from the Open drawer in the Pick and Pack Manager window. When updating the Released quantity in the Released drawer of the Pick and Pack Manager window.

Manage Inventory by Whse Defines whether the check is performed for the warehouse selected in the document row. If you select the checkbox, the system checks the minimum inventory level in the warehouse that was selected for the item when the sales document was entered. If the transaction causes the inventory level in that warehouse to fall below the minimum inventory level, a warning message appears even if the total available inventory of the item is greater than the minimum warehouse quantity. If you do not select this checkbox, the system checks the total available inventory in all warehouses where this item is stored. You can also define automatic notification for a specific user when the inventory level falls below the minimum level. A purchase transaction can then be initiated. Block Negative Inventory Select to block documents that would cause the level of inventory to fall below zero. If you deselect the checkbox, the message Negative inventory usage is not in accordance with accounting rules. Are you sure you want to enable negative inventory usage? appears. Note If you select Manage Inventory by Whse and Block negative inventory, SAP Business One calculates the block per warehouse. However, if the item is not handled by a warehouse and you do not select Manage Inventory by Whse, the block is calculated for all the warehouses. End of the note. Rounding Method Select whether the amounts and prices that appear in marketing documents should be rounded by currency or by document. Exchange Rate Base Date (A/P Documents) Chooses the date on which the system calculates the exchange rate:

Posting Date

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Document Date

Display Rounding Remark Select to determine whether a remark will be displayed in the Remarks field of the sales document when an amount has been rounded. If you select the checkbox, a remark in a foreign-currency invoice for a customer is displayed stating that the discount amount is different from the discount percentage due to rounding. Use Warehouse Address Select if you want the Ship To address of the purchase document (Logistics tab) to be the warehouse address. If this checkbox is deselected, the Ship To address will be the address of the company as defined in Administration System Initialization Company Details General tab. Manage Freight in Documents Select to add a Freight field in all sales and purchasing documents. This field allows you to calculate additional costs connected to a document, such as, delivery charges and deposit tax. Block Documents with Earlier Posting Date Select to block the posting process of the documents that creates automatic accounting journal entries (invoice, credit memo, deposit, and payment documents). Allow Future Posting Date Select to be able to create documents with future posting dates. Companies can create documents with future posting dates at the company level and then decide whether to apply this option to all the documents or only to those selected.
Country-Specific Field: Japan and Korea

Rounding Rule for Tax & WTax Specify the default rounding rule for tax and withholding tax.
Country-Specific Field: India

Allow Negative Tax Amount in Rows Select to allow negative tax amount in rows. More Information Document Settings Document Settings: Per Document Tab

Rounding Method

It is common to round amounts and prices in payments and marketing documents. SAP Business One enables you to select a rounding method to be used when rounding is required. Note It is possible to change the rounding method any time during the work in SAP Business One. To do so, choose Administration System Initialization Document Settings General tab. In the Rounding method, select either By Currency, or By Document. End of the note.

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By Currency Select this option if you want to work with rounding account per currency. You have to define the following parameters: In Administration Setup Financials Currencies , determine the required rounding method for each currency, define the display of the decimals and whether the payments generated with this currency should be rounded. In Administration Setup Financials G/L Account Determination General tab, define a rounding account. The differences between the original amount and the rounded amount are displayed in the Rounding field of the marketing document and posted to this account. This is why the total of credit and debit in the transaction created by the document is different from the document total. The rounding of the amount appears in the Total field is performed according the definitions made for the currency in all the documents. The difference between the original amount of the document and the rounded amount is displayed in the Rounding field in the general area of marketing documents. In sales documents, this field is not editable. However, in purchasing documents, you can edit the amount that appears in this field (before the document is added) by selecting the Rounding checkbox. By Document Select this option, if you want to work without using rounding account and without rounding definitions for each currency. For each sales document, determine whether it should be rounded. Choose Administration System Initialization Document Settings Per Document tab. Choose the required documents and select the Automatic Rounding for Document. The differences created as a result of the rounding are displayed in the Discount field of the marketing documents. To display a rounding remark, choose Administration System Initialization Document Settings General tab and select the Display Rounding Remark. This way, whenever you create a rounded document, an asterisk (*) appears n the Discount field and the remark Discount percentage deviates from discount total due to rounding appears in the Remarks field of the document. More Information Document Settings Currencies - Setup Window

Document Settings: Per Document Tab

Use this window to define information for the following documents:

Sales and purchasing Banking and accounting Goods transfer and production

To determine the settings that apply to a specific document type, click and choose a document type in the Document field. SAP Business One displays the relevant fields for the selected document type.

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To access the tab, choose

Administration

System Initialization

Document Settings

Per Document .

Sales Documents Fields - Sales Quotation

Include Tax in Quotation Select to determine whether to calculate and display tax amount in sales quotation documents. If you create an order that refers to a quotation, SAP Business One calculates the tax according to the rules defined for the customer and the item. Allow Copying Closed Quotations to Target Doc. Define whether sales quotations remain open or closed after you copy them to target documents. Select to make the sales quotation available for creating repeated target documents. The sales quotation then appears in the list of possible reference documents when you create a target document. You can repeatedly select the sales quotation and copy it to target documents. Once you have copied the sales quotation to a higher-level document, it is considered closed. It is then no longer displayed for selection when you create a sales document with reference. Deselect the checkbox to activate this option. Allow Future Posting Date Lets you create sales quotations with future posting dates. If you have selected it on the Document Settings: General tab, you can select this checkbox.
Sales Documents Fields - Sales Order

Default Days for Order Cancellation Enter the number of days during which you can cancel the sales order. Allow Changes to Existing Orders Lets you define whether changes to existing sales orders are allowed. If you do not select the checkbox, you will not be able to change a sales order once you create it. You are not able to change the checkbox status once you enter a sales order in SAP Business One. Caution Selection or deselection of this checkbox is irreversible. End of the caution. Activate Automatic Availability Check Application automatically checks the available quantities of items included in a sales order before it is added and offers different solutions when the available quantity is less than the quantity in the sales order. Sales Order Approved Lets you enable dragging of sales orders to target documents.
Sales Documents Fields - Sales Order, Delivery, Returns, A/R Down Payment, A/R Invoice, A/R Credit Memo

Allow Future Posting Date Lets you create sales documents with future posting dates. Checkbox enabled only if you have selected it on the Document Settings: General tab.
Purchasing Documents Fields - Purchase Order

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Split PO Select to determine whether to split a purchase order that relates to more than one warehouse. If you select the checkbox, SAP Business One prompts you to create child purchase orders. Confirm the message to create separate child purchase orders for each warehouse. Purchase Order Approved Select to enable dragging of purchase orders to target documents.
Purchasing Documents Fields

Allow Future Posting Date Lets you create purchasing documents with future posting dates. This checkbox is enabled only if you have selected it on the Document Settings: General tab.
Banking Fields - Incoming Payment

Split BP/Account in Journal Entry Select to have one row to appear for each payment method. According to the default setting, only one row appears for the customer or vendor account in the accounting document for an incoming payment, even when different payment methods are specified for the payment. Several rows appear for the posting on the offsetting side: one for each payment method. Maximum No. of Documents in Payment Enter the value to define how many documents you include in each incoming payment. Split Credit Voucher Select to split the credit voucher in the accounting document by date on the customer or vendor side when a credit card payment is received. Display All Transactions by Default Select to display all open business partner transactions in the incoming payment. Under/Overpayment Amt Allowed Enter the maximum amount for which the over or underpayment is allowed.
Banking Fields - Deposit

Split BP/Account in Journal Entry: Select to indicate the type of deposit for which the accounting document will be split. You can define this setting for cash checks, postdated checks, or credit voucher documents resulting from credit card payments.
Banking Fields - Outgoing Payment

Split BP/Account in Journal Entry Select to have one row to appear for each payment method. According to the default setting, only one row appears in the accounting document for outgoing payment, even when different payment methods are specified for the payment. Several rows appear for the posting on the offsetting side: one for each payment method. Maximum No. of Documents in Payment Specify the maximum number of documents to include in each outgoing payment. Display All Transactions by Default Displays all open business partner transactions in the outgoing payment.

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Under/Overpayment Amt Allowed Specify the maximum amount allowed for under or overpayments.
Banking Fields - Postdated Deposit

Split BP/Account in Journal Entry Select to indicate the type of deposit for which the accounting document will be split. You can define this setting for postdated checks or postdated credit vouchers resulting from credit card payments.
Accounting Fields - Journal Entry

Block Unbalanced FC Journal Entry Disallows unbalanced foreign currency entries. Allow Multiple Currency Transactions Select to permit creation of journal entries that involve more than one currency. Block Editing of Totals in System Currency Prevents document amounts from being edited in the system currency. Note Whichever currency you choose for displaying a document local, system, or, when relevant, foreign SAP Business One automatically calculates the amount in system currency. If you want to enable system currency editing, do not select this checkbox. SAP Business One will calculate the amounts in the local currency and when relevant in the foreign currency, and you can access the system currency fields and change their values, if required. End of the note. Block Posting Date Editing Per Row Prevents a different posting date from being entered for individual entry rows. Note By default, SAP Business One sets the posting date for the entire accounting document. Leaving the checkbox clear enables you to enter a separate posting date for each row in the accounting document. End of the note. Block Updating of Doc. Date After Posting Per Row Prevents you from editing the document date in the header and rows of existing journal entries, after the journal entries are added. Use Automatic VAT Select to determine automatic VAT calculation according to the default VAT group defined for each account.
Production Fields

Use for Component Transactions Choose one of the following:

Component WIP Accounts Uses the component WIP accounts as the WIP accounts for the journal entries of the component transactions

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between inventory and production.

Parent WIP Accounts Uses the parent WIP accounts as the WIP accounts for the journal entries of the component transactions between inventory and production. The parent item is defined in the bill of materials that was selected in the production order.

WIP accounts include both WIP and WIP variance accounts. Note These options are available only if you have upgraded to SAP Business One 2007 from previous releases. End of the note.
Country-Specific Field: Portugal

Default Stamp Tax Code Appears when you choose an incoming payment document. Choose a stamp code to use as default when creating incoming payments with Bill of Exchange.
Country-Specific Fields: Brazil, China, India, Japan, Korea, Singapore

When duplicated Customer Reference No. occurs, When duplicated Vendor Reference No. occurs For sales quotation, sales order, delivery, returns, A/R down payment, A/R invoice, A/R credit memo, purchase order, goods receipt, goods returns, A/P down payment, A/P invoice, A/P credit memo: When a duplicated Customer/Vendor Reference No. is assigned to the document, SAP Business One does one of the following, according to your setting here, per documentation. If you select:

Without Warning, SAP Business One operates without checking and warning Warning Only, SAP Business One generates a warning message, though you can still operate the document

Block Release, SAP Business One prevents releasing the document Allow copying Customer Reference No. to Target Doc., Allow copying Vendor Reference No. to Target Doc. The document Customer/Vendor Reference number can be copied to the target document.

Country-Specific Field: China, Japan, Korea, India and Brazil

Allow Zero Amount Line Appears when you choose a journal entry. Produces postings with zero amount. If you do not want to post accounts that have a zero amount line, do not select this checkbox. SAP Business One removes the line with a zero amount in both the debit and credit side of an auto journal entry. If every line in an auto journal entry has a zero amount in both the debit and credit side, this journal entry is not created.
Country-Specific Field: Chile, France, Italy, Portugal, and Spain

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Deposit: Split BP/Account in Journal Entry in Bill of Exchange Deposit One row appears per bill of exchange transaction.
Country-Specific Fields: Russia

Post Negative Exchange Rate Differences as Negatives Lets you post negative exchange rate differences for total incoming payments with a negative sign, rather than to the opposite G/L account side. Post Positive Exchange Rate Differences as Negatives Lets you post positive exchange rate differences for total outgoing payments with a negative sign, rather than to the opposite G/L account side. Use Shipped Goods Account Lets you apply default usage of the Shipped Goods account whenever a delivery document is created.

Use Shipped Goods Account in the Delivery window is selected by default, but, if necessary, you can deselect it to create a specific delivery without posting to the Shipped Goods account. By default this option is selected for upgraded companies, and deselected when creating a new company.

Printing Documents Automatically

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You can set SAP Business One in such a way that certain document types, such as orders, are printed automatically when they are created. Procedure 1. Choose Administration System Initialization Print Preferences .

The Print Preferences window appears. 2. On the Per Document tab, in the Document dropdown list, select the required document type. 3. Select Print Document. 4. Enter the required number of copies in Copies (Incl. Original). Note You can configure additional settings for the document. For more information, see Print Preferences: Per Document Tab. End of the note. 5. Choose Update and OK. More Information Print Preferences

Print Preferences: General Tab

Max. Rows per Page Enter the maximum number of table rows per page. If more than the specified number of table rows has to be printed for a document, the excess rows are automatically printed on additional pages. The maximum number of table rows per page is usually between 10 and 40, depending on the margins defined for the printer, the page format and the vertical compression. Print with Vertical Compression Specify the vertical compression percentage to be applied to the document. When you specify the value 100, the characters are printed in their original size. When you specify the value 70, the printed characters will be compressed by 70%. You can also specify values greater than 100. When you specify a vertical compression less than 100, you can print more rows on each page. Top Margin (cm), Bottom Margin (cm) Define the appropriate print margins in centimeters if, for example, you want to print the document on company letterhead. Max. Rows per Page During Export Specify the maximum number of table rows per page when exporting the document to Microsoft Word. If more than the specified number of table rows has to be exported, additional pages are created automatically. The maximum number of table rows per page is dependent on the margins defined for the pages and the page format of the Microsoft Word template. Print on Letter Paper Select this checkbox if you want to print the documents on company letterhead to deactivate your company details in the printout. Documents will be printed without your company details.

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Print SAP Business One Generation Message If you do not want the printed documents to contain the information that the document was created using SAP Business One, select this checkbox. When Printing Layout Including SN, Print The selected serial number will appear in the documents when using the relevant print layout. More Information Print Preferences: Per Document Tab Print Preferences, Transaction Journal Tab: China

Print Preferences: Per Document Tab

Use this tab to set the print options for each document type. To access the tab, choose Administration System Initialization Print Preferences Per Document .

Each document type is configured separately. Some of the fields described here are displayed only when they are appropriate for the selected document type.
Print Preferences: Per Document Tab

Document Choose the document type for which you want to configure the print settings. Export to MS word Select to export to Microsoft Word immediately when the document is created. Print Document Select to print immediately when the document is created. Copies (Incl. Original) This is displayed if Print Document is selected. Enter the number of copies of the document to print when it is created. The number includes the original. Therefore, if you want to print the original document and two copies, enter 3. Copies for Manual No. Assignment This is displayed if Print Document is selected. Enter the number of copies to be printed if the document is created with a manual number assignment. A document with manual number assignment is treated as a copy in the system, not as an original document. Permanent Remarks for Printing Enter text to be printed at the end of each document. Example You can use the permanent remarks, for example, to tell your customers about a new phone number, or to announce a new product. End of the example.

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Print Discount Data Select this to print the discount information in the document. Print Vendor Catalog Number Instead of Item Number Select to print the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One. Print Amounts Select to print total amounts in the document. Deselect to exclude total amounts. Note On certain types of document, such as delivery notes or price quotation, it may be appropriate not to print the total amounts. End of the note. Print Incoming Payment with Invoice For Invoices only. Select one of the following:

No - no receipt is printed when you print an invoice. Only When Adding - a receipt is printed whenever a payment is specified in the invoice. The receipt directly confirms the payment.

Always - a receipt is always printed if one exists for the invoice. Print Incoming Payment & Invoice on One Page Select to print the invoice and the receipt on a single page.

If deselected, the documents are printed separately. When Batch/Serial No. Exist, Print Select one of the following options to print Batch or Serial Number information in inventory documents.

Document and Batch/Serial No. Print the document and the Batch or Serial Number information.

Document Only Print the document with no Batch or Serial Number information.

Batch/Serial No. Only Print only Batch or Serial Number information.

Country-Specific Field: China

Line Items Number per Page Specify the number of line items to be printed in one journal entry. Example

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A journal entry contains three line items. When you print the journal entry, five line items are printed in the repetitive area. Three line items are taken from the journal entry and the remaining two line items are blank. Another journal entry contains eight line items. When you print the journal entry, two journal entry pages are printed. The first page prints five line items in the repetitive area; these are line items from the journal entry. The second page prints three line items from the journal entry; the remaining two line items are left blank. End of the example. Note If 0 is used for this field, line items in the journal entry are printed in the repetitive area and no blank lines are printed before the repetitive area footer. End of the note.
Country-Specific Information: Hungary

Permanent Remark for Cash Payment Enter a remark that will be displayed on A/R invoice if this invoice will be paid by cash or credit card (a cash payment). Permanent Remark for Non-Cash Payment Enter a remark that will be displayed on A/R invoice if this invoice is paid later on via the Banking Module using a non-cash payment (bank transfer). More Information Print Preferences: General Tab Print Preferences, Transaction Journal Tab: China

Printing Specific Checks in Canada and U.S.

The following additional check formats are available:

Check-stub-stub: The check is printed on the header of the two stubs. Stub-check-stub: The check is printed in the middle, between the two stubs. Stub-stub-check: The check is printed in the footer following the two stubs.

Procedure
Defining Outgoing Payments to Vendors

1. From the SAP Business One Main Menu, choose tab. 2. In the Document field, choose Outgoing Payment.

Administration

Document Settings

Per Document

3. Specify the maximum number of documents in a payment (the maximum number of invoices that can be closed

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in one outgoing payment to a vendor). 4. Choose Update to save the setting. Note If the number of A/P invoices per vendor is greater than defined, SAP Business One blocks the outgoing payment to that vendor. End of the note.
Defining Print Settings

1. In the SAP Business One Main Menu, choose 2. Do one of the following: In the toolbar, click the In the menu bar, choose
Print Layout Designer

Banking

Outgoing Payments

Checks for Payment .

(Print Layout Designer) icon. .

Tools

Print Layout Designer

Print Preferences, Transaction Journal Tab: China

Use this tab for setting the number of journal entries to print per page. To access this tab, choose Note This tab becomes available only when you select Journal Entry in the Document field in Document . End of the note. Journal Entry Numbers per Page Specify a value greater than 0 and less than 4 to indicate the number of journal entry pages to print per page. The default number is 2. It is used in a transaction journal when you choose to print a journal entry separately. More Information Print Preferences: General Tab Print Preferences Per Administration System Initialization Print Preferences Transaction Journal .

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Print Preferences: Per Document Tab

Opening Balances

The functions listed under the Opening Balances menu option enable you to manually create opening balances for G/L accounts, business partners, and 1099 forms and boxes (in the USA only). The transaction type OB (=Opening Balance) is assigned to the opening balance transactions that are created through these functions. To open the Opening Balances window, choose More Information G/L Accounts Opening Balance Window Business Partners Opening Balance Window 1099 Opening Balance Window Administration System Initialization Opening Balances .

G/L Accounts Opening Balance

This function enables you to manually set the opening balances of G/L accounts defined in SAP Business One. To access the G/L accounts opening balance function, choose Balances G/L Accounts Opening Balance . More Information G/L Accounts Opening Balance Selection Criteria G/L Accounts Opening Balances Window Setting Opening Balance for G/L Accounts Administration System Initialization Opening

Setting Opening Balances for G/L Accounts

During system initialization, the opening balances of G/L Accounts must be updated with legacy data. To use SAP Business One from the start of the fiscal year, enter the balances from the previous years closing balance sheet. Enter the opening balances for the balance sheet accounts (assets, liabilities, and equity). The expense and revenue accounts are cleared with the balance sheet when they are created. If the fiscal year does not start on January 1st, change the date in the G/L Accounts Opening Balance window. If the company's fiscal year starts in the middle of the year, for example, July 1st, to view the opening balances from January 1st and from the first quarter, April 1st, enter several balances for different dates on the same accounts. Enter the opening balances of the fiscal year for January 1st, and then, only open the delta for April 1st and July 1st.

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To begin using the system during the fiscal year, enter the values from an existing trial balance sheet or interim balance sheet in the system. Create this trial/interim balance sheet on the day before the first use of SAP Business One. In this case, specify the balances of the expense and revenue accounts. Procedure 1. From the SAP Business One Main Menu, choose Balances G/L Opening Balances . Administration System Initialization Opening

The G/L Opening Balances Selection Criteria window appears. 2. Set the required G/L account range, and then, choose OK. The G/L Opening Balance window appears. 3. If the fiscal year does not start on January 1st, change the Date value to the required date. Enter offsetting G/L account in the window header, and specify the relevant details. 4. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency. If the system currency is different from the local currency, the system automatically calculates the opening balances in the system currency and displays the values in column OB (SC). 5. Enter the opening balance in the foreign currency. If a foreign currency has been defined for an account, the OB (FC) field is also active. The system then automatically calculates the amounts in the local and system currencies, using the valid exchange rate on the value date. Overwrite the calculated values if necessary. 6. Enter the value without a plus sign if the balance is in credit. If the balance is in debit, insert a minus sign in front of the value. 7. Choose Add when all the opening balances have been updated. An opening balance for a multi-currency account can be entered only in local currency. Result SAP Business One creates the opening balance transactions for the accounts updated in the G/L Accounts Opening Balances window. The original type assigned to these transactions is OB.

G/L Accounts Opening Balance - Selection Criteria

Use this window to specify selection criteria for a range of G/L accounts displaying their opening balances. To access this window, choose Opening Balance . Administration System Initialization Opening Balances G/L Accounts

After defining the required information, you can view the result in the G/L Accounts Opening Balance window.
G/L Accounts Opening Balance Selection Criteria

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G/L Account From... To... Define a range of G/L accounts for which you want to set the opening balances. Account Group Name This section represents the drawers of the accounts in the chart of accounts. Select a drawer to set the opening balance to the accounts that are included in that drawer.

G/L Accounts Opening Balance Window

This window displays the opening balances of a range of G/L accounts, according to selected criteria. To open this window, choose Opening Balance . Administration System Initialization Opening Balances G/L Accounts

G/L Accounts Opening Balance Window

Opening Balance Account Enter the offsetting account for the opening balance transactions. Date Enter the posting date relevant to the opening balance. The beginning of the year is displayed by default, but can be overwritten. Ref. 1, Ref. 2 Enter one or two references to be assigned to the opening balance transactions. Details Enter relevant remarks to be entered by SAP Business One to the opening balance transactions Due Date Enter the due date relevant to the opening balance transaction. The beginning of the year is displayed by default, but can be overwritten. G/L Account, Name, Balance (LC), Balance (FC) and Balance (SC) Display the numbers and names of the selected G/L accounts. The table also displays the balance of an account in the local, foreign, and system currency. These fields are maintained automatically. OB (LC), OB (FC), and OB (SC) Enter the opening balances for each account in the respective currencies. Add Lets you record the opening balance transactions to the database. More Information Setting Opening Balances for G/L Accounts

Business Partners Opening Balance

During system initialization, the opening balances for business partner accounts must be updated with legacy data. This function enables you to manually set the opening balances for business partners defined in SAP Business One. To set opening balances for business partners, choose Administration System Initialization Opening Balances

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Business Partners Opening Balance More Information

Business Partners Opening Balance Selection Criteria Business Partners Opening Balance Window Setting Opening Balances for Business Partners

Setting Opening Balances for Business Partners

During System Initialization, the opening balances for Business Partner Accounts must be updated with legacy data. Since the opening balance usually includes several invoices, specify the payment amount as a partial payment of this position. Note that opening balances are not included in the dunning. The opening balance in the system currency is determined automatically by the system on the basis of the national currency. If the master records of the Business Partners are entered in the system with a foreign currency, the opening balance can also be specified in this foreign currency. The OB (FC) column is only ever active in this instance. Enter the value without a plus sign if the balance is in credit. If the balance is in debit, insert a minus sign in front of the value. Note that this setting is also dependent upon the option chosen in Display Credit Balance with Negative Sign in Administration System Initialization Company Details . If the opening balance is specified in the foreign currency, the system calculates the opening balance in the national currency on the basis of the exchange rate that applies on the reference date, and displays this in the OB (LC) column. This value can be altered manually. Procedure 1. From the SAP Business One Main Menu, choose Administration Balances Business Partners Opening Balance . System Initialization Opening

The Business Partners Opening Balance Selection Criteria window appears. 2. Set the required business partner range, and choose OK. The Business Partners Opening Balance window appears. 3. Specify the offsetting account for the business partner opening balance postings, and enter all the other required details in the window header. 4. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency. If the system currency is different from the local currency, the system automatically calculates the opening balances in the system currency and displays the values in column OB (SC). 5. Enter the opening balance in the foreign currency, if required. If a foreign currency has been defined for a business partner, the OB (FC) field is active. SAP Business One

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automatically calculates the amounts in the local and system currencies, using the valid exchange rate on the value date. Overwrite the calculated values if necessary. 6. Choose Add to create the opening balance transactions. Result SAP Business One creates the opening balance transactions for the business partners updated in the Business Partners Opening Balances window. The original type assigned to these transactions is OB. More Information Business Partners Opening Balance

Business Partners Opening Balance - Selection Criteria

Use this window to specify selection criteria for the Business Partners Opening Balance report. To open this window, choose Opening Balance . Administration System Initialization Opening Balances Business Partners

After defining the report, you can view it in the Business Partners Opening Balance window.
Business Partners Opening Balance Selection Criteria

Code From... To... Define a range of business partners for which you want to create opening balance transactions. Customer Group From the dropdown list, specify the group for whose customers you want to create opening balance transactions. To include all customers in the selection criteria, select All. Vendor Group From the dropdown list, select the group for whose vendors you want to create opening balance transactions. To include all vendors in the selection criteria, select All. Properties Lets you open the Properties window, in which you can specify business partner properties as selection criteria. Select All Lets you include all business partners in the selection criteria.

Business Partners Opening Balance Window

This window displays the Business Partners Opening Balance report, according to selected criteria.
Business Partners Opening Balance Window

Opening Balance Account Enter the offsetting account for the opening balance transactions. Date

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Enter the posting date relevant to the opening balance. The beginning of the year is displayed by default, but can be overwritten. Ref 1, Ref 2 Enter one or two references to be assigned to the opening balance transactions. Details Enter any relevant remarks to be added by SAP Business One to the opening balance transactions. By default, SAP Business One assigns the following text: Business Partners Opening Balance. Due Date Enter the due date relevant to the opening balance transactions. The beginning of the year is displayed by default, but can be overwritten. Name, Code, Balance (LC), Balance (FC), Balance (SC) Display the numbers and names of the selected business partners. The table also displays the balance of a business partner in the local currency, foreign currency, and system currency. These fields are maintained automatically. OB (LC), OB (FC), OB (SC) Enter the opening balances for each business partner in the respective currency. Add Choose this button to record the opening balance transactions to the database.

1099 Opening Balance: USA

Use this function to manually set opening balances for 1099 boxes and 1099 forms by vendor. To access the correct interface, choose Opening Balance . More Information 1099 Opening Balance Selection Criteria Opening Balance Window Administration System Initialization Opening Balances 1099

1099 Opening Balance - Selection Criteria

Use this window to specify selection criteria for the 1099 Opening Balance Selection Criteria report. To open the window, choose Balance . Administration System Initialization Opening Balances 1099 Opening

After defining the report, you can view it in the 1099 Opening Balance window.
1099 Opening Balance Selection Criteria

Vendor From... To... Specify a range of vendors for which you want to set 1099 opening balances. Vendor Group To post 1099 opening balance transactions for vendors related to a specific group only, from the dropdown list select

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the vendor group. To include all vendors in the selection criteria, select All. Properties Opens the Properties window in which you can use business partner properties as a selection criteria. Choose All Lets you include all business partners in the selection criteria. More Information 1099 Opening Balance: USA

1099 Opening Balance Window

Use this window to display the 1099 Opening Balance report, based on selected criteria.
1099 Opening Balance Window

Vendor Code Displays the code of the vendor, and provides a link to the respective master data record. Vendor Name Displays the name of the vendor. Posting Date Specify the posting date for the openning balance transaction. 1099 Form From the dropdown list, select the 1099 form for which you want to set the opening balance. 1099 Box From the dropdown list, select the 1099 box for which you want to set the opening balance. The available options are the boxes defined for the selected 1099 form. Amount Specify the amount of the 1099 opening balance for the vendor displayed in that row. Caution The Amount column must not be empty or contain a value of 0. End of the caution. Submitted If selected, the 1099 opening balance has been submitted. More Information 1099 Opening Balance: USA

Setup

The Setup section, an extensive part of the Administration module, is used for defining settings and defaults for fields

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that are used throughout SAP Business One. Although certain settings can be modified later, most of these definitions must be entered during system initialization. For example, before you can use banking functions, you must define basic banking data; and before you can assign authorizations, you must define your users. More Information General Financials Sales Opportunities Purchasing Business Partners Banking Inventory Service

General

You make general settings under More Information Password Administration Users - Setup Sales Employees/Buyers - Setup Territories - Setup Commission Groups - Setup Predefined Text - Setup Freight - Setup

Administration

Setup

General

Defining Users
Procedure 1. To display the Users - Setup window, choose Administration Setup General Users .

2. Enter the required user-specific data (see Users - Setup). If the user is to have superuser permissions, select the Superuser option.

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Note You cannot modify authorizations for superusers; select this option carefully. See Authorizations. End of the note. 3. As required, specify the user's defaults. For more information, see User Defaults Window. 4. If required, define an initial password for the user. 5. To save the user information, choose Add. More Information Defining User Defaults Authorizations Window Password Administration

Users - Setup

Use this window to define users in SAP Business One. To access this window, from SAP Business One Main Menu, choose Administration Setup General Users .
Users Setup Window Fields

Superuser Select this option to specify the user as a superuser. A superuser:

Can access all windows and perform all functions in SAP Business One

Can limit the authorizations of users that are not superusers User Code Specify a unique code of up to eight characters with which the user logs on to SAP Business One.

The code is case sensitive and, once saved, cannot be changed. Note The code must not contain an asterisk (*). End of the note. User Name Specify a user name of up to 30 characters. The name appears at the top of the main menu and is editable. E-Mail, Mobile Phone, Fax Enter the users E-mail address, mobile phone number, and fax number. The system uses this information to send E-mails and text messages (SMS) to the user.

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Note SMS functionality is available only in certain localizations. End of the note. Defaults Define default parameters, for example, address or printing information, for individual users or groups of users, such as the employees in a department. Branch, Department Specify a users branch and department. Password If required, specify a password for the user. Regardless of whether a password has been defined, at the next logon, the user will be asked to change it. Locked Prevents this user from logging on to SAP Business One. By default, this option is deselected, but if the user fails to log on the number of times defined in Administration Setup General Password Administration Authentications Before User Account is Locked , the user is locked automatically by SAP Business One and this option is selected. Note Only a superuser can unlock locked users. End of the note. More Information Defining Users Departments - Setup Branches - Setup

Departments - Setup

Use this window to define different departments within the organization. More Information Users - Setup

Branches - Setup Window

Use this window to define different branches of the company. To open this window, choose Administration Setup Users . In the Users - Setup window, from the drop-

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down box of the Branch field, choose Define New.

Branch - Setup Fields

Name Enter a name for the branch. Description Enter a description for the branch. More Information Employee Master Data

Changing a Password
Procedure 1. Choose Administration Setup General Change Password .

2. In the Old Password field, enter the current password. 3. In the New Password field, enter a password that complies with the company's security settings. This field gives you a relevant password sample. 4. In the Confirm field, enter the new password. 5. Choose OK.

Defining User Defaults

Procedure 1. To maintain the default parameters for a user, choose Note You can also display this window by:

Administration

Setup

General

User Defaults

Choosing

Administration

Setup

General

Users .

Place the cursor on the Defaults field for a user and press the Tab key. The List of User Defaults window appears, in which you can select a set of previously defined defaults or create a new one.

End of the note. 2. To create a new set of default parameters, choose New. The User Defaults Window appears. 3. Enter the required data and choose Add. 4. To save the parameters for the user, choose Add in the List of User Defaults window.

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User Defaults Window

Use this window to define defaults that can be applied to specific users. The defaults that are defined here override settings defined in other windows. To display this window, choose Note You can also display this window by:

Administration

Setup

General

User Defaults

Choosing

Administration

Setup

General

Users

to open the Users - Setup window.

Choosing the Choose from List button in the Defaults field to open the List of User Defaults window to select existing defaults or define new ones by choosing the New button. If certain default settings have already been defined for a user, a link arrow is displayed beside the Defaults field and clicking this arrow also opens the User Defaults window.

End of the note.

General Area Fields

Code Enter a code for the user defaults. Description Enter a description for the user defaults. More Information Defining User Defaults User Defaults, General Tab User Defaults, Print Tab User Defaults, Defaults Tab User Defaults, Credit Cards Tab

User Defaults, General Tab

Use the Local Language and Foreign Language subtabs of the General tab to specify user language information. To access this tab, choose Administration Setup General User Defaults General tab.

User Defaults, General Tab Fields

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Country Specify the user's country. Additional ID Enter an additional identification, up to 32 characters. Printing Header Enter the companys name the way it should appear on all documents printed with SAP Business One. The name can be printed differently in the local and foreign languages. This can be customized per user, to include specific information. Tel. 1, Telephone 2 Enter one or two phone numbers that are associated with the user. Fax, E-mail Specify the user's fax number and E-mail address. More Information User Defaults Window

User Defaults, Defaults Tab

The defaults defined here override defaults defined on any other tabs or windows. To access this tab, choose Note You can also display this window by:

Administration

Setup

General

User Defaults

Defaults

tab.

Choosing

Administration

Setup

General

Users .

Clicking the icon next to the Defaults field to select existing defaults or define new ones. If certain default settings have already been defined for a user, a link arrow is displayed beside the Defaults field and clicking this arrow also opens the User Defaults window.

End of the note.

User Defaults, Default Tab Fields

Color If not defined here, the default color is taken from the General Settings: Display tab. A modified setting is updated per company, for all users upon their next logon. Sales Employee If not defined here, the default sales employee is taken from the Define Sales Employee window. Warehouse If not defined here, the default warehouse is taken from the General Settings: Inventory tab. Cash on Hand If not specified here, the default cash account is taken from the General tab of the G/L Account Determination: Sales

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tab. Checks Received If not specified here, the default checking account is taken from the General tab of the G/L Account Determination: Sales tab. Default Customer for A/R Invoice and Payment If not defined in this field, the default is taken from the G/L Account Determination: Sales tab and G/L Account Determination: General tab. Tax Code Field specific to the U.S.A Use Tax Permits using the Use Tax option. Field specific to the U.S.A. Use Warehouse Address in A/P Documents If not defined here, the default warehouse address is taken from the Document Settings: General tab. More Information User Defaults Window General Settings: Display Tab Sales Employees/Buyers - Setup General Settings: Inventory Tab G/L Account Determination: Sales Tab Document Settings: General Tab

User Defaults, Print Tab

Use this tab to define default settings for printing documents per user. Defaults defined in this window override settings in other windows. If not defined here, the defaults are taken from the Printing Preferences window. To access this tab, choose
User Defaults, Print Tab Fields

Administration

Setup

General

User Defaults

tab.

Document Choose the document type for which to configure the print settings in the Document field. Each document type is defined separately. Add button will also When you choose the Print Document option, the document is printed as soon as it is added to SAP Business One. The second option is to export the document directly to Microsoft Word. Copies (Incl. Original) Determine how many copies of a document to print (including the original) when a new document is created. Copies for Manual Series Determine how many copies of a document are printed if the document was created with manual number assignment. A document with manual number assignment is treated as a copy in the system, not as an original

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document. Print Payment with Invoice For invoices only. Use this field to define whether to print a receipt together with an invoice or not. If you choose No, no receipt will be printed when you print an invoice. If you choose Only When Adding, a receipt will be printed whenever a payment is specified in the invoice. In this case, the receipt directly confirms the payment. If you choose Always, a receipt will always be printed if it exists for the invoice. Print Payment & Invoice in Succession Select to print the invoice and the receipt on a single page. The system contains separate documents for each object, which will be merged for printing. If you do not select this checkbox, the documents will be printed separately. To configure the printing information specified here for a user or group of users differently, set the default parameters for the user(s) accordingly. Print Discount Data Prints the discount information in the document. Print Mfr Catalog No. Instead of Item No. Prints the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One. Permanent Remarks for Printing Define a text that will be printed in all purchasing and sales documents. This text will be printed at the end of each document. Example Use this field to make your customers aware that your phone number has changed, or to print an announcement for a new product on all your documents for a certain amount of time. First choose the document type for the required purchasing or sales document and then enter the text. Enter the text for each of the other document types as required. You can also copy and paste the texts using the corresponding menu items. End of the example. More Information User Defaults Window

User Defaults: Credit Cards Tab

Use this tab to specify user defaults for credit card information. The values defined here override those on any other tabs or windows. If they are not defined here, the defaults are taken from the Credit Cards Setup window. To access this tab, choose Note You can also display this window by:

Administration

Setup

General

User Defaults

Credit Cards

tab.

Choosing

Administration

Setup

General
Choose Button

Users . (Choose Button). In the List of User Defaults window,

In the Defaults field, press TAB or click

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choose New. End of the note.

User Defaults: Credit Cards Tab Fields

Credit Card Displays all the credit cards defined in the company. G/L Account Enter the G/L account code to be used as the default account for transactions with this credit card. Account Name Displays the name of the G/L account selected in the G/L Account field. More Information User Defaults Window

Sales Employees/Buyers - Setup

Use this window to define sales employees and buyers, and to set the default sales employee / buyer. Assigning the relevant sales employee / buyer to the respective business partners, and later to each sales or purchasing document, enables you to:

Generate sales analysis and purchasing analysis reports by sales employee or buyer Gauge the sales / purchasing volume performed by each sales employee / buyer

The sales employees / buyers you define here can be linked to the respective employee master data records in the Human Resources module. If you change a sales employee / buyer name, the change is applied retroactively to all the documents, business partners, and other entities to which the specific sales employee / buyer was linked. To remove a sales employee / buyer, choose the corresponding name, right-click, and choose Remove. Note You cannot remove a sales employee / buyer who is linked to documents, business partners, and so on. End of the note. To access this window, choose Administration Setup General Sales Employees/Buyers .

Sales Employee Name Enter the name of the sales employee (can be alphanumeric). Remarks Enter a remark for each sales employee, for example, to identify the region or industry in which that sales employee is active (optional). Set as Default

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The default sales employee appears automatically in bold (editable) in the master data and transactions; the entry can be changed, as required, in each case. We recommend defining a different default sales employee for each group of users.

Sales Unit Hierarchy - Setup Window: China, Japan and Korea

Use this window to design templates for sales unit hierarchies according to the business needs of sales employee groupings. To open this window, choose Administration Setup General Sales Unit Hierarchy .

Sales Unit Hierarchy - Setup Window Fields

Template Specify a hierarchy template. Item Name Name of the sales unit. Item Location Displays the current parent article and sales unit location on the tree. Use the drop-down lists in these fields to change the location of the sales unit. Group Data Select one of the following:

Text Title: Select this option and enter a title for the new subtotal in the row below it Subtotal: Select this option to display the subtotal in the report. 1. Select the Subtotal checkbox. 2. Mark the sales unit under which you want to locate the subtotal. 3. Select whether to calculate the new subtotal by automatic summary or by special formula.

4. Choose Formula to open the Formula Definition window and define the formula to be used when generating the report according to this template. Add Same-Level Acct Enables you to add a new sales unit with a similar level as the highlighted sales unit. Add Sub-Level Acct Enables you to create a sales unit with a lower level than the highlighted sales unit.

Defining Territories

You can use territories to manage a geographic location, brand, or item category and its hierarchy. You can move territories using Drag and Drop to change their hierarchy within the window. Procedure

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Adding and Updating a Territory

You can add territories either as independent, which sets the Territory as a parent, or as a child. The first time you open this window, you can add a new territory. 1. To add a territory, from the SAP Business One Main Menu, choose Territories . Administration Setup General

2. Highlight the territory that is the parent or child for the new territory and choose either Add Same-Level or Add Sub-Level. 3. To change the location of the territory, highlight and drag it to the required location in the text area. Alternatively, you can choose the placement from the list in the Location Order field. 4. To change the parent territory, choose the required parent from the list. 5. To save the data, choose Update and OK.
Inactivating/Activating a Territory

1. To inactivate a territory, choose Set Inactive. 2. To save the data, choose Update and OK.
Deleting a Territory

1. Before you delete a territory, ensure that it is not linked to another function, for example, a sales opportunity. 2. To delete the territory, right-click a territory and choose Remove. More Information Territories - Setup

Territories - Setup

Use this window to define geographic locations for items managed by serial numbers. To open this window, choose
Territories Setup Fields

Administration

Setup

General

Territories

Name Enter the alphanumeric name for the territory. Parent Territory Displays a territory of a higher level; otherwise, the field is grayed out. If required, specify a different parent territory. Location Order Specify the position of the territory with regard to sibling territories, for example, First, Last, or After. Show Inactive Displays inactive territories.

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If required, inactive territories can be reset to be Active. Set Inactive A toggle control that defines the territory as inactive. The button changes to Set Active. Choose it to define an inactive territory as active. Add Same-Level Adds a sibling territory to the existing territory. When you add a sibling territory, select its location order. Add Sub-Level After you entered a territory name, adds a child territory according to the parent selected in the parent territory field. More Information Defining Territories

States - Setup

Use this window to define the state and relevant eTDS code for Indian TDS tax deduction purpose. To access the window, from SAP Business One main menu, choose , in the States - Setup window, specify the fields in the table. Code Specify the code for a state. Name Specify the state name for which you have assigned a code. eCode This field is specific for India localization. Specify a unique eTDS state code which can be used in eTDS return. Administration Setup General States

Commission Groups - Setup

Use this window to define commission rates to be assigned to sales employees. Whenever you create a sales document to which a sales employee with assigned commission group is linked, the respective commission amounts are calculated. All the data in a commission group can be altered but not removed. This setting is mandatory if the company works with commissions. Removing a commission group can only be done if a user has the correct permissions. Choose the commission group's name, right-click and select Data Remove . To display this window, choose More Information Administration Setup General Commission Groups .

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To define the commission, see Defining the Calculation of Commissions.

Defining the Calculation of Commissions

Prerequisites For the application to calculate commissions automatically, select the appropriate option under System Initialization General Settings BP : Sales Employee, Item, or Customer. Administration

The corresponding fields for sales employee, item, or customer are visible and active only when this checkbox is selected. This setting:

Influences where the sales commission percentage can be specified Does not automatically calculate the commission transactions Can be changed at any time Must be filled in if the company works with commissions

To calculate commissions:

For each sales employee: define the commission groups and assign them to the sales employees. For more information, see Commission Groups - Setup. For an item or customer: specify the defined commission groups in the master record for the item or customer.

The sales employee from the customer master record is used in the sales document.

If you have defined a commission for the sales employee, this commission is applied, and the percentage of the commission appears in the rows of the document. If you have defined a commission for a customer in the master record, this commission is applied in the sales document. If you have defined a commission for both the sales employee and the customer, the latter definition applies in the sales document.

Note At this point, the commission for the item has not been considered yet in the logic for the sales documents. The percentage in the detailed information for a row in the sales document can be modified. Evaluate the commissions using the predefined system queries or user-defined queries. End of the note. Procedure 1. In the Commission Groups - Setup window, specify the name for the commission group and the corresponding percentage. 2. Choose Update. The cursor moves to a new row and you can define another commission group. Commission groups can also be defined at a later stage.

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Note The table contains an entry for commissions to be specified manually (User-Defined Commission). This entry does not define a percentage, and cannot be modified; it is specified in the master record for an item or a customer. When the commission group is specified in the master record, the corresponding percentage is used, and the percentage field is not active for an item or a customer. End of the note. 3. To save the data, choose Update and OK.

Predefined Text - Setup

Use this window to define specific text strings that can be added to sales and purchasing documents. These text strings can be added in a text row. For example, below certain item rows, add a line that states that the item is sold for a reduced price until a certain date. Using predefined texts is more efficient and ensures consistency in this text throughout the documents. To open this window, choose

Administration

Setup

General

Predefined Text .

To update predefined text, make the necessary changes, and choose Update. To delete predefined text, choose Data Remove .

Confirm by choosing OK. Note You can translate the predefined text into different languages to add it later to sales and purchasing documents in a relevant language. Enter the text in a basic language and choose View Translatable Fields . Select the text and choose Goto Translate . Enter as many translations as necessary. For more information, see Translating Fields to Foreign Languages and Viewing Translated Fields. End of the note. More Information Text Row Opening and Closing Remarks

Freight - Setup Window

Use this window to define freight that reflects extra sales or purchasing costs, such as delivery charges and deposit tax. This window appears only if you have selected Manage Freight in Documents on the General tab of the Document Settings window ( Administration System Initialization Document Settings ).

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Note You cannot deselect the checkbox for existing companies that already manage freight; however, if no freight exists in any marketing documents, you can deselect Manage Freight in Documents. End of the note. After defining freight in the Freight - Setup window, you are able to select the appropriate freight in all sales and purchasing documents. To open this window, choose
Freight - Setup Window Fields

Administration

Setup

General

Freight

Name Enter the name of the freight. Note The freight name must contain alphanumeric characters only. End of the note. Revenue Account Enter a balancing account that contains the freight amount for sales documents. You can only choose income accounts. To display the Chart of Accounts, click (Link Arrow). Expense Account Enter a balancing account that contains the freight amount for purchasing documents. To display the Chart of Accounts, click (Link Arrow). Output Tax Group Your selection here determines the tax group for sales documents. However, if you have defined a tax group in the business partner master data, that tax group is used as the default for freight in sales documents. If required, you can change the tax group in these documents. Input Tax Group Your selection here determines the tax group for purchase documents. However, if you have defined a tax group in the business partner master data, that tax group is used as the default for freight in purchase documents. If required, you can change the tax group in these documents. Fixed Amount - Revenues Enter the default amount for sales documents. Fixed Amount - Expenses Enter the default amount for purchasing documents.
Link Arrow Link Arrow

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WTax Liable Defines the freight as liable to withholding tax. Distribution Method Select the method for distributing the freight amount among document rows. Based on your selection, the freight charges are distributed from the header to the rows to allocate freight to inventory or last purchase price.

None The freight amount is not distributed among the document rows. You cannot select this option if you have selected Inventory or Last Purchase Price. Quantity Distributes the freight amount among the document rows in proportion to the quantity of each row. For example, there are three rows with quantities of 5, 3 and 2, respectively, and the freight amount is $100. The freight amount is distributed as follows: $50 for the first row, $30 for the second row, and $20 for the third row. Volume Distributes the freight amount among the document rows in proportion to the volume of the items in each row. Weight Distributes the freight amount among the document rows in proportion to the weight of the items in each row. Equally Distributes the freight amount equally among the document rows. For example, the freight amount is divided by the number of rows and distributed accordingly, regardless of the quantity and total of each row.

Row Total Distributes the freight amount among the document rows in proportion to the total amount of each row. For example, there are three rows with a total amount of $500, $300, and $200, respectively, and the freight amount is $100. The freight amount is distributed as follows: $50 for the first row, $30 for the second row, and $20 for the third row. Drawing Method Specify the required calculation method of the freight per row. The calculation method you select becomes evident when you copy rows from a base document to a target document. The options are:

None No freight will be copied to target document. Quantity The amount is divided into the item quantity and each unit carries the same amount of freight. Total SAP Business One calculates which part of the document total or row total is copied to the target document. It then adds the relative amount of the document or row freight to that target document.

All Copies all the freight to the target document. Stock Adds the freight amount entered, either in the row level or the total level, to the item's cost calculated when working with perpetual inventory. Last Purchase Price Updates the last purchase price list after adding an A/P invoice, which includes the freight amount per row. Distr. RuleX Specify the profit center or distribution rule to be linked to this freight charge. When the freight charge is used in marketing documents, the freight amount is allocated by default to the profit center/distribution rule specified.

Country-Specific Field: Brazil

Freight Type Specify the type of freight expense.

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Country-Specific Fields: Israel

Tax Liable Specify whether the freight is liable to tax. Revenue Exempted Account, Expense Exempted Account This account is used for freight that is not defined as tax liable, or when the business partner that appears in the document is defined as exempted.
Country-Specific Field: USA

Include in 1099 Indicates whether this freight will be included in the 1099 Report. More Information Freight Charges

Security

In SAP Business One 8.8, the following features enhance security and help protect your data:

Database credentials are hidden from the end user. All the database users are being authenticated against the license server to receive the database credentials and create the connection to SAP Business One.

The predefined super user password - manager was removed. The predefined user - manager has to comply with the password policy which requests a different password and user's name. For more information, see the Administrator's Guide_SQL document in SAP Business One product DVD.

The encryption algorithm was upgraded. In SAP Business One 8.8, a better encryption algorithm, such as 3DES, is being used to replace the original RC4.

Limit queries to read-only users In SAP Business One, a super user can deny the query running function to specific users. AS such, these users can only connect to the company database only through a new predefined read-only connection.

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Use the Password Administration window to specify the requirements for user passwords. To access this window, choose Administration Setup General Security Password Administration .
Password Administration

Security Level Security level for the passwords of SAP Business One users. Select one of the predefined security levels:

Low selected by default Medium High

The values in the fields below are replaced according to the selected security level, but cannot be changed. You can also define security levels with parameters that are specific to your company. To do so, choose Custom. In this case, all the fields below can be edited. Security Level Components The values specified in the following fields determine the security level. You can edit these fields only when the selected security level is Custom:

Expiration After X Days Minimum Length in Characters Minimum Number of Uppercase Characters Minimum Number of Lowercase Characters Minimum Number of Digits Minimum Number of Non-alphanumeric Characters Password cannot match X Previous Passwords

Authentications Before User Account is Locked Password Example Enter a sample password that complies with the security level specified. This password example is displayed in the Password window, to assist the users in creating a personal password that complies with the security requirements. Generate Automatically generates a password example that complies with the selected security level.

Changing Passwords

Use this window to change your password. For security considerations, we recommend that you increase the frequency at which you change passwords and that you always create strong passwords. Strong passwords are the first step to securing your system. A password that can be easily guessed or compromised

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using a simple dictionary attack makes your system vulnerable. A strong password:

Contains alphabetic, numeric, and special characters Is at least seven characters in length Is not be a common word or name Does not contain a name or user name Is significantly different from previous passwords

Procedure 1. To change a password, from the SAP Business One Main Menu, choose Security Change Password . 2. In the Change Password window, specify the new password you want. 3. Choose the Update button. More Information Security Administration Setup General

Assigning Read-Only DB Users

Use this window to specify the read-only users in the SAP Business One application. Prerequisites

You have specified a read-only user in your Microsoft SQL Server database. For more information, see the Administrator's Guide in the product DVD of SAP Business One 8.8. Only SAP Business One super users are able to specify read-only users.

Procedure 1. To access the Read-Only DB User window, from the SAP Business One Main Menu, choose Setup General Security Read-Only DB User . 2. In the Read-Only DB User window, specify the following fields: DB User ID Specify the read-only user name. DB Password Specify the password for the read-only user. 3. Choose the Update button. Administration

Site User Window

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For security consideration, in SAP Business One, site user is introduced. A site user is a user above SAP Business One level, at Customer Site level (site = 1 License Server and multiple servers). To perform actions at site level such as creating a new company and authenticating against the license server to access security information, users have to provide the passwords they specified when installing SAP Business One. A user who is authorized to perform actions at customer site level such as creating a new company and assigning read-only database users, authenticates against the license server to access security information. Site User Password Enter the site user password.

Local Eras - Setup Window: Japan

Local era information is mainly used in reporting to government authorities, and in the transfer of data, such as importing bank statements. You require authorization to define a new local era. To open this window, choose Administration Setup General Local Eras .

The first three fields are mandatory.

Local Eras - Setup Window Fields

Era Code Specify one alpha character as the code for the local era. Era Name Specify a local era name of up to 20 alphanumeric characters. Start Date Enter a start date for the local era, using western calendar dates. Set as Default To set a local era as the default, select one and choose Default. Note When you use local era dates, Western calendar dates do not change. End of the note.

Financials

You make the settings for the Financials module under More Information Edit Chart of Accounts

Administration

Setup

Financials

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G/L Account Determination Currencies - Setup Indexes - Setup Transaction Codes Period Indicators - Setup Projects Doubtful Debts - Setup Tax

Edit Chart of Accounts

Use this function to make changes to a chart of accounts, create new accounts, and change and edit existing accounts. Use this window to specify selection criteria for editing the chart of accounts. To open the window, choose Financials Edit Chart of Accounts .

After defining criteria, you can view the results in the Edit Chart of Accounts window. Note This topic includes explanations of some of the fields and other elements in this window. End of the note.
Selection Criteria

Assets, Liabilities, Equity, Revenues, Cost of Sales, Expenses, Financing, Other revenues and expenses Select the drawer(s) you want to view and edit.

Edit Chart of Accounts Window

Displays the chart of accounts in the Edit mode, according to defined selection criteria.
Edit Chart of Accounts Window

G\L Account Details The account type (title or active), code, name, and level, for the selected account. G\L Account Location Location in the chart of accounts, according to:

Drawer - Name of the drawer(s) in which the account resides

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Parent Article - Immediate level under which the account is found You can view all items on this level that are found in this drawer.

Loc. in Drawer - First, last, or after another account in the drawer.

Add Sub-Level Acct Adds a lower-level account under the marked account. Example Select a Level 3 account, and choose Add Sub-Level Account to create a new account on Level 4 or 5. The selected account becomes the parent article of the new account. End of the example. Note This button displays only if the option Use Segmentation Accounts is not selected on the Basic Initialization tab in Administration System Initialization Company Details . End of the note. Add Same-Level Acct Adds an account on the same level as a selected account, under the same parent article. Note This button exists only if the option Use Segmentation Accounts is not selected on the Basic Initialization tab in Administration System Initialization Company Details . End of the note.

G/L Account Determination

Use this window to define default G/L accounts for transactions created in SAP Business One. Each of the window's four tabs contains the definitions for G/L accounts related to a specific area of the business activity: Sales, Purchase, General, and Inventory. To open this window, choose Recommendation For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training: Financials Prepare for Financials Start Using Financials View the Default Accounts for Automatic Posting (G/L Account Determination) . End of the recommendation. More Information Administration Setup Financials G/L Account Determination .

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G/L Account Determination: Sales Tab G/L Account Determination: Purchase Tab G/L Account Determination: General Tab G/L Account Determination: Inventory Tab

G/L Account Determination: Sales Tab

Use this tab to specify the required sales information. To access this tab, choose
General Subtab

Administration

Setup

Financials

G/L Account Determination

Sales .

Accounts Receivable Opens the Control Accounts Accounts Receivable window, in which you define default G/L accounts for customers. Permit Change of Control Accts Select if you want to assign different control accounts to different customers. Assigning control accounts to each customer is done in the Business Partner Master Data window. If this option is not selected, the control accounts defined in the Control Accounts Accounts Receivable window are used for all customers. Domestic Accounts Receivable, Foreign Accounts Receivable Define the respective collective accounts for posting sales to domestic and foreign customers. SAP Business One posts all sales to customers to this collective account, making your current total sales available at any time. All transactions are also posted to the specific customer accounts. Checks Received, Cash on Hand Define the accounts for posting customer payments with checks or in cash. You will usually specify the check register and cash register. Default Customer for A/R Invoice + Payment If you perform one-time sales (that is, the payment is made at the same time that the A/R invoice is generated), enter the code of the one-time customer, to which you will generate the A/R invoice + payment document whenever a one-time sale is made. Over Payment A/R Account, Under Payment A/R Account Define these accounts if you want SAP Business One to handle cases in which the incoming payment amount is slightly different from the A/R invoice(s) amount paid. SAP Business One compares the amount paid to the amount due, and if the difference is less than the amount defined in Administration System Initialization Document Settings Per Document Incoming Payment Under/Overpayment Amt Allowed field, the application automatically creates the appropriate transaction. Down Payment Clearing Account Define a default clearing account to be used when adding A/R down payment invoices. G/L accounts defined as control accounts cannot be selected. Realized Exchange Diff. Gain, Realized Exchange Diff. Loss Select accounts to be used as default accounts for journal entries created to reflect loss and gain caused by exchange rate differences.

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Cash Discount Define an account to be used as the default when a cash discount is used. Revenue Account Select a control account to be used as the default when a transaction of revenues is posted, for example, an A/R invoice. Revenue Account Foreign Select a control account to be used as the default when a transaction of revenues is created for a foreign customer. Note A customer is indicated as foreign if the country in the bill-to address is different from the country in which the company is located. End of the note. Revenue Account - EU Select a control account to be used as the default when a transaction of revenue is created for a customer from a country within the European Union (but not the country in which the company is located). Note A customer is indicated as an EU customer according to the country defined in the ship-to address. End of the note. Sales Credit Account Select a control account to be used as the default when a credit transaction of revenue is created, for example, an A/R credit memo. Sales Credit Account - Foreign Select a control account to be used as the default when a credit transaction of revenue is created for a foreign customer. Note A customer is indicated as foreign if the country in the bill-to address is different from the country in which the company is located. End of the note. Sales Credit Account - EU Select a control account to be used as the default when a credit transaction of revenue is created for a customer from a country within the European Union (but not the country in which the company is located). Note A customer is indicated as an EU customer according to the country defined in the ship-to address. End of the note.
Country-Specific Field: Japan & Korea

Other Receivable Optionally, specify other receivable accounts.

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Country-Specific Field: Chile & Mexico

Default Tax Code (New Customers) Select a tax code to be used as the default tax code when creating a new customer. Only valid A/R tax codes are available in this field.
Country-Specific Field: Canada, USA & Brazil

Payment Advances Specify an account to be used by default for posting A/R down payment invoices. You cannot select G/L accounts marked as Control Account in the chart of accounts. Note In Brazil localization, you do not need to specify the CFOP field for down payment invoices. End of the note.
Tax Subtab

Withholding Tax The company maintains withholding tax in sales transactions. Once you select this option, the following fields appear:

Default Withholding Tax Code Specify the withholding tax code to be used as default for new customers. NI Number Specify the national insurance number. Expiration Date Specify the expiration date of the tax certificate that your company holds.

Certificate No. Specify the tax certificate number. Default WT Code Specify the default withholding tax code for new business partners.

Note This field is not available for Brazil. End of the note. Expiration Date Specify the expiration date of the tax certificate that your company holds. Note This field is not available for Brazil. End of the note. Certificate No.

Specify the tax certificate number.

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Note This field is not available for Brazil. End of the note. Down Payment Tax Offset Acct Select the G/L account to use when creating an incoming payment based on an A/R down payment request. Sales Tax Group (Items), Sales Tax Group (Service) Define a default tax group to use when creating sales transactions for items and services.
Country-Specific Fields: Chile & Mexico

Default VATW Code Select the withholding tax code to use as the default withholding VAT tax code for new customers. Default ITW Code Select the withholding income tax code to use as default for new customers who are marked as liable to withholding tax. More Information G/L Account Determination Control Accounts Accounts Receivable

Control Accounts - Accounts Receivable

Specify the required information using the fields below. To open the window, choose Administration Setup Financials G/L Account Determination the General tab, choose the button next to the Accounts Receivable field.
Control Accounts Accounts Receivable

Sales . On

Open Debts Appears only for accounts receivable. Down Payment Receivables Select a G/L account to be used as a control account when creating an incoming payment based on an A/R down payment invoice. More Information G/L Account Determination

G/L Account Determination: Purchasing Tab

Use this tab to specify purchasing information for G/L account determination.

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To access this tab, choose

General Subtab

Administration

Setup

Financials

G/L Account Determination

Purchasing .

Accounts Payable Opens the Control Accounts Accounts Payable window, in which you can set the controlling account for outgoing payments. Permit Change of Control Accts Select if you want to assign different control accounts to different vendors. You assign control accounts to each vendor in the Business Partner Master Data window. If you do not select this option, the control accounts defined in the Control Accounts Accounts Payable window are used for all vendors. Domestic Accounts Payable, Foreign Accounts Payable Define the respective accounts for posting purchases to domestic and foreign vendors. SAP Business One posts all purchases from vendors to this collective account, making your current total purchases available at any time. Realized Exchange Diff. Gain, Realized Exchange Diff. Loss Select accounts to use as default accounts for journal entries created to reflect loss and gain caused by exchange rate differences in purchase transactions. Bank Transfer Define a default account to use when paying by bank transfer. Cash Discount Define an account to use as default when a cash discount is used. Cash Discount Clearing Define an account to use as the clearing account when a cash discount is used. Expense Account, Expense Account - Foreign, Expense Account - EU Define accounts to use as default expense accounts:

For expenses incurred in domestic purchase transactions In a purchase transaction involving a foreign vendor In a purchase transaction involving a vendor from the European Union For foreign expenses

Purchase Credit Account Select a control account to use as the default when a credit transaction for purchasing is created, for example, an A/P credit memo. Purchase Credit Account - Foreign Select a control account to be used as the default when a credit transaction for purchasing is created for foreign vendors. Purchase Credit Account - EU Select a control account to use as the default when a credit transaction for purchasing is created for vendors from the European Union. Overpayment A/P Account, Underpayment A/P Account Define these accounts if you want SAP Business One to handle cases in which the outgoing payment amount is slightly different from the A/P invoice(s) amount paid. SAP Business One compares the amount paid to the amount due, and if the difference is less than the amount

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defined in Administration System Initialization Document Settings Per Document Outgoing Payment Under/Overpayment Amt Allowed field, the application automatically creates the appropriate transaction. Down Payment Clearing Account Select a G/L account to use as the default clearing account when adding an A/P down payment invoice. You cannot select G/L accounts defined as control accounts. Note For China, Japan, and Korea, this field is not available for users using a new database. End of the note. Variance Account-Expense and Inventory Acct Define a variance G/L account for clearing journal entries created by:

A/P credit memos based on A/P invoices Goods return based on goods receipt POs, in which the freight charges or the price were changed

Country-Specific Field: Japan & Korea

Other Payable Optionally, specify other payable accounts.

Country-Specific Fields: Mexico & Chile

Default Tax Code (New Vendors) Select a tax code to use as the default tax code when creating a new vendor. Only valid A/P tax codes are available in this field. Default VATW Code Select the withholding tax code to use as the default withholding VAT tax code for new vendors. Default ITW Code Select the withholding income tax code to use as the default for new vendors who are marked as liable to withholding tax
Country-Specific Fields: Canada, USA & Brazil

Payments Advances Specify a default account to be used when posting A/P down payment invoices. You cannot select G/L accounts marked as Control Account in the chart of accounts. Note In Brazil localization, you do not need to specify the CFOP field for down payment invoices. End of the note.
Tax Tab

Name Specify a name for each index. Withholding Tax

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The company maintains withholding tax for purchasing. Default Withholding Tax Code Define the withholding tax code to use as the default for new vendors. This field appears only if Withholding Tax is selected. Purchases Tax Group (Items), Purchases Tax Group (Services) Define a default tax group to use when creating a purchasing transaction of items or services Down Payment Tax Offset Acct Select a default G/L account to use when creating an outgoing payment based on an A/P down payment request. Note This field is not available for China, Japan and Korea. End of the note.
Country-Specific Fields: India

Capital Goods On Hold Percentage When you post CENVAT for capital goods in an A/P invoice, the amount of set percentage is posted into an On Hold account. The default value for this field is 50. Capital Goods On Hold Account The CENVAT in an On Hold account is posted separately by tax type. The material type is Capital Goods by default and is not editable. Note

This field can be blank only if Capital Goods On Hold Percentage is zero. You cannot delete the account once it has involved a transaction.

End of the note. More Information G/L Account Determination

Control Accounts - Accounts Payable

Specify the required information using the fields below. To access this window, choose Administration Setup Financials G/L Account Determination . On the General subtab, choose the button next to the Account Payable field.
Control Accounts Accounts Payable

Purchase

Down Payment Payables Select a control G/L account to use for vendors as a default when creating an outgoing payment based on an A/P down payment invoice.

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More Information G/L Account Determination

G/L Account Determination: General Tab

Use this tab to specify general information for G/L account determination. To access this tab, choose Administration Setup Financials G/L Account Determination General .

G/L Account Determination: General Tab

Credit Card Deposit Fee Define an account for posting the fee for deposit of credit card vouchers. Rounding Account Select a default account to use in journal entries created for rounding differences. This may occur when you define rounding for certain currencies. Reconciliation Difference Determines the account to use for the Automatic Balancing Transaction in Automatic Reconciliation. Period-End Closing Account Define an account to use when performing a period-end closing process. Realized Exchange Diff. Gain When reconciling transactions of foreign currency G/L accounts, an exchange rate differences transaction is performed automatically. Define here the account to which the gained exchange rate difference is posted. Realized Exchange Diff. Loss When reconciling transactions of foreign currency G/L accounts, an exchange rate differences transaction is performed automatically. Define here the account to which the lost exchange rate difference is posted.
Country-Specific Field: India

Incoming CENVAT Clearing Acct / Outgoing CENVAT Clearing Acct Specify an account for CENVAT taxes posting in the excise invoice.

Incoming excise invoice is based on goods receipt PO, return, or A/R credit memo. Outgoing excise invoice is based on delivery, goods return, or A/P credit memo.

These accounts are reversed when the A/P invoice or A/R invoice is posted. PLA Specify an account for PLA. Note

The account name appears after you select an account. Only G/L accounts with multi-currency or local currency are valid. A PLA account cannot be modified or deleted if it is involved in a transaction.

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End of the note.

Country-Specific Field: Japan

Bank Charge Account Specify a default account for bank charge posting. Note Only expense accounts can be used as bank charge accounts. End of the note.
Country-Specific Fields: Mexico and Chile

G/L Revaluation Offsetting Account Select the offsetting G/L account to use when a G/L revaluation journal entry is created.
Country-Specific Fields: Mexico

REPOMO Revaluation Account Specify the G/L account to use when a REPOMO revaluation journal entry is created. This account is credited or debited in the REPOMO account revaluation. More Information G/L Account Determination

G/L Account Determination: Inventory Tab

Use this tab to specify the required inventory information. To access this tab, choose Administration Setup Financials G/L Account Determination Inventory .

G/L Account Determination: Inventory Tab

Inventory Account Reflects the final inventory value and is recorded in every inventory transaction in SAP Business One. Cost of Goods Sold Account Define the G/L account to use when transactions of goods sold are created. Allocation Account This clearing account is used as an offsetting account to the inventory account in goods receipt POs and A/P credit memos. The balance of this G/L account reflects the total amount of open goods receipt POs and goods returns. Variance Account This G/L account is used only in a standard-price inventory system. In certain scenarios, if there are differences between the standard price and the actual price in the purchasing document, these differences are recorded in the variance account. Price Difference Account Used in purchasing transactions only. For certain scenarios, price differences between the base and target documents

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are recorded in this account. Negative Inventory Adjustment Acct This account is used only if:

Inventory quantity is negative when the inventory posting takes place The document price is different from the moving average or the FIFO price.

In these cases the moving average or FIFO prices are held static, and the differences between these prices and inventory values resulting from the addition of new documents, are posted to this account. Note This account is not relevant for the standard price valuation method. End of the note. Caution From an accounting perspective, we do not recommend using negative inventory. However, to use negative inventory, deselect the Block Negative Inventory field in Administration System Initialization Document Settings General tab. End of the caution. Inventory Offset - Decr Account, Inventory Offset - Incr Account Accounts used as balancing accounts when the inventory value is increased or decreased as a result of creating a goods receipt or a goods issue. Sales Returns Account Define the G/L account to use when a transaction for a goods return is created. Purchase Account The G/L account you select here is recorded in the journal entry, along with the same amount that is recorded for the inventory account, when an A/P invoice or a goods receipt PO is created. Purchase Return Account The G/L account you select here is recorded in the journal entry, along with the same amount that is recorded for the inventory account, when a goods return or an A/P credit memo is created. Purchase Offset Account The G/L account you select here is used in order to offset the purchase or purchase-return account, thus maintaining journal entries created by balanced purchasing documents. Exchange Rate Differences Account Used in purchasing transactions only. In certain scenarios, when a target document is created based on a base document whose item price is in a foreign currency, and the target document is connected to a different exchange rate, a difference in local currency occurs. Goods Clearing Account An offsetting account to the allocation costs used when closing goods receipt POs or goods returns. In this case, no inventory entry is registered; however, a journal entry is created including this G/L account. G/L Decrease Account, G/L Increase Account G/L accounts used for balancing the change in inventory value resulting from the creation of Inventory Revaluation documents. WIP Inventory Account This account maintains the value of the items that are included in the work process, that is, the period between the

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start of production and the completion of the final product. WIP Inventory Variance Account This account holds the variance amounts of the items that are part of the production process. Expense Clearing Account Define an offsetting G/L account for clearing journal entries created by A/P invoices and goods receipt POs. This G/L account is used in journal entries whenever the allocation account is also involved. Expense Offset Account If an additional expense influences inventory values, this account is used as an offsetting account for the additional expense value included in the purchasing posting.
Country-Specific Field: China, Korea and Japan

Inventory In Transit Account This account replaces Allocation Acc for the China A/P reserve invoice and the Korea A/P reserve invoice only.

Use it as an offsetting account to the inventory account in goods receipt POs and A/P credit memos. The balance of this G/L account reflects the total amount of open goods receipt POs and goods returns.

Country-Specific Field: India

Incoming CENVAT Account (WH) / Outgoing CENVAT Account (WH) Specify an account for CENVAT taxes posting in the Excise Invoice. When you create new warehouse, these accounts are by default assigned to the Incoming CENVAT Account (WH) and Outgoing CENVAT Account (WH) of Warehouses - Setup window, Accounting Tab ( Administration Setup Inventory Warehouses ).
Country-Specific Fields: Mexico and Chile

Inventory Revaluation Account Select a G/L account in which a inventory-revaluation journal entry is recorded. This account is the default account when you have not defined one for this purpose at the warehouse, item group, or item/warehouse level. Inventory Revaluation Offset Acct. Select a G/L account to be the offsetting account when a inventory-revaluation journal entry is created. This account is the default account when you have not defined one for this purpose at the warehouse, item group, or item/warehouse level. Cost of Sale Revaluation Acct Select a G/L account in which to record a cost of sale-revaluation journal entry, resulting from running the cost of sales revaluation. Cost of Sale Rev. Offset Acct Select a G/L account to be the offsetting account when a cost of sales-revaluation journal entry is created. This account is the default account when you have not defined one for this purpose at the warehouse, item group, or item/warehouse level.
Country-Specific Fields: Russia

Shipped Goods Default account used in inventory transactions when selling goods and using Shipped Goods account schema

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posting. VAT in Revenue Default account used for VAT in Revenue postings. More Information G/L Account Determination

Places of Business - Setup Window: Korea

Use this window to define the business locations for a company in order to issue the tax invoice and the VAT report, as required. To open this window, choose Administration Setup Financials Places of Business .

Name Identified name of each business place. VAT Reg. Number VAT registration number of the business place. Rep. Name Owner of each business. Industry Type of the industry in which each business engages. Business Type of the business in which each company engages. Address Address of each business place. Main BPL Indicates the main business location. Note A company can declare only one main business location. End of the note. Tax office No. Tax office No. to be reported for VAT Disabled Flag for disabling the business place BPL Name (Foreign) The business place name in a foreign language, for example, English Address (Foreign) The business place address in a foreign language, for example, English Note

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You cannot amend the details of a disabled business place. You cannot remove a business place that has been used in any business document.

End of the note.

Account Segmentation

Use this window to define account segments. The window appears only if the Use Segmentation Accounts option is selected in Initialization Company Details Basic Initialization tab. To access this window, choose
Account Segmentation - Setup

Administration .

System

Administration

Setup

Financials

Account Segmentation

Name Specify an alphanumeric name of up to 100 characters for the segment. SAP Business One provides you with four predefined segments. If required, rename these segments or define additional ones. Size Specify the segment size in characters. Maximal size 20 characters. You can change the predefined size of the predefined segments. Type Select either alphanumeric or numeric. More Information Segment Name Segment Codes - Setup Window

Segment Name Segment Codes - Setup Window

Use this window to define segment names and codes. To open this window, choose required row number. Administration Setup Financials Account Segmentation . Double-click the

Segment Name Segment Codes Setup Window

Code Enter the required codes for the selected segment. You can use the digit 0 in a segment code. For example, if the segment size is 3, you can enter values such as 000 or 001. Name Enter names of up to 100 characters for the segment codes. Short Name

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Enter a name of up to 10 characters for the segment code. SAP Business One uses this short name when creating automatic names for your G/L accounts. Note You can change the short name even after the segment code has been used for creating G/L accounts. However, the short name in the accounts is not updated. End of the note. More Information Account Segmentation - Setup

Currencies - Setup Window

Use this window to define currency settings. To open this window, choose
Currencies Setup

Administration

Setup

Financials

Currencies .

Code Enter a code of up to three characters for the currency, for example, USD, EUR. Recommendation If you use the Payment Engine add-on, we strongly recommend that you use internationally agreed-on code abbreviations, as a way of ensuring that banks accept the bank file created by Payment Engine. End of the recommendation. Currency Specify the currency name. This name appears in the dropdown boxes of various windows pertaining to currency. International Code Enter an international code to represent the currency in printed checks, for example, $, . International Description, Hundredth Name Enter the international name of the currency and the name of its decimal unit. The information is required for printing checks in this currency, so that the numerical amount can be represented in words. English, English Hundredth Name Specify the English name of the currency and the English name of the currencys decimal unit. This information is required for printing checks in this currency, so the numerical amount can be represented in words. Rounding This column appears only if the selected rounding method is By Currency. Select one of the following options:

No Rounding Prevents rounding for amounts in this currency. Round to Five Hundredths Example: 4.22 becomes 4.20 and 4.24 becomes 4.25. Round to Ten Hundredths Example: 4.19 becomes 4.20 and 4.14 becomes 4.10

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Round to One Rounds to the nearest integer, for example, 4.23 becomes 4. Round to Ten Example: 5.8 becomes 10.

Decimals Select the required decimal rounding for each currency. The selected option affects the Price, Line Total, and Document Total fields. If you select Default, the decimal display is determined by the parameters entered in Settings Display tab. Note After journal entries are posted, you can only increase the number of decimal places. Each change is irreversible. End of the note. Rounding in Pmnt Select to round values in payment documents.
Country-Specific Fields: Brazil

Administration

General

International Description (pl.), Hundredth Name (pl.) Specify the plural form of the currencys international name and the plural form of the currencys hundredths unit name. This information is required for printing checks in this currency, so the numerical amount can be represented in words. English (pl.), English Hundredth Name (pl.) Specify the plural form of the currencys English name and the plural form of the currencys decimal unit name in English. This information is required for printing checks in this currency, so the numerical amount can be represented in words.
Country-Specific Fields: Switzerland

ISR Calculation Select to determine that the currency is subject to ISR calculation. More Information Define Currencies: Russia

Define Currencies: Russia

Special currencies Conventional Units are used for Amount Differences calculations. For more information, see Amount Differences [External].
Define Currencies Russia

Is a Conventional Unit Select to define the currency as a conventional unit.

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This type of currency behaves as a foreign currency in the system, but exchange rate differences are not calculated during payments. You have to use the Amount Differences Report [External] to calculate the realized differences. Base Currency for Conv. Unit Select a currency defined as conventional unit, on which to base this conventional unit. Note The currency you select cannot itself be based on another conventional unit. End of the note. Factor Specify a factor by which to multiply the exchange rate of the Base Currency for Conventional Unit when calculating the exchange rate of this currency.

If you set a currency as Is a Conventional Unit and base it on another conventional unit, then Exchange Rate for that particular conventional unit is calculated automatically based on the base currency. If you change the exchange rate of a base currency for a particular date, the exchange rates of all dependent conventional units (currencies) are automatically updated for that date, based on their Factor. If you change the Factor for a conventional unit (currency) that is based on another conventional unit, the exchange rate for the former conventional unit is not updated for any date. You have to change the exchange rate of the base currency for a particular date (as described in point two) to trigger the change of the exchange rate of the conventional unit in focus. When you generate the Exchange Rate Differences or Conversion Differences reports, the currencies defined as Is a Conventional Unit are not available for selection and are not taken into consideration. Use the Amount Differences report [External].

Note This type of currency must not be used for payment means operations, which means that you must not create actual cash payments or bank transfers in conventional units. End of the note.

Define CCD

Use this function to define the Cargo Customs Declaration (CCD) numbers, used in SAP Business One when creating a marketing document. CCD Nr. Specify the unique number of a CCD number. Date Specify the date on which the number was created. Customs Broker Specify the identification number of the company that serves as the customs broker for the organization. Exp./Imp. Doc. Nr. Specify the export or import document number related to the CCD.

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Exp./Imp. Doc. Date Specify the export or import document date related to the CCD. Supply Agree. No. Specify the supply agreement number. Supply Agreement Date Specify the date of the supply agreement. Customs Terminal Specify the customs terminal. Payment Key Specify the payment key.

Indexes - Setup

Define indexes to use for revaluation of financial reports. Each defined index appears as a column in the Exchange Rates and Indexes window. Note You can remove user-defined indexes, but not those provided by default by SAP Business One. End of the note.

Transaction Codes

Transaction codes are used for journal entries. Their descriptions:

Are displayed in the Details field of the journal entry Can be used as selection criteria in various reports

Once a transaction code defined in the Transaction Codes Definitions window has been chosen in a journal entry, you cannot delete it. The value you enter in the Code column is unique and can consist of up to four characters. To access this window, choose Administration Setup Financials Transaction Codes .

Projects

You can define the individual projects that your company runs, and link each transaction you create in SAP Business One to the appropriate project. In the Projects - Setup window, specify a project code of up to eight characters, and the full name of the project. This

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enables you to track the financial status of each project by using the project code as a selection criterion in various reports. To access this window, choose Administration Setup Financials Projects .

Period Indicators - Setup

Use this window to set up period indicators for posting periods in your company. You can link each numbering series to a specific posting period by relating the same period indicator to both the selected posting period and the selected numbering series. To open this window choose More Information Document Numbering Posting Period Window Administration Setup Financials Period Indicators .

1099 Table - Setup: USA

Use this window to:

Define 1099 form types Define the required 1099 boxes for each form type Determine the minimum 1099 amount for each box Administration Setup Financials 1099 Table .

To access this window, choose More Information 1099 Table Setup Window 1099 Boxes Window

1099 Table - Setup Window

Use this window to define criteria for the 1099 Table. To access this window, choose
1099 Table Setup Window

Administration

Setup

Financials

1099 Table

1099 Form Specify the required 1099 form types. SAP Business One provides you with the following predefined 1099 form

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types:

1099 INT represents transactions related to loan interests 1099 DIV 2005 represents transactions related to profits

1099 MISC general form to represent any other types of transactions 1099 Boxes Choose to open the 1099 Boxes Setup window for a selected 1099 form type.

More Information 1099 Table Setup: USA

1099 Boxes - Setup Window

Use this window to define 1099 Boxes. To access this window, choose Administration Setup Financials 1099 Table Choose 1099 Boxes or double-click the row number of the selected form.
1099 Boxes - Setup Window

. Select the required form.

1099 Box Specify a unique code of up to 20 characters for the 1099 box. SAP Business One provides predefined codes for the 1099 boxes of each predefined 1099 form. Box Description Provide a description of up to 100 characters for each 1099 box you define. Minimum 1099 Amount Specify minimum 1099 amount for each box. Vendors who do not reach this amount are not included in the 1099 report by default. More Information 1099 Table Setup: USA

Doubtful Debts - Setup

Use this window to define the parameters according to which your company calculates doubtful debts. To display the window choose
Doubtful Debts Setup Window

Administration

Setup

Financials

Doubtful Debts

No. of Days Specify the number of days to which the Doubtful Debt % is effective. You can define a hierarchy according to days past the document posting date / value date.

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The number of days you enter for each row indicates the lowest range number. If the number in the first row is 30 and the number in the second row is 60, for a range of 30 to 59 days the percentage would be the value entered in the first row. If you want to define percentage from day 1, enter the number 1 in the first row. The number in the last row defines the percentage from this number of days and onward. Doubtful Debt % Enter the percentage for calculating the lost debt, based on the range of days defined in the No. of Days field.

Tax

You use the functions under this menu option to define tax-related settings, according to your country regulations. The definitions you make here dictate the way tax is registered in the accounting transactions and how it is reflected in the different tax reports. To access tax definition functions choose Administration Setup Financials Tax .

Tax Types - Setup Window: Brazil and India

Use this window to define additional tax types and select a Tax Parameter and a Tax Category for each one. To access this window, choose
Tax Types - Setup Window Fields

Administration

Setup

Financials

Tax

Tax Type Name Specify a name for the tax type. Note When a tax type is used in other modules, you can rename it, but you cannot delete it. End of the note. Tax Category This field is for Brazil localization only. Specify the defined tax category for the Nota Fiscal. Note COFINS, PIS, ISS, ICMS, ICMS-ST and IPI are the system predefined tax categories. You cannot edit this field if the tax type is used in other modules. End of the note. Tax Parameter

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Specify a tax parameter for each tax type. Note You can apply one tax parameter to several different tax types. You cannot edit this field if the tax type is used in other modules. End of the note. Attribute Values Opens the Define Values for Tax Attribute window. Note If the return value is being used in a tax parameter, you cannot delete it. End of the note.
For India localization:

You can use the non-deductible feature to handle LST Set Off and Incoming VAT. Example Original: LST = 10% Set Off = 40% You can set: LST =10% non-deductible = 60% If the non-deductible feature is not used, the setting for the example above will be as follows: LST = 6% LST Set Off = 4% End of the example. More Information Tax Category - Setup Window: Brazil and India Return Values - Setup Window: Brazil and India

Specific Tax Type Attributes - Setup Window: Brazil and India

Use this window to define tax attributes and control fields for tax posting. To open this window, choose Administration name and choose Attribute Values.
Specific Tax Type Attributes - Setup Window Fields

Setup

Financials

Tax

Tax Types

, then select a tax type

Code

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Specify a tax code. Purchasing Tax Account Specify a tax account for the purchasing transactions. Sales Tax Account Specify a tax account for the sales transactions. Included in Price (Brazil localization only) Price includes tax. Note Selecting this field enables the AP Tax Expense Acc and AR Tax Expense Acc fields, but disables the Non Deductible % field. End of the note. Included in Gross Revenue (IPI/PIS/COFIS) (Brazil localization only) Gross Revenue amount includes the tax when you post sales transactions. Note Selecting this field enables the AR Tax Expense field. End of the note. Exempt (Brazil localization only) Indicates the exempt status; used for free tax zone-related transactions. Note The field is applicable to sales and purchase transactions only. Selecting this field enables the AP Tax Expense Acc and AR Tax Expense Acc fields, but disables the Non Deductible % field. End of the note. Purchasing Tax Expense Account (Brazil localization only) Specify the tax expense account for purchasing transactions. Note This field becomes available only after you choose Included in Price or Exempt. End of the note. Sales Tax Expense Account

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(Brazil localization only) Select the tax expense account for sales transactions. Note This field becomes available only after you choose Included in Price or Exempt. End of the note. Non Deductible % Specify the non-deductible percentage. Note This field is available only when Included in Price or Exempt is not selected; otherwise, its value is 0. End of the note. Non Deductible Account Define the account for non-deductible amounts. Note This field is available only when Non Deductible % is not 0. End of the note. Effective From Indicates the start of the current valid period. Attribute x Displays the attributes configured in Tax Type Definition by parameter. Valid Period Opens the Valid Period window for defining the valid period for each attribute.
Valid Period - Setup: Specific Tax Type Window

Effective From Specify the start of the valid period. Attribute x Displays the attributes configured in Tax Type Definition, by parameter. Note If a numeric attribute type is left blank, the system takes 0 as its value. End of the note. More Information Tax Types - Setup Window: Brazil and India

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Tax Category - Setup Window: Brazil and India

Use this window to define tax categories. To open this window, choose Administration Setup Financials window, choose Define New in the Tax Category dropdown list.
Tax Category - Setup Window

Tax

. In the displayed Tax Types - Setup

Tax Category Define additional tax categories. Note You cannot change the predefined COFINS, PIS, ISS, ICMS, ICMS-ST and IPI tax categories. End of the note. More Information Tax Types - Setup Window: Brazil and India Specific Tax Type Attributes - Setup Window: Brazil and India

Tax Groups

SAP Business One provides predefined tax groups for each supported locality to be used by your company for purchasing, sales, and payments. More Information Tax Groups Setup Window Tax Definition XXX Window

Tax Groups - Setup Window

Use this window to define your company's tax groups. To open this window, choose
Tax Groups Setup Window

Administration

Setup

Financials

Tax

Tax Groups

Code, Name Specify a code and name for the tax group.

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Category Select one of the two tax groups:

Output Tax tax groups for A/R documents Input Tax tax groups for A/P documents

EU Select this option if the tax group is used for transactions with other European Union countries (relevant only for Output Tax groups). Note This field is not available for Japan and Korea. End of the note. Triangular Deal, Goods Shipment Select Goods Shipment or Triangular Deal. The two fields are mutually exclusive. Note These fields are not available for Japan and Korea. End of the note. Acquisition/Reverse This column is relevant only for Input Tax groups (A/P). Select this option to define the tax group as pertaining to Acquisition / Reverse. Specifying the acquisition tax is a procedure used when you record goods purchased from EU countries. Tax is not calculated in the document, but the correct amount is recorded in the journal entry and affects the tax report. In this case, the tax amount in the rows and in the total of the A/P invoice would be 0. Note The unique structure of a journal entry that involves acquisition tax is supported only by the creation of purchasing documents such as A/P invoices or A/P down payment invoices. Acquisition tax codes are not available for selection in manual journal entries. End of the note. Note This field is not available for Japan and Korea. End of the note. Effective from, Rate The values displayed in these columns represent the date from which a tax group rate (%) is effective. Since the tax percentage may change from time to time, you can create additional entries by double-clicking the row number of the tax group and defining them in the Tax Definition window. Note

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The tax amounts in the documents are calculated according to the tax group's effective date. End of the note. Non Deduct. % The rate of tax that was paid but not allowed as a deduction. The calculation of the non-deductible amount is based on the tax amount. Relevant only for Input tax groups (A/P). Example Rate of input tax group: 16% Rate of non-deductible: 4%. When creating an A/P invoice for total amount of 100, the amount of total tax is 16 from which 0.64 (=4%*16) is the non-deductible amount and 15.36 is deductible. End of the example. When using a tax group defined as non-deductible, the total amount of tax is divided between the tax account and the non-deductible tax account. Note The Acquisition/Reverse and Non Deductible definitions are mutually exclusive. End of the note. Non Deduct. Acct Specify the account to which you want to post the non-deductible tax amounts. Tax Account Specify a G/L account to use in journal entries containing this tax group. Acquisition Tax Specify a G/L account to use in journal entries containing an acquisition tax. Note This field is not available for Japan and Korea. End of the note. Group Description Use this informative field to enter values, which could be used later as parameters in user queries.
Country-Specific Field: Spain

Equalization Tax % Specify the equalization tax percent for each relevant tax group. Equalization Tax Account Specify a G/L account to be used for posting the equalization tax amount in the journal entries for this tax group.
Country-Specific Fields: Belgium & Portugal

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Correction Defines a tax group as a correction tax group in the system. VAT Correction From the dropdown list, select the tax group you want to assign as the correction tax group for the current tax group.
Country-Specific Field: Korea

Report Type Specify a report type for the tax invoice report. Note Once you have maintained all the tax report types, choose OK to save your data. End of the note. More Information Tax Groups Tax Report Type - Setup Window: Korea

Tax Definition - <XXX> Window

Use this window to specify tax information for a specific group. To open the window, from the SAP Business One Main Menu, choose Administration Tax Groups . Select the required tax group and choose the Tax Definition button.
Tax Definition - <XXX> Window

Setup

Financials

Tax

Effective From, Rate The values displayed in these columns represent the date from which a tax group rate (%) is effective. Since the tax percentage may change from time to time, you can specify new values. Note The tax amounts in the documents are calculated according to the tax group's effective date. End of the note.
Country Specific Fields: Spain

Equalization Tax % Specify the relevant equalization tax percentage. More Information Tax Groups - Setup

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Tax Code Determination: Brazil and India

You set up determination orders of tax codes for the following:

Material items For more information, see Setting Up Tax Code Determination for Material Items: Brazil and India.

Service items For more information, see Setting Up Tax Code Determination for Service Items or Service Documents: Brazil and India.

Service documents For more information, see Setting Up Tax Code Determination for Service Items or Service Documents: Brazil and India.

Withholding taxes For more information, see Setting Up Tax Code Determination for Withholding Tax: Brazil.

More Information Tax Code Determination - Setup Window

Tax Code Determination for Marketing Transactions: Brazil and India

When you enter item information in marketing documents, SAP Business One checks the item master data. If the item classification for tax purposes is:

Material Item The tax code determination for materials begins.

Service Item The tax code determination for services begins.

When you enter service information in marketing documents, the tax code determination for service documents begins. The key fields information for the tax code determination is according to your entries in the marketing documents, such as BP Code, Item Code and so on. Note Usage is a required value for tax code determination for material items.

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End of the note. The posting date of the marketing document is used to check the valid period of the tax code determination. Based on information in these key fields, SAP Business One searches the priority table and checks the Priority 1 relevant tables. To retrieve the tax code, SAP Business One proceeds as follows: 1. Finds a row matching these key fields in the valid period, it retrieves the tax code. 2. Cannot find any matching row in Priority 1, it checks Priority 2, then Priority 3 tables, and so on, until it finds a proper tax code. 3. Cannot find any proper tax code in the priority table, it checks Default Tax Code for Sales or Default Tax Code for Purchase. 4. Cannot find any proper tax code, it leaves the Tax Code field blank. Note When you change any of the key fields in a marketing document, the tax code determination runs again to retrieve the correct tax code. End of the note. More Information Tax Code Determination: Brazil and India.

Setting Up Tax Code Determination for Material Items: Brazil and India
Procedure 1. From the SAP Business One Main Menu, choose Determination . 2. Select the Material Item determination type as . 3. Select values for the Key Field 1,2,3 fields. For more information, see Tax Code Determination - Setup Window. 4. Select one row and choose the Key Field Value button. The Key Field Value - Setup window appears. For more information, see Key Fields Value - Setup Window. 5. Specify key field values. 6. Select one row and choose the Valid Period button. The Valid Period - Setup window appears. Administration Setup Financials Tax Tax Code

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For more information, see Valid Period - Setup Window. 7. Specify valid periods. 8. Select one row and choose the Tax Code by Usage button. The Tax Code by Usage - Setup window appears. For more information, see Tax Code by Usage - Setup Window. 9. Specify the tax code by usage. 10. To save your changes, choose the OK button, and then the Update button. More Information Tax Code Determination: Brazil and India

Setting Up Tax Code Determination for Service Items or Service Documents: Brazil and India
Procedure 1. From the SAP Business One Main Menu, choose Determination . Administration Setup Financials Tax Tax Code

2. Select either the Service Item or Service Document determination type. 3. Select values for the Key Field 1,2,3 fields. For more information, see Tax Code Determination - Setup Window. 4. Select one row and choose the Key Field Value button. The Key Field Value - Setup window appears. For more information, see Key Fields Value - Setup Window. 5. Specify key field values. 6. Select one row and choose the Valid Period button. The Valid Period - Setup window appears. For more information, see Valid Period - Setup Window. 7. Specify valid periods. 8. To save your changes, choose the OK button, and then the Update button. More Information Tax Code Determination: Brazil and India

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Setting Up Tax Code Determination for Withholding Tax: Brazil

Procedure 1. From the SAP Business One Main Menu, choose Determination . 2. Select the Withholding Tax determination type. 3. Select values for the Key Field 1,2,3 fields. For more information, see Tax Code Determination - Setup Window. 4. Select one row and choose the Key Field Value button. The Key Field Value - Setup window appears. For more information, see Key Fields Value - Setup Window. 5. Specify key field values. 6. Select one row and choose the Default WT Code button. The Default WT Code - Setup window appears. For more information, see Default WT Code - Setup Window. 7. Specify default WT codes. 8. To save your changes, choose the OK button, and then the Update button. More Information Tax Code Determination: Brazil and India Administration Setup Financials Tax Tax Code

Tax Code Determination - Setup Window: Brazil and India

Use this window to define and prioritize combinations of key fields, to which you can assign tax codes. To access this window, choose Administration Setup Financials Tax Tax Code Determination .

Tax Code Determination - Setup Window Fields

Determination Type From the drop-down box, select the tax type. Priority Displays the priority number. Key Fields 1, 2, 3 From the drop-down box, select the first, second, or third key field in combination. Description

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Describe the key fields. Default Tax Code for Sales, Purchase Click (Browse) to assign a default tax code to all sales- or purchase-related documents. Key Fields Value 1. Select a row. 2. Choose this button to open the Key Fields Value Setup window. 3. Assign values to the selected key fields. Note Only authorized users can use this window. End of the note. More Information Key Fields Value - Setup Window Tax Code Determination: Brazil and India
Browse

Tax Code Determination - Setup (Determination Type: Material Item): Brazil and India

Use this window to define the priority of key field combinations for tax code determination, enter key fields, and add tax codes for the key fields. To open this window, choose Note To access the window in the India localization, you must configure the related local settings. End of the note.
Tax Code Determination - Setup Window (Determination Type: Material Item) Fields

Administration

Setup

Financials

Tax

Tax Code Determination

Determination Type Specify a determination type. Priority Displays the fixed line number to indicate the priority for the determination. To change the priority, click Note Priority 1 is the highest priority for the tax code determination. Changes made here do not affect the key field
Up Arrow

(Up Arrow) or

Down Arrow

(Down Arrow).

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definition. End of the note. Key Fields <n> Specify the key fields for the tax code determination. Note Insert the values one by one and follow the order strictly (Key Fields 1, Key Fields 2, Key Fields 3 and so on). In the same priority line, the key fields must be different. End of the note. Description Describe the key field combination. Default Tax Code for Sales Specify a default tax code for sales transactions. Default Tax Code for Purchase Specify a default tax code for purchase transactions. Key Fields Value Opens the Key Fields Value- Setup window.
Key Fields Value - Setup Window

Use this window to specify values for the Key Fields <n>. To open this window: 1. Select a row in the Tax Code Determination - Setup window. 2. Do one of the following:

Double-click the row you just selected. From the menu bar, choose Goto Key Fields .

Right-click the row you just selected and choose Key Fields. Choose the Key Fields Value button. Key Fields <n>

Specify a value for the key field. Key Fields <n> Description Displays the description of the key field. Valid Period Only available for tax determination type as Material Item, Service Item or Service Documentation. Opens the Valid Period - Setup window. For more information, see Valid Period - Setup. Note

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This window displays the column names for Key Fields <n>, according to the row you selected in the Define Tax Code Determination - Setup window. The possible values are: Business Partner BP Code from the business partner master data. Item Item No. from the item master data. Material Group Material Group from the item master data. State State of ship-to address of customer or pay-to address of vendor. NCM Code NCM Code in the NCM code table. Item Group Item Group from the item master data. Vendor Group Vendor Group from the business partner master data. Customer Group Customer Group from the business master data. Vendor Type Vendor Type from the business partner master data. Material Type Material Type from the item master data. End of the note.
Valid Period - Setup Window

To open this window: 1. In the Define Key Fields Value window, select a row. 2. Perform one of the following operations:

Double-click the row you just selected. From the menu bar, choose Goto Validity Period .

Right-click the row you just selected and choose Validity Period. Choose Key Validity Period. Effective From

Specify the first day of the validity period. Effective To Specify the last day of the validity period. Tax Code by Usage Only available for the tax determination type Material Item. Opens the Tax Code by Usage - Setup window.
Tax Code by Usage Setup Window

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Usage List from the usage master data in the nota fiscal. You cannot edit this field. Tax Code Specify the tax code. Freight Tax Code Specify a tax code for freight. More Information Tax Code Determination for Marketing Transactions: Brazil and India Tax Code Determination- Setup Window (Determination Type: Service Item): Brazil and India Tax Code Determination - Setup Window (Determination Type: Service Document): Brazil and India

Tax Code Determination - Setup Window (Determination Type: Service Document): Brazil and India

Use this window to define the priority of key field combinations for tax code determination, enter key fields, and add tax codes for the key fields. To access this window, choose Note To access the window in the India localization, you must configure the related local settings. End of the note.
Tax Code Determination - Setup Window (Determination Type: Service Item) Fields

Administration

Setup

Financials

Tax

Tax Code Determination

(Up Arrow) or

Down Arrow

(Down Arrow).

Specify key fields for the tax code determination.

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Caution Insert the values one by one and follow the order strictly (Key Fields 1, Key Fields 2, Key Fields 3, and so on). In the same priority line, the key fields must be different. End of the caution. Description Describe the key field combination. Default Tax Code for Sales Specify a default tax code for sales transactions. Default Tax Code for Purchase Specify a default tax code for purchase transactions. Key Fields Value Opens the Key Fields Value - Setup window.
Key Fields Value - Setup Window

Use this window to specify values for the Key Fields <n>. To open this window: 1. Select a row in the Define Tax Code Determination window. 2. Do one of the following:

Double-click the row you just selected. From the menu bar, choose Goto Key Fields .

Right-click the row you just selected and choose Key Fields. Choose Key Fields Value. Key Fields <n>

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County County of ship-to address of customer or pay-to address of vendor G/L Account G/L Account in the marketing document line item Vendor Group Vendor Group in the business partner master data Customer Group Customer Group in the business partner master data End of the note.
Valid Period - Setup Window

To open this window: 1. In the Define Key Fields Value window, select a row. 2. Perform one of the following operations:

Double-click the row you just selected. From the menu bar, choose Goto Validity Period .

Right-click the row you just selected and choose Validity Period. Choose Key Validity Period. Effective From

Specify the first day of the validity period. Effective To Specify the last day of the validity period. More Information Tax Code Determination for Marketing Transactions: Brazil and India Tax Code Determination - Setup Window (Determination Type: Material Item): Brazil and India Tax Code Determination - Setup Window (Determination Type: Service Item): Brazil and India

Tax Code Determination - Setup Window (Determination Type: Service Item): Brazil and India

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To access the window in the India localization, you must configure the related local settings. End of the note.
Tax Code Determination - Setup Window (Determination Type: Service Item) Fields

Determination Type Select Service Item from the drop-down box. Priority Displays the fixed line number to indicate the priority for the determination. To change the priority, click Note Priority 1 is the highest priority for the tax code determination. Changes made here do not affect the key field definition. End of the note. Key Fields <n> Specify key fields for the tax code determination. Caution Insert the values one by one and follow the order strictly (Key Fields 1, Key Fields 2, Key Fields 3, and so on). In the same priority line, the key fields must be different. End of the caution. Description Describe the key field combination. Default Tax Code for Sales Specify a default tax code for sales transactions. Default Tax Code for Purchase Specify a default tax code for purchase transactions. Key Fields Value Opens the Key Fields Value - Setup window.
Key Fields Value - Setup Window
Up Arrow

(Up Arrow) or

Down Arrow

(Down Arrow).

Use this window to specify values for the Key Fields <n>. To open this window: 1. Select a row in the Define Tax Code Determination window. 2. Do one of the following:

Double-click the row you just selected. From the menu bar, choose Goto Key Fields .

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Right-click the row you just selected and choose Key Fields. Choose Key Fields Value. Key Fields <n>

Specify a value for the key fields. Key Fields <n> Description Displays a description of the key fields. Valid Period Opens the Valid Period - Setup window. Note This window displays the column names for key fields <n>, according to the row you selected in the Define Tax Code Determination window. The possible values are: Business Partner BP Code in the business partner master data. Item Item No. in the item master data. Service Group Service Group in the item master data. State State of ship-to address of customer or pay-to address of vendor. County County of ship-to address of customer or pay-to address of vendor. Service Code Service Code in the item master data. Item Group Item Group in the item master data. Vendor Group Vendor Group in the business partner master data. Customer Group Customer Group in the business partner master data. End of the note.
Valid Period - Setup Window

To open this window: 1. In the Define Key Fields Value window, select a row. 2. Perform one of the following operations:

Double-click the row you just selected. From the menu bar, choose Goto Validity Period .

Right-click the row you just selected and choose Validity Period.

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Choose Key Validity Period. Effective From

Key Fields Value - Setup Window

Use this window to specify values for Key Fields 1, 2, 3 selected in the Tax Code Determination - Setup. To open this window: 1. Choose Administration Setup Financials Tax Tax Code Determination

2. Select the values for Key Fields 1, 2, 3. 3. Select a row and do one of the following:

Double-click the row you just selected. From the menu bar, choose Goto Key Fields .

Right-click the row you just selected and choose Key Fields. Choose the Key Fields Value button.

Key Fields Value - Setup Window Fields

BP Code, Item No., Material Group, Service Group, Item Group, Customer Group, Vendor Group, State Code, County Code, NCM Code, G/L Account Specify values for the key fields. BP Name, Item Description, M.G. Description, S.G. Description, V.G Description, NCM Name, GL Name, Effective From, Effective To, Tax Code Describe the key fields. Valid Period Only available for tax determination type as Material Item, Service Item or Service Documentation. Opens the Valid Period - Setup window. For more information, see Valid Period - Setup. Default WT Code Only available for the determination type as Withholding Tax. Opens the Default WT Code - Setup window for

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defining default withholding tax codes. For more information, see Default WT Code - Setup. More Information Valid Period - Setup Window Default WT Code - Setup Window Tax Code Determination - Setup Window

Valid Period - Setup Window

To open this window: 1. In the Key Fields Value - Setup window, select a row. 2. Do one of the following:

Double-click the row you just selected. From the menu bar, choose Goto Validity Period .

Right-click the row you just selected and choose Validity Period. Choose the Validity Period button. Effective From

Tax Code by Usage - Setup Window

You set up tax code by usage for only the tax code determination type as Material Item. To open this window: 1. In the Valid Period - Setup window, select a row.

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2. Do one of the followings:

Double-click the row you just selected. From the menu bar, choose Goto Tax Code by Usage .

Right-click the row you just selected and choose Tax Code by Usage. Choose the Tax Code by Usage button.

Default WT Code - Setup Window

Use this window to define default withholding tax codes. To open this window:

In the Key Fields Value - Setup window, select a row. Do one of the followings:

Double-click the row you just selected. From the menu bar, choose Goto Default WT Code .

Right-click the row you just selected and choose Default WT Code. Choose the Default WT Code button.

Default WT Code - Setup Window Fields

Code All withholding tax codes Description Withholding tax description Default Sets the withholding tax as default. More Information

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Tax Code Determination - Setup Window

Withholding Tax Codes

The withholding tax codes used by your company are assigned to transactions and are reflected in the Withholding Tax report. Note There are three additional withholding tax codes available for the UK: Gross Payment, Standard Deduction, and Higher Rate Deduction. End of the note. More Information Withholding Tax Codes - Setup Window

Withholding Tax Codes - Setup Window

Use this window to define withholding tax codes for your company. To open the window, choose Administration Setup Financials Tax Withholding Tax .

Withholding Tax Codes - Setup Fields

WT Code Specify a code for the withholding tax. WT Name Enter a description for the withholding tax code. Category Choose one of the following from the dropdown list:

Invoice the withholding tax calculation appears in the invoice and is recorded in the journal entry when the invoice is added.

Payment the withholding tax calculation appears in the invoice, but is recorded in the journal entry when it is created by the incoming payment based on that invoice. Effective From Enter the date from which a tax group rate (%) is effective. Rate Enter the rate of tax to be calculated from the date defined in the Effective From field. Base Type Choose either Gross (includes VAT) or Net from the drop-down list to determine from which amount the withholding tax will be calculated. % Base Amount

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Specify the percentage of the base amount that is subject to withholding tax. The default value is 100%. Official Code Specify the official code to be reported in the withholding tax report. Account Choose the G/L account code to be recorded in journal entries relevant for this withholding tax code. Tax Definition Choose this button to open the Tax Definition - <XXX> window, in which you can define the Effective From date and the tax percentage for the selected withholding tax code. Minimum Taxable Amount Specify the minimum taxable amount for the withholding tax to take effect.
Country-Specific Fields: Australia & New Zealand

Rounding Type Choose the relevant rounding type from the drop-down menu:

Truncated AU this option is relevant for a penalty withholding tax. The tax amount calculated is truncated, and appears without decimals, for example, a tax amount of 72.25 is truncated to 72. Example If the withholding tax is posted when payment occurs, the calculation is done as follows: You create a payment for an invoice whose total value is 11.6 (=net value 10 + 16% vat), and the withholding tax is 18%. The total of 11.6 is truncated to 11. The WT is calculated as: 11*18% = 1.98 The WT amount is truncated to 1. Result: The posted value of withholding tax is 1, and the bank account is credited for 10.6 End of the example. Commercial Values this option is relevant for voluntary withholding tax. In this case the rounding calculation is done as follows:

1 to 49 cents is rounded down to the nearest dollar, for example, 34.27 becomes 34. 50 to 99 cents is rounded up to the nearest dollar, for example, 50.68 becomes 51.

Example The following explains the calculations when creating the payment for the invoice mentioned above, but according to commercial rounding: The invoice total is 11.6. Withholding tax = 11.6*18% = 2.088. This amount is rounded to 2. A value of 2 is posted for withholding tax while the bank account is credited for 9.6.

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End of the example.

Country-Specific Field: Brazil

Type Specify the appropriate withholding tax type.

Country-Specific Field: China, Japan, Singapore and Korea

Progressive Tax Regards the withholding tax as a progressive tax.

Country-Specific Fields: India

Section Select a section code from the drop down list. Threshold Specify a value of threshold for TDS. Surcharge Specify the value of surcharge for TDS. Concessional Select the checkbox if the concession is applicable. Assessee Code Select a assessee code from the drop down list. A/P TDS Account In this field , you can assign an account for A/P TDS. To do so, in the field, press TAB and choose an account in the List of G/L Accounts window. A/P Surcharge Account In this field , you can assign an account for A/P Surcharge. To do so, in the field, press TAB and choose an account in the List of G/L Accounts window. A/P Cess Account In this field , you can assign an account for A/P Cess. To do so, in the field, press TAB and choose an account in the List of G/L Accounts window. A/P HSC Account In this field , you can assign an account for A/P HSC. To do so, in the field, press TAB and choose an account in the List of G/L Accounts window. A/R TDS Account In this field , you can assign an account for A/R TDS. To do so, in the field, press TAB and choose an account in the List of G/L Accounts window. A/R Surcharge Account In this field , you can assign an account for A/R surcharge. To do so, in the field, press TAB and choose an account in the List of G/L Accounts window. A/R Cess Account In this field , you can assign an account for A/R Cess. To do so, in the field, press TAB and choose an account in the List of G/L Accounts window. A/R HSC Account In this field , you can assign an account for A/R HSC. To do so, in the field, press TAB and choose an account in the List of G/L Accounts window.

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Location From the drop down list, select a location for which the category code was created. Return Type From the drop down list, select a return type for the tax category.
Country-Specific Fields: Mexico & Chile

Withholding Type Choose one of the following:

VAT Withholding identifies the withholding tax code as a withholding related to the VAT Code.

Income Tax Withholding identifies the income tax withholding code related to indirect withholding taxes. Base Type Choose one of the following:

Net identifies the base amount for tax calculation as the amount before VAT. VAT identifies the base amount for tax calculation as the VAT amount.

More Information Tax Definition - Setup Window Define Progressive Tax Rate and Corresponding Tier Amount: China, Japan and Korea Value Range - Setup Window: Brazil

Value Range - Setup Window: Brazil

Use this window to define the value range for withholding tax. To open this window: 1. Choose Administration Setup Financials Tax Withholding Tax .

2. Choose Tax Definition. 3. In the Tax Definition window, choose Value Range. Value From Specify the starting point for calculating withholding tax. WTax to Be Deductible Specify the amount to deduct in the withholding tax calculation. Rate Specify the tax rate for the value range defined above. Note

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The same currency must be used throughout the window. End of the note. More Information Withholding Tax Codes - Setup Window

Withholding Tax Definition - Setup Window

Use this window to define progressive withholding tax rates in tiers. To open this window: 1. Choose Administration Setup Financials Tax Withholding Tax .

2. Select a withholding tax by double-clicking the row number. 3. Choose Withholding Tax Definition.
Country Specific Fields: China, Japan and Korea

Tax Rate Specify the tax rate for this code. Min. Amount Minimum amount of the tier in which the rate will be effective; should be equal to the maximum amount of the previous line. Max. Amount Maximum amount of the tier in which the rate will be effective. Note The ranges of the amounts cannot overlap. End of the note.
Country Specific Fields: India

TDS Rate Specify the TDS rate. Surcharge Rate Specify the surcharge rate. Cess Rate Specify the Cess rate. HSC Rate Specify the HSC rate. More Information

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Define Tax Rate and Effective Rate

Item Classification: Brazil

You can define the following in

Administration

Setup

Financials

Tax

Item Classification

Service Codes - Setup Window: Brazil Service Groups - Setup Window: Brazil Material Groups - Setup Window: Brazil NCM Codes - Setup Window: Brazil More Information Item Groups - Setup Item Master Data: General Tab Warehouses: General Tab

Service Codes - Setup Window: Brazil

Use this window to define a unique service code for a selected state and county. To open this window, choose . Administration Setup Financials Tax Item Classification Service Codes

Service Codes - Setup Window Fields

State Code Specify a state code.. State Name Displays the state name according to the state code you selected. County Code Specify a county code. County Name Displays the county name according to the county code you selected. Details Opens the Define Service Code window for defining a service code for a specific state and county.
Define Service Code - Specific State - Specific County

Service Code Specify the service code. Description

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Describe the service code. Incoming/Outgoing Select whether the service code is for incoming or outgoing transactions. Outgoing transactions include:

Sales quotation Sales order Delivery A/R invoice A/P goods return A/P credit memo

Incoming transactions include:

Purchase order Goods receipt PO A/P invoice A/R returns A/R credit memo

Note You cannot delete a service code that is in use by another module, but you can edit its Description field. End of the note.

Service Groups - Setup Window: Brazil

Use this window to define a service group that can be used for the Automatic Tax Code Determination for services. The combination of Service Code and Service Group can support some special cases for Tax Code Determination. To open this window, choose . Administration Setup Financials Tax Item Classification Service Group

Service Groups - Setup Window Fields

Service Group Specify the service group. It must be a unique key. Description Describe the service group in detail.

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Note You cannot delete a service group that is in use by another module, but you can edit its Description field. End of the note.

Material Groups - Setup Window: Brazil

Use this window to define a material group that is used for the automatic tax code determination for materials. To access this window, choose Group .
Material Group Fields

Administration

Setup

Financials

Tax

Item Classification

Material

Material Group Specify the material group. It must be a unique key. Description Describe the material group. Note You cannot edit or delete a material group being used by another module, but you can edit the Description field. End of the note.

NCM Codes - Setup Window: Brazil

Use this window to define the company NCM code. The NCM (Nomenclatura Comum do Mercosul) code classifies items according to Mercosul regulations. NCM codes are informed in most Brazilian legal documents, such as the Nota Fiscal. To access this window, choose .
NCM Code Fields

Administration

Setup

Financials

Tax

Item Classification

NCM Code

NCM Code This value must be a unique key. Description Describe the NCM code in detail. Note This field is mandatory.

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End of the note. Note You cannot edit or delete an NCM code in use by another module, but you can edit the Description field. End of the note.

DNF Code - Setup Window: Brazil

To access this window: 1. choose Administration Setup Financials Tax Item Classification NCM Codes

2. From the NCM Codes - Setup window, do one of the following:

Choose DNF Code. Double-click an entry.

DNF Code Fields

DNF Code, DNF UoM, DNF Factor Specify the necessary DNF Code information.

Nota Fiscal: Brazil

Nota Fiscal (Fiscal Note) is a legal document and fiscal object used for every incoming and outgoing business transaction that involves goods/products or services. The following can be defined in Administration Setup Financials Tax Nota Fiscal :

Sequence for Nota Fiscal - Setup Window: Brazil CFOP Codes - Setup Window: Brazil CST Codes - Setup Window: Brazil More Information Sales Document: Contents Tab Sales Documents (NF) Tax Tab: Brazil Sales Documents (Non-NF) Tax Tab: Brazil Purchasing Documents: Contents Tab Purchasing Documents (NF) Tax Tab: Brazil

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Purchasing Documents, Tax Tab: India List of CFOP Window: Brazil List of CFT Window: Brazil Usage - Setup Window: Brazil

Sequence for Nota Fiscal - Setup Window: Brazil

Use this window to define a sequence for a Nota Fiscal. To open this window, choose Fiscal . Administration Setup Financials Tax Nota Fiscal Sequence for Nota

Sequence for Nota Fiscal - Setup Window Fields

Document Displays the document types (Nota Fiscal) for which you can define a sequence. The following marketing document types are considered Outgoing Nota Fiscal:

Delivery A/R invoice Goods return A/P credit memo

The following marketing document types are considered Incoming Nota Fiscal:

Goods receipt PO A/P invoice Returns A/R credit memo Sequence

Default sequence name. Assign Sequence to Document Choose to assign a sequence to a selected Nota Fiscal in the Sequence - Specific Document window. More Information Sequence - Specific Document Window: Brazil

Sequence - Specific Document Window: Brazil

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Use this window to define a new sequence for Nota Fiscal, or set the existing sequence as default for a specific Nota Fiscal. To open this window, choose Assign Sequence to Document in Nota Fiscal Sequence for Nota Fiscal .
Sequence - Specific Document Window Fields

Administration

Setup

Financials

Tax

Assign Sets the sequence as default. Series Specify the sequence series. Sub-series Specify the sequence sub-series. First Specify a number to be assigned to the first document entered in the system. Subsequent documents are automatically numbered sequentially. Next Displays the number that will be assigned to the next document of the same type.

Value updated for each new document created in the system. If the value in this column is not equal to the value in the First column, then:

Documents of this type have already been entered

The numbering of this document type can no longer be changed Last Specify the last number that can be assigned for a document of this type. Use only if you need to define an additional numbering series. Model Specify a Nota Fiscal model. Lock Locks the sequence for use. Set as Default Sets the selected sequence as the default for the document type in the Sequence for Nota Fiscal - Setup window.

More Information Sequence for Nota Fiscal - Setup Window: Brazil

CFOP Codes - Setup Window: Brazil

A window for defining the CFOP code. To access, choose Administration Setup Financials Tax Nota Fiscal CFOP Code

CFOP Codes - Setup Window Fields

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CFOP Code Enter the CFOP code. Description 1. Double-click the field. 2. In the Line Text Details window, enter a detailed text. 3. Insert the text into the Description field. Application Follow the procedure in the Description field to enter a detailed description of the application. Note You cannot change or delete the CFOP code while it is in use, but you can edit the Description and Application fields. End of the note. More Information Tax Code Determination for Marketing Transactions: Brazil and India Tax Code Determination - Setup Window (Determination Type: Material Item): Brazil and India Tax Code Determination - Setup Window (Determination Type: Service Document): Brazil and India

CST Codes - Setup Window: Brazil

Use this window to define CST codes. To access this window, choose
CST Codes - Setup Window Fields

Administration

Setup

Financials

Tax

Nota Fiscal

CST Code

Tax Category Specify the tax category. CST Code Incoming, CST Code Outgoing Specify the CST code used to group information in documents, fiscal books, information guides, and all data analysis. Description Incoming, Description Outgoing Specify the description for the CST code. Note You cannot change or delete a CST code that is in use, but you can edit the description of it. End of the note.

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Usage - Setup Window: Brazil

Use this window to define the usage for the document type Item or Service in marketing documents. To open this window: 1. Choose one of the following:

Sales A/R Contents

Sales Quotation, Sales Order, Delivery, Returns, A/R Invoice, A/R Credit Memo Purchase Order, Goods Receipt PO, Goods Return, A/P Invoice, A/P Credit Memo

Purchasing A/P Contents

2. In the Usage field, choose Define New from the dropdown list. # Automatically displays the usage numbering. Usage Describe the usage. Example industrialization, reselling, consumption, assets, and so on. End of the example. Post Tax in Price to Inventory This field displays the indicator for controlling posting tax in price to inventory.

Yes, Inventory = Price*Quantity (default value, editable) No, Inventory = Price*Quantity Tax in Price

Note If Freight is part of inventory, inventory evaluation is also affected by this indicator. End of the note. Tax Only Considers only the tax when calculating the total amount.

List of CFOP Window: Brazil

Use this window to specify a CFOP code from an existing list and to create new ones. To open this window, press TAB in the CFOP field on the Contents tab in one of the following windows:

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Sales A/R

Sales Quotation, Sales Order, Delivery, Returns, A/R Invoice, A/R Credit Memo Purchase Order, Goods Receipt PO, Goods Return, A/P Invoice, A/P Credit Memo

Purchasing A/P

List of CFOP Window Fields

CFOP Code Displays a list of existing CFOP codes. CFOP Description, Application Displays the descriptions or applications of the CFOP codes. New Click to create new CFOP codes. More Information Sales Document: Contents Tab

List of CST Window: Brazil

Use this window to specify a CST code from an existing list and to create new ones. To open this window, press TAB in the CST field on the Contents tab in one of the following windows:

Sales A/R

Sales Quotation, Sales Order, Delivery, Returns, A/R Invoice, A/R Credit Memo Purchase Order, Goods Receipt PO, Goods Return, A/P Invoice, A/P Credit Memo

Purchasing A/P

List of CST Window Fields

Find Specify the CST code you want to find. CST Code Displays a list of existing CST codes. Tributary Situation Displays the tributary situation of the CST codes. Choose Selects the CST code. Cancel Cancels the transaction. New Click to create new CST codes. More Information Sales Document: Contents Tab

Tax Report Type - Setup Window: Korea

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Use this window to set up report types used in tax invoice reporting in SAP Business One. To access this window, choose

Administration

Setup

Financials

Tax

Tax Report Type

To add a tax report type, in the next available row, specify the name and description for the new type and choose Update. To remove a tax report type, choose the record to remove and select Data Remove .

Once you have maintained all the tax report types, choose Update to save your data. Note You cannot change or delete a tax report type once it has been used to create a tax invoice report. End of the note.
Tax Report Type - Setup Window

Tax Report Type Name Specify a name for the tax invoice report type. Tax Report Type Description Describe the tax invoice report type. Summary VAT Report Type Specify a summary VAT report type. More Information Tax Groups - Setup Window Summary VAT Report Type - Setup Window: Korea

Summary VAT Report Type - Setup Window: Korea

Use this window to set up report types used in summary VAT reporting in SAP Business One. To access this window, choose

Administration

Setup

Financials

Tax

Summary VAT Report Type .

To add a summary VAT report type, in the next available row, specify the name and description for the new type and choose Update. To remove a summary VAT report type, select the record to remove and choose Data Remove .

Once you have maintained all the summary VAT report types, choose OK to save your data. Note You cannot delete a summary VAT report type once it has been used to define a tax report type.

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End of the note.

Summary VAT Report Type - Setup Window

Summary VAT Report Type Specify a name for the summary VAT report type. Description Describe the summary VAT report type. More Information Tax Report Type - Setup Window: Korea

Tax Declaration Boxes - Setup

Tax declaration boxes are defined in the Tax Declaration Boxes - Setup window for use in the tax declaration boxes report. More Information Tax Declaration Boxes Setup Window Box Definition - Rows Window

Tax Declaration Boxes - Setup Window

Use this window to define selection criteria for the tax declaration boxes appearing in the Tax Declaration Boxes report. To open the window, from the SAP Business One Main Menu, choose Tax Declaration Boxes .
Tax Declaration Boxes Setup Window

Administration

Setup

Financials

Tax

Code, Name Enter a code and relevant description for the box. Type Choose one of the following options:

Vat Group summarizes VAT groups in the box Box summarizes several boxes in this box Summary Field

Choose to display one of the following amounts of the tax transactions in the report:

Base Amount Tax Amount the actual tax amount

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EQ Base Amount relevant in Spain only EQ Tax Amount relevant in Spain only Non-Deductible Amount

Debit/Credit Choose one of the following options to determine what to add of the transactions that will be calculated in the box:

Debit Side only the debit amount Credit Side only the credit amount

Debit Side + Credit Side both the credit and debit amount Formula Syntax The calculation formula of the box (the tax groups and the relations between them). For more information on the formula, go here. Sort Order Define the display order of the boxes in the report by entering their successive numbers. By default, the next successive number is entered when you update the Tax Declaration Boxes - Setup window. Absolute Value Displays the absolute box amount in the report. Box Definition - Rows Opens the Box Definition Rows window, in which you can define a formula for the selected box.

More Information Tax Declaration Boxes - Setup

Box Definition - Rows Setup Window

Use this window to define formulas for selected VAT groups or boxes. To access this window, choose click the relevant box row. Administration Setup Financials Tax Tax Declaration Boxes . Double-

Box Definition Rows Setup Window

VAT Group Click the dropdown list and select the VAT group or box to include in the box. Formula Sign Click the dropdown list and select the arithmetic operation (+ or -) to define the relation between this VAT group or box, and the one below it. Choose Update to move to the next row. After you have finished defining all VAT groups or boxes for the formula, choose Update to save your changes. More Information

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Tax Declaration Boxes - Setup

Sales Tax Jurisdiction Types - Setup: Canada & USA

Use this window to define jurisdiction types, as required by the tax authorities. Currently, the system contains the three necessary jurisdiction types: State, County, and City. To open the window, from the SAP Business One Main Menu, choose Sales Tax Jurisdiction Types . Administration Setup Financials Tax

To add more jurisdiction types, enter the name of the new type in the next available row and choose Update. Choose OK to close the window.

Sales Tax Jurisdictions: Canada & USA

Use this window to define tax codes and rates for each jurisdiction type defined in the Sales Tax Jurisdictions Setup window. SAP Business One provides predefined tax codes for the predefined jurisdiction types. Procedure 1. From the SAP Business One Main Menu, choose Jurisdictions . 2. Choose the jurisdiction type. 3. Specify the required information and save your data. More Information Jurisdiction Rates - Setup Administration Setup Financials Tax Sales Tax

Jurisdiction Rates - Setup Window

Use this window to define rates for sales tax jurisdictions. To open the window choose Administration required jurisdiction and then choose OK.
Jurisdiction Rates Setup Window

Setup

Financials

Tax

Sales Tax Jurisdictions

. Select the

Code Specify a short name for the jurisdiction code. Name Enter the full name of the jurisdiction code. Effective From

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Displays the date on which the rate valid for the current date becomes effective. Note This field does not show any future date. End of the note. Rate Displays the tax percent Min. Taxable Amount, Max. Taxable Amount Specify a tiered rate or rates to be applied to a specific jurisdiction. This field is available in the U.S. localization only. These variables can be used to address the tiered tax rate structure in Tennessee, where the first $0.00 to $1,600.00 are taxable at one rate and amounts from $1,600.01 to $3,200.00 are taxable at a different rate. Note These two fields and the Flat Tax Amount field are mutually exclusive. If you specify either of these two fields, you cannot enter data in the Flat Tax Amount field. End of the note. Flat Tax Amount Specify the flat tax amount to be applied. If the calculated tax amount is greater than the flat tax amount, the flat tax amount is used. This field is available in the U.S. localization only. This variable can be used to address the flat tax in South Carolina, where a maximum tax of $300.00 is applied to certain items at a line level. Note This field and the fields Min. Taxable Amount and Max. Taxable Amount are mutually exclusive. If you specify the Flat Tax Amount field, you cannot enter data in either of the other two fields. End of the note. Sales Tax Account Press TAB to choose an account for sales documents. Purchasing Tax Account Press TAB to choose an account for purchasing documents. Use Tax Account Press TAB to choose an account for purchase documents when working with Use Tax. Note This field is not available for users in Brazil and India. End of the note. Tax Definition Choose this button to open the Tax Definition - Setup window, in which you can define an upcoming rate change and the date on which the new rate applies.

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More Information Sales Tax Jurisdictions: Canada & USA

Sales Tax Codes: Canada & USA

Sales tax code definitions are based on a combination of factors from jurisdiction types and jurisdiction rates defined in SAP Business One. The rate of the sales tax code is determined by the jurisdiction rates (included in it) and by the relationship between these rates, for example, tax on tax. More Information Sales Tax Codes Setup Window

Sales Tax Codes - Setup Window

Use this window to define sales tax codes. To open the window, choose
Sales Tax Codes Setup Window

Administration

Setup

Financials

Tax

Sales Tax Codes .

Tax Rate Displays the cumulative rate of the tax code, as the sum of the rates appears in the Effective Rate column. Freight Specifies that this tax code applies to freight. Single Item Tax Select this checkbox to apply the tax code calculation rule at the item level. Calculation Rule:

If you do not select the checkbox, the system applies a threshold (Min. Taxable Amount, Max. Taxable Amount, or Flat Tax Amount), calculates tax separately for each sales jurisdiction present in the document, and then distributes the tax proportionally back to the lines. If you select the checkbox:

For marketing documents, the system applies a threshold, calculates tax separately for the lines with the same sales jurisdiction and item code, and then distributes the tax proportionally back to the lines. (This also applies to the freight of the line.) For manual journal entries, posting templates, recurring entries, and service type marketing documents, the system applies a threshold and calculates tax separately for each line.

Note

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If all lines of the fields Min. Taxable Amount, Max. Taxable Amount and Flat Tax Amount are blank; this checkbox is disabled. The system calculates tax separately for each sales jurisdiction. If freight is assigned in the header of the document, you cannot use Single Item Tax for this freight. End of the note. Type Click to choose the required jurisdiction type. Code Press TAB and in the displayed window choose the required code. Note Only the codes related to the selected jurisdiction are available. End of the note. Name Name of the selected code. Tax on Tax Specify a jurisdiction code to apply to the tax on tax calculation.

Code from the previous line All SAP Business One applies tax on tax calculation to all the lines to this tax code Blank No tax on tax calculation is done Rate

Tax rate defined for the selected code. Effective Rate Displays the total tax percent, depending on the jurisdiction types and codes you choose, and whether or not tax on tax calculation was applied. Min. Taxable Amount, Max. Taxable Amount Displays the tiered taxable amounts and the corresponding rate(s) you defined for a specific jurisdiction Flat Tax Amount Displays the amount of flat tax you defined for a specific jurisdiction A/R Tax Account, A/P Tax Account, Use Tax Account Display the accounts linked to each tax code in the table. Note The field Use Tax Account is not available for users in Brazil and India. End of the note. More Information Sales Tax Codes - Setup: Canada & USA

Stamp Tax Groups - Setup

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Use this window to define the stamp tax groups.

Stamp Tax Groups Setup

Code, Name Define the code and name for the stamp tax group. Category Choose Input or Output from the drop-down menu to define the category to which the stamp tax group belongs. Effective From Date from which the stamp tax group is active. Calculation Method Choose either Defined Rate (default value) or Fixed Amount from the drop-down menu to define how to calculate the stamp tax. Rate % The rate value in percentage, if the selected calculation method is rate. Fixed Amount (LC) The fixed amount in local currency, if the selected calculation method is Fixed Amount. Stamp Tax Account Define an account for recording the stamp tax postings. External Code The code defined here is relevant for the report printout. Tax Definition Opens the Tax Definition Per Row window, for defining additional parameters pertaining to the stamp tax group.

Tax Categories Setup

Use this window to define tax categories for sales and purchasing documents.
Tax Categories Setup Fields

Name Specify a name for the tax category. VAT Defines the tax category as VAT tax.

Tax Definition - Setup Window

You can use this window to:

Specify for each withholding tax code the values that will appear in the Effective From and Rate columns of the Withholding Tax - Setup window. To access this window, choose Administration Setup Financials Tax Withholding Tax , and then

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choose Tax Definition.

Define an upcoming rate change and the date on which the new rate applies of the Jurisdiction Rates - Setup window. To access the window: 1. Choose Administration Setup Financials Tax Sales Tax Jurisdictions .

2. Specify the jurisdiction type and choose the OK button. The <Jurisdiction> Rates - Setup window appears. 3. Open the Tax Definition - Setup window by doing one of the following:

Double-clicking the line # of the required row Right-clicking the required row and choosing Tax Definition Choosing the Tax Definition button at the bottom right of the window

Tax Definition - Setup Window Fields

Effective From Specify the date on which a tax group rate (%) becomes effective. Rate Specify the tax rate. Since the percentage of tax may change from time to time, you can specify new values as required. Note For Brazil, if the value range is defined, this field remains blank. End of the note. Note You cannot enter two records with the same date, regardless of whether or not the rate value is different. End of the note.
Country-Specific Field: Brazil

Value Range Opens the Value Range - Setup window for specifying value ranges. More Information Withholding Tax Codes - Setup Window Value Range - Setup Window: Brazil

Tax Types - Selection Criteria

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Use this window to specify tax types for which you want to define tax codes, and choose OK. The Define Tax Category Rates window opens. Tax Category From the dropdown list, choose the tax category for which you want to define tax codes.

Define Tax Types

Use this window to define the tax codes and rates that are relevant for each tax category. Code, Name Define the code and name for the tax type. Rate Define the tax rate in percents with decimals, for example, 10,5 %. A/R Tax Account, A/P Tax Account Choose G/L accounts to be used in A/R and A/P journal transaction postings. Non Deductible % Define the non-deductible percent of the tax code. This percentage is the portion of tax that the company cannot deduct. Non Deductible Account Choose the G/L account to be used in journal entries created by documents that involve non-deductible tax values. This field is activated only if the non-deductible percentage is higher than 0%.
Country-Specific Fields: Mexico

Deferred Tax Account Choose a G/L account to be used as a default account in transactions involving deferred tax.

Tax Codes - Setup Window: Mexico and Chile

Use this window to define your tax codes. To open this window, choose
Tax Codes - Setup Window Fields

Administration

Setup

Financials

Tax

Tax Codes .

Code, Name Define a code and a name for the tax code. Rate Rate of the tax code according to the definitions made in the table rows. This field is not editable. Expenses Calculates tax for freight. Valid for Sales, Purchasing

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Indicates whether the tax code is subject to A/R postings, A/P postings, or both. You must choose at least one of the boxes. Type From the dropdown list, specify the required tax type. Code, Name From the dropdown list, specify the required tax code. Tax on Tax Choose to define a tax on tax calculation. Then define the calculation method by choosing from the dropdown list the tax code that should be the base of the calculation. Rate Displays the tax rate of the tax code, in percentage. Effective Rate Displays the rate of the tax code taking into account the tax on tax calculation. If you did not define tax on tax calculation, the effective rate and the rate are identical. Sales Tax Account, Purchasing Tax Acct G/L accounts defined in the Define Tax Type window for sales and purchasing tax postings Non Deductible % The non-deductible tax percentage defined for the tax code. Non-Deductible Acct Non-deductible tax account defined for the tax code Deferred Tax Account The G/L account defined for the tax code, and used for deferred tax transactions.

Tax Codes - Setup Window: Brazil and India

The following table describes the fields that appear in the Tax Codes - Setup window. You can define possible tax codes in this window. To access this window choose:
Tax Codes - Setup Window Fields

Administration

Setup

Financials

Tax

Code, Description Specify the code and short description of the tax. Lock for Use Locks the tax for use. Tax Type Combination Specify the predefined tax type combination. CFOP Incoming, CFOP Outgoing Specify the CFOP code. These fields are mandatory when at least one of the following tax categories is linked with tax types selected against the particular tax code: PIS, IPI, COFINS, ICMS. Tax Type the tax types which have been defined in the tax type combination Code

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Specify the tax code. Description The description of the selected tax code CST Code Incoming Specify the CST code. This column is enabled on lines whose tax type is linked with a tax category other than ICMS. CST Suffix for ICMS Specify the last two digits of the CST code. This field is enabled on lines whose tax type is linked with tax category ICMS. Formula Code The formula code of the selected tax type Sales Tax Account, Purchasing Tax Account, Non-Deductible Acct, Purchase Tax Expense Acct, Sales Tax Expense Acct G/L accounts defined for the tax code Included In Price Indicates that the tax is included in the price already. The field value here is copied from tax parameter, and you cannot change it in this window. Included in Gross Revenue (IPI/PIS/COFINS) Shows whether the tax is included in the Gross Revenue amount when posting sales transactions. Non Deductible % The non-deductible tax percentage defined for the tax code. Exempt Shows whether this tax is exempted. Effective From The effective period of the tax code

Sequence - Setup Window: India

Use this window to define a sequence for a document. To open this window, choose
Sequence - Setup Window Fields

Administration

Setup

Financials

Tax

Sequence

Document Displays the document types for which you can define a sequence, including all transaction documents available for India. Note Once a certain transaction document type is configured to support Sequence, user can select assigned sequences when using the document. End of the note. Sequence Default sequence name.

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Assign Sequence to Document Choose to assign a sequence to a selected document in the Sequence window. More Information Sequence - Specific Document Window: India

Sequence - Specific Document Window: India

Use this window to define a new sequence, or set an existing sequence as default. You can assign multiple sequences for one location. To open this window, choose Assign Sequence to Document in Sequence .
Sequence Definition Fields

Administration

Setup

Financials

Tax

Assign Sets the sequence as default. Location Specify a location for the sequence.

This field is mandatory. You can:

Define multiple sequences for one location Generate documents with the same sequence for different locations

Example You can generate a purchase order with Sequence 1 for both the Delhi Branch and the Mumbai Branch. End of the example. Prefix, Suffix Specify the sequence prefix or suffix. First Specify the number to assign to the first document, of this document type, that you enter in the system. Subsequent documents receive sequential system-assigned numbers. Next Displays the number that will be assigned to the next document of the corresponding type.

Value updated for each new document created in the system. If the value in this column is not equal to the value in the First column, then:

Documents of this type have already been entered

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The numbering of the corresponding document type can no longer be changed

Last Specify the last number that can be assigned to a document of this type. Use only when you need to define an additional series for numbering. Remarks Provide additional information. Lock Locks the sequence for use. Display Unlocked Sequence Selected to display only unlocked sequences. Otherwise, all the sequences are displayed. The display is refreshed automatically. Set as Default In the Sequence - Setup window, sets the selected sequence as the default sequence for the specific document type. Note After assigned sequence is used in documents, you can not modify its location. End of the note. More Information Sequence - Setup Window: India

Default Sequence Window

Use this window to assign as default for users the sequence defined in Sequence - Specific Document Window: India. The location of the assigned sequence is the default value for Location in the document.
Default Sequence Window

Set as default for current user Sets the selected sequence as the default for the current user. Set as default for all users Sets the selected sequence as the default for all users. Set as default for certain users Sets the selected sequence as the default for the users you select in the Select Users window.

Tax Engine Configuration

Use this function to configure the tax engine. More Information

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Tax Parameter- Setup Window: Brazil and India Tax Formula - Setup Window: Brazil and India Tax Type Combination - Setup Window: Brazil and India

Tax Parameter - Setup Window: Brazil and India

Use this window to define tax parameters. (Tax Parameter = Attributes + Return Values) To open this window, choose Administration Setup Financials Tax Tax Engine Configuration .

Tax Parameter - Setup Window Fields

Code Specify a code for the tax parameter. Description Describe the tax parameter. Attribute Displays the Description value of each attribute. Specify an attribute or create a new one. Note If the tax parameter has been used by a tax type, you can still add attributes. If the attribute is used in a tax parameter, you can only view the information in this window. End of the note. Mandatory Field Indicates that the input of defined values for tax attributes is mandatory. Return Value Select a return value predefined by the application (Tax Amount, Base Amount, Excluded Amount, and Other Amount, or create new ones. Note Even if the return value is used in a tax parameter, you can view the information in this window and add a new value. Excluded Amount and Other Amount are for Brazil localization only. End of the note. More Information Attributes - Setup Window: Brazil and India Return Values - Setup Window: Brazil and India

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Return Values - Setup Window: Brazil and India

Use this window for defining return values. To open this window, choose Administration Setup Financials Tax Tax Engine Configuration . In the displayed Tax Parameter - Setup window, choose Define New in the Return Values dropdown list.
Return Values - Setup Window Fields

Return Value Code Define the code for the return value.

The first character must be a...z or AZ. The other characters can be _ or az or AZ or 19.

Saving your changes prompts a system message informing you that this attribute is used in a tax parameter. Description Describe the return value. Display in Sales/Purchasing Tax Amount Window Displays the return values in the tax window in A/P or A/R documents. Note If the default value for Tax Amount is selected, you cannot change it. However, you can change this checkbox anytime for other return values. End of the note. Note You cannot delete a return value that is being used in a tax parameter. End of the note. More Information Tax Parameter - Setup Window: Brazil and India

Attributes - Setup Window: Brazil and India

Use this window to define attributes for tax parameters relevant to Brazil and India. To open this window, choose Administration Setup Financials Tax Tax Engine Configuration . In the displayed Tax Parameter - Setup window, choose Define New in the Attribute drop down.
Attributes - Setup Window Fields

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Data Type Select one of the following data types from the drop-down box:

Percent Prices Amount Quantities Integer Char Measures

Saving your changes generates the following message: This attribute is used in a tax parameter. Attribute Code Define a code for the attribute:

The first character must be a...z or AZ. The other characters must be _ or az or AZ or 19.

Saving your changes generates the following message: This attribute is used in a tax parameter. Description Describe the attribute. Note You cannot delete an attribute used in a tax parameter. The system predefines the Rate attribute. Its data type is percent, and only its description is editable. End of the note. More Information Tax Parameter - Setup Window: Brazil and India

Tax Formula - Setup Window: Brazil and India

Use this window to define possible tax formulas for determining how the tax amount or other return values are calculated. Note Each tax type in a tax type combination must have its own formula.

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End of the note. To access this window, choose

General Area

Administration

Setup

Financials

Tax

Tax Engine Configuration .

Code Specify a code for the tax formula. Description Describe the tax formula. Tax Type To select the tax type that was defined in the tax type combination, click .

All the return value codes and attribute codes automatically appear in the variable grid.

You cannot change these return values.

After you save the formula, this field becomes non-editable. Refresh Parameter Updates the attributes and the return values of the tax type in the variable table. Operation

To select an available operation, click

For more information, see Tax Formula - Setup Window Operation Field: Brazil and India. Insert Adds the selected operation to the formula.
Variable Table Fields

Variable Specify a variable for the formula, either manually or by selecting from the list. Formula Output Click
Link Arrow

(Link Arrow) to display the formula return values. Formula Input (Link Arrow) to display the formula attributes. Parameter

Click

Link Arrow

Specify the valid parameters, either by selecting from the list or by entering values manually. Options include:

Parameters from marketing documents Tax attributes code Return values code

Note

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All the tax attributes and return values used in the formula should be listed in the tax parameter table. A formula must include all the return values defined in the tax parameter table under Formula Output. Entering an invalid parameter generates an error message when you try to save your changes. The system removes your entry and opens the Choose from List window to let you select a valid parameter. End of the note. Data Type Displays the data type for the tax calculation.
Formula Pan

Formula Enter the formula for the tax calculation. Note You can enter the formula manually, or use the Operation and Insert functions. End of the note. The system displays a warning message if you try to change a formula that has already been used in a tax code. If you still want to save the changes, the system revalidates all related tax type combinations. If one does not pass the validation, you cannot save the changes. Formula Validation Message When you choose OK or Update, the application validates the formula and displays either the validation message, or an error message, as appropriate. More Information Tax Formula - Setup Window Operation Field: Brazil and India

Tax Formula - Setup Window Operation Field: Brazil and India

Use this field in the Tax Formula - Setup window to select valid operations for the tax formula. To open the window, choose
Arithmetic Operations

Administration

Setup

Financials

Tax Engine Configuration

Operation + Addition

Description X=2

Example

Result 3

X=X+1 X=2 Subtraction X=5-X X=4 3

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Multiplication

X=X*5 X=5 X=15/X;

3; 2.5

Division X=5 X=X/2 5%2;

1; 2; 0 25

Modulus (division remainder)

10%8; 10%2; 5*(2+3)

(,)

Priority A predefined function for rounding. The rounding rules follow these settings:

Round (Number, Decimals as Number)

Rounding Method field in the Document Settings Round (2.134,2); window Round (2.-1) Rounding field in the Define Currencies window

2.13; 0

Decimal Place field in the General Settings window, Display tab A predefined function for rounding.

You can choose only one of the following types:

Percents Round (2.134, Amounts) Prices Amounts Quantities If the setting of the Decimal Place Amounts field is 2. 2.13

Round (Number, Type)

The rounding rules follow the settings of the Decimal Place field in the General Settings window, Display tab.
Condition Operations

Operations < <= == != >= > Ifelse

Description Less than Less than or equal to Equal to Not equal Greater than or equal to Greater than Condition operate

Example 5<8 5<=8 5==8 5!=8 5>=8 5>8 if (X<6) {X=X+2} else {X=X+1}

Result True True False True False False 5

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X=3 Example ICMS Industrialization or Reselling or Consumption or Assets ICMS Gross Amt = Item Net Value / (1-((ICMS rate/100)*(Base/100))) ICMS Tax Amount = ICMS Gross Amount Net Value Base Amount = Item Net Value / (1-((ICMS rate/100)*(Base/100))*(1+(IPI rate/100)*(IPI Base/100))) ICMS Amount = Base Amount * ((100-ICMS rate)/100)*(Base/100)) End of the example.
Grammar Rules

The language is case-sensitive. 1. Solo expressions are not supported. Only statements are valid. Valid statements include:

Assignment If While Compound

2. Rules for assignment statements: 1. The referred local variable must be initialized. The following statements are invalid: a=a+1 /*the local variable 'a' is not assigned a value before */ b=a /*the local variable 'a' is not assigned a value before */ 2. The referred external local variable in the block cannot be assigned a value with a different type. The following statements are incorrect: a = "124" /*it is not correct because the type of the local variable 'a' is string, which can be determined by the latest

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statement before the block*/ 3. Rules for if / while statements: 1. The type of the expression enclosed within "(" and ")" must be of type boolean: 1. True 2. False 3. The result of the relationship expression. 2. The statements enclosed within "{" and "}" plus "{" and "}" consist of a block, so rule 2.b) is applicable. 4. Rule for functions: 1. This release supports only the "Round" function, which has two types of prototypes:

Round (Number, Decimals as Number) /* The first parameter "number" includes integer and real and represents the rounding number; the second parameter "integer" includes integer type and only represents the digitals after the decimal point */

Round (Number, Type) /* The first parameter is the same as the first prototype; the value of the second parameter "type" must be one of the following values: Percents, Prices, Amounts, or Quantities */

5. Rules for expressions: 1. Logic expression: Operators: && > || Operands: value must be boolean 2. Relationship expression: Operators: >, >=, ==, !=, <, <= Operands:

If there is one string value between two operands, the non-string value is changed to the corresponding string value before a comparison is made If there is no string value between two operands, the values of integer, real and boolean can be compared

Example

The value of ("truf" > true) is true. Here the second operand is converted to "true". The value of (2 < "12") is false. Here the first operand is converted to "2".

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The value of (2< true) is false. Here the second operand is converted to 1. The value of (2>false) is true. Here the second operand is converted to 0.

End of the example. 3. Arithmetic expression: Operators: (*, /, %) > (+, -) Operands:

The operands for "%" must be integer type\ The operands for the operators, except "%" and "+" , must be non-string type, including integer, real and boolean The operands for "+" can be any type. If there is a string value of the operands, the result will be string; otherwise, the result will be numeric. If two operands are both integer, the result of "/" will also be integer. For example, 2 / 4 = 0 (divide exactly)

4. Unary expression: Operators: !, Operands:

For "!", it must be boolean value For "-", it must be non-string value

5. Bracket expression: the highest priority expression Operators: (, ) Their priority is: 1) < 2) < 3) < 4) < 5) 6. Other rules: 1. Strings cannot be assigned to the non-string output parameter 2. You cannot assign a value to the input parameter 3. Number overflow - when you exceed the maximum value 9223372036854 4. All output variables must be assigned values
Reserved Words (case sensitive)

if else while True false

Percents Prices Amounts Quantities

ContinueNotice ContinueNextPageNotice B1Notice

Round

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COMPILER B1 CHARACTERS letter = "ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz" . digit = "0123456789" . cr = CHR(13). tab = CHR(9) . If = CHR(10) . anyButQuote = ANY ' anyButApostrophe = ANY ' COMMENTS FROM "/*" TO "*/" IGNORE cr + lf + tab TOKENS ident = letter {letter | digit | '_'} . number = digit {digit}. real = digit {digit} "." digit {digit}. string = '"' {anyButQuote} '"' | "'" {anyButApostrophe} "'". PRODUCTIONS B1 = Body. Body = StatSeq . StatSeq = Stat [";"] {Stat [";"]}. CompoundStat = "{" StatSeq "}". Stat = AssignStat | IfStat | WhileStat | CompoundStat. AssignStat = Ident "=" Exp. IfStat = "if" "(" Exp ")" CompoundStat [ "else" CompoundStat ]. WhileStat = "while" "(" Exp ")" CompoundStat. Exp = ConExp. ConExp = OrExp. OrExp = AndExp { "||" AndExp }. AndExp = RelExp { "&&" RelExp }. RelExp = AddExp [ RelOp AddExp].

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RelOp = ( "<" | "<=" | ">" | ">=" | "==" | "!=" ). AddExp = MulExp { AddOp MulExp}. AddOp = ( "+" | "-" ). MulExp = Factor { MulOp Factor }. MulOp = ( "*" | "/" | "%" ). Factor = ("true" | "false" | integer | string | real |"(" Exp ")" | IdentOrFunction | Enum | UnaryOp Factor). IdentOrFunction = Ident (ParamList | ). Ident = ident. ParamList = "(" [Exp { "," Exp}] ")". Enum = RoundTypeEnum | SystemStringEnum. RoundTypeEnum = ("Percents" | "Prices" | "Amounts" | "Quantities"). SystemStringEnum = ("ContinueNotice" | "ContinueNextPageNotice" | "B1Notice"). UnaryOp = ("-" | "!"). END B1. More Information Tax Formula - Setup Window: Brazil and India

Tax Type Combination - Setup Window: Brazil and India

Use this window to define tax type combinations. A tax type combination works like a validation rule for tax types. To open this window, choose Administration Setup Financials Tax Tax Engine Configuration .

Tax Type Combination - Setup Window Fields

Code Specify the code for the tax type combination. Description Describe the tax type combination. # Displays the line item number for the tax type. You must select the tax type in sequence. Note The sequence of the tax types is important, as it is used in tax formula definitions. End of the note. Tax Type Specify a tax type.

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Note If the tax type combination has been used in a tax code, you cannot change the tax types. End of the note. Formula Code Specify the defined tax formula. Note You can change the tax formula at any time; however, the application issues a warning if the tax type combination has been used in a tax code. End of the note. When you select a tax formula code, the application checks the formula. If the formula does not adhere to the following validation rules, the application generates a warning, but allows you to continue the operation:

If return values of other tax types are used in this tax formula, those tax types must be defined prior to this line in the same tax type combination. If tax attributes of other tax types are used in this tax formula, those tax types must also be defined in the same tax type combination.

When you choose OK or Update, the application validates the tax type combination. If the tax type combination does not adhere to the following validation rules, you receive an error message and the data is not saved:

One tax type can be defined only once in the same tax type combination. If return values of other tax types are used in one tax formula, those tax types must be defined before this line in the same tax type combination. If tax attributes of other tax types are used in one tax formula, those tax types must also be defined in the same tax type combination.

More Information Tax Types - Setup Window: Brazil and India Tax Formula - Setup Window: Brazil and India

Setting Up Tax for India and Brazil

In India and Brazil, you set up and use tax as follows in purchasing and sales documents: Setting Up and Using Tax Codes for India and Brazil Setting Up Default Tax Codes in Purchasing and Sales Documents for India and Brazil

Setting Up and Using Tax Codes for India and Brazil

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This example illustrates how to set up and use a tax code where 2 CENVAT components of BED and SED are applicable along with CST. Note The tax category CENVAT and tax types BED, SED, CST used in this example are for the India localization only. Similar procedures apply for ICMS in Brazil. End of the note. Procedure 1. Define a tax parameter. In this example, a tax parameter with the code Rate is defined. 1. From the SAP Business One Main Menu, choose Engine Configuration Tax Parameter . The Tax Parameter - Setup window appears. 2. In the Code field, specify Rate as the tax parameter code, and in the Description field, describe the tax parameter. 3. From the Attribute dropdown list, select Rate. To define a new attribute, in the Attribute dropdown list, choose Define New to open the Attributes Setup window. 4. From the Return Value dropdown list, select Tax Amount and Base Amount. To define a new return value, in the Return Value dropdown list, choose Define New to open the Return Values - Setup window. 5. To save the tax parameter, choose the Add button. 6. To close the window, choose the Cancel button. For more information, see the following:

Administration

Setup

Financials

Tax

Tax Parameter - Setup Window: Brazil and India Attributes - Setup Window: Brazil and India Return Values - Setup Window: Brazil and India

2. Define a tax type. In this example, three tax types with the names BED, SED, and CST are defined. 1. From the SAP Business One Main Menu, choose Types . The Tax Types - Setup window appears. Administration Setup Financials Tax Tax

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2. In the Tax Type Name field, specify BED, SED or CST as the tax type name each time you define the corresponding tax type. 3. From the Tax Category dropdown list, select the tax category.

For tax types BED and SED, select CENVAT. For tax type CST, select CST.

To define a new tax category, in the Tax Category dropdown list, choose Define New to open the Tax Category - Setup window. 4. From the Tax Parameter dropdown list, select Rate. For more information about defining tax parameters, see Defining a Tax Parameter above. To define a new tax parameter, in the Tax Parameter dropdown list, choose Define New to open the Tax Parameter - Setup window. 5. To save the tax types, choose the Update button. Note After defining each tax type, you must choose the Update button before you can define the next tax type. End of the note. 6. To close the window, choose the OK or Cancel button. For more information, see the following:

Tax Types - Setup Window: Brazil and India Tax Category - Setup Window: Brazil and India Tax Parameter - Setup Window: Brazil and India

3. Define a tax formula. In the example, three tax formulas with the codes F_BED, F_SED, and F_CST are defined. 1. From the SAP Business One Main Menu, choose Engine Configuration Tax Formula . The Tax Formula - Setup window appears. 2. In the Code field, specify F_BED, F_SED, or F_CST as the tax formula code each time you define the corresponding tax formula, and in the Description field, describe the tax formula. 3. From the Tax Type dropdown list, select BED, SED or CST for the corresponding tax formula. For more information about defining tax types, see Define a tax type above. The return values and attribute of this tax type appear as Formula Output and Formula Input respectively. 4. In the variable table fields, open the List of Tax Parameters window by choosing Tab in the empty field of the Parameter Code column, and select tax parameters for the tax formula by double-clicking the row or choosing the OK button after selecting the row. Administration Setup Financials Tax Tax

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For tax formulas F_BED and F_SED, in the Formula InOut section, select Total, which is the document total of marketing documents. For tax formula F_CST, in the Formula InOut section, select Total. In the Formula Input section, select BED_TaxAmt and SED_TaxAmt, the input variables for BED and SED tax amounts.

Note The List of Tax Parameters window from the Formula Input section shows all the parameters that can be used as input parameters for this formula, including attributes defined for this tax type, attributes and return values defined for other tax types, and document attributes. End of the note. 5. In the formula pan on the right, define the formulas. Select variables by double-clicking the corresponding row in the variable table fields, and enter arithmetic operators either through the keyboard or the Operation field.

For tax formulas F_BED and F_SED, enter:

BaseAmt=Total TaxAmt=BaseAmt*Rate

For tax formula F_CST, enter:

BaseAmt=Total+BED_TaxAmt+SED_TaxAmt TaxAmt=BaseAmt*Rate

6. Check the correctness of the formula by clicking before the Formula Validation Message field. If there is no message shown, it means that the formula is correct. 7. Choosing the Add button checks the correctness of the formula first and saves the tax formula if the formula is correct. 8. To close the window, choose the Cancel button. For more information, see the following:

Tax Formula - Setup Window: Brazil and India Tax Formula - Setup Window Operation Field: Brazil and India

4. Define a tax type combination. In the example, a tax type combination with the code TTC_CENVAT_CST is defined. 1. From the SAP Business One Main Menu, choose Administration Engine Configuration Tax Type Combination . The Tax Type Combination - Setup window appears. 2. In the Code field, specify TTC_CENVAT_CST as the code for the tax type combination, and in the Description field, describe the tax type combination. Setup Financials Tax Tax

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3. From the Tax Type dropdown list, select BED, SED, and CST. For more information about defining tax types, see Define a tax type above. 4. In the Formula Code field, open the List of window by choosing Tab, and select the corresponding formula code by double-clicking the row or choosing the Choosing button after selecting the row.

For tax type BED, select F_BED. For tax type SED, select F_SED. For tax type CST, select F_CST.

5. To save the tax type combination, choose the Add button. 6. To close the window, choose the Cancel button. For more information, see the following: Tax Type Combination - Setup Window: Brazil and India 5. Define a tax code. In the example, a tax code with the code CEN_CST is defined. 1. From the SAP Business One Main Menu, choose Codes . The Tax Codes - Setup window appears. 2. In the Code field, specify CEN_CST as the tax code, and in the Description field, describe the tax code. 3. From the Tax Type Combination dropdown list, select TTC_CENVAT_CST. For more information about defining tax type combinations, see Define a tax type combination above. The tax types included in this tax type combination appear in the table: BED, SED, and CST. 4. In the Code field, open the List of Sales Tax Authorities window by choosing Tab, and select a code for each tax type by double-clicking the row or choosing the Choose button after selecting the row. If you need to define new attributes for the tax type, proceed as follows: 1. In the List of Sales Tax Authorities window, choose the New button to open the <Specific Tax Type> Attributes - Setup window to define attributes for the corresponding tax type. 2. In the corresponding fields, specify the name, purchasing tax account, sales tax account, and non deductible %.

Administration

Setup

Financials

Tax

For tax types BED and SED, define 0 in the Non Deductible % field, as this amount is not part of the inventory cost. For tax type CST, define 100 in the Non Deductible % field, as this amount should be part of the inventory cost.

3. Open the Valid Period - Setup: <Specific Tax Type> window by selecting a row and performing one of the following operations:

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Double-click the row you just selected. From the menu bar, choose Goto Valid Period .

Right-click the row you just selected and choose Valid Period. Choose the Valid Period button.

4. In the Effective From field, specify the effective date, and in the Rate field, specify the rate. 5. In the Valid Period - Setup: <Specific Tax Type> window, save the valid period for the rate by choosing the Update button. 6. To close the Valid Period - Setup: <Specific Tax Type> window, choose the OK or Cancel button. 7. In the <Specific Tax Type> Attributes - Setup window, save the attributes for the tax type by choosing the Update button. 8. To close the <Specific Tax Type> Attributes - Setup window, choose the OK or Cancel button. 9. In the List of Sales Tax Authorities window, select the newly defined attributes by double-clicking the row or choosing the Choose button after selecting the row. 5. To save the tax code, choose the Add button. 6. To close the window, choose the Cancel button. For more information, see the following:

Tax Codes - Setup Window: Brazil and India Specific Tax Type Attributes - Setup Window: Brazil and India

6. Use tax codes in purchasing and sales documents. 1. From the SAP Business One Main Menu, choose Sales - A/R Sales Quotation, Sales Order, Delivery, Return, A/R Down Payment Request, A/R Down Payment Invoice, A/R Invoice, A/R Credit Memo , or Purchasing - A/P Purchase Order, Goods Receipt PO, Goods Return, A/P Down Payment Request, A/P Down Payment Invoice, A/P Invoice, A/P Credit Memo . 2. Specify the customer in the Customer field (for sales documents), or the vendor in the Vendor field (for purchasing documents), and the item in the Item No. field. 3. In the Tax Code field, open the List of Sales Tax Codes window by choosing Tab, and select CEN_CST. For more information about defining tax codes, see Define a tax code above. If you need to see the total tax calculated for this document and a breakdown of each tax type, proceed as follows: 1. In the toolbar, click Document> window.
Form Settings...

(Form Settings...) to display the Form Settings - <Specific

2. On the Table Format tab, in the row Tax Amount (LC), select the Visible checkbox and choose the OK button.

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3. In the Tax Amount (LC) field, click the orange arrow beside the entry to display the Define Tax Amount Distribution window, which shows the base amount and the tax amount. In the example, the three tax types BED, SED, and CST appear in the table with their tax amount and base amount respectively. For more information, see the following:

Sales Document: Contents Tab Purchasing Documents: Contents Tab

Setting Up Default Tax Codes in Purchasing and Sales Documents for India and Brazil

Default tax codes appear in the Tax Code field automatically in purchasing and sales documents instead of you selecting the tax codes in each document each time. For more information, see the following: Tax Code Determination for Marketing Transactions: Brazil and India Procedure 1. Define an item category. 1. From the SAP Business One Main Menu, choose . The Item Groups - Setup window appears. 2. In the Item Group Name field, specify an item group name. 3. At the bottom of the General tab, under the heading Item Category, select whether the item group is for Service items or Material items. 4. To add the item group, choose the Add button. 5. To close the window, choose the Cancel button. For more information, see the following: Item Groups - Setup 2. Define a tax code determination. 1. From the SAP Business One Main Menu, choose Code Determination . Administration Setup Financials Tax Tax Administration Setup Inventory Item Groups

The Tax Code Determination - Setup window appears. 2. From the Determination Type dropdown list, select the determination type. If you need to set the default tax codes in marketing documents for material items, in the Determination

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Type dropdown list, select Material Item. 3. In the grid, define the priority and key fields that act as parameters for identifying the tax codes applicable to a transaction by choosing parameters from the dropdown lists. 4. Open the Key Fields Value - Setup window by selecting a row and performing one of the following operations:

Double-click the row you just selected. From the menu bar, choose Goto Key Fields Value .

Right-click the row you just selected and choose Key Fields Value. Choose the Key Fields Value button.

5. In each field, open the List of window by choosing Tab, and select the exact parameters for the three key fields of this combination by double-clicking the row or choosing the Choose button after selecting the row. 6. Open the Valid Period - Setup window by selecting a row and performing one of the following operations:

Double-click the row you just selected. From the menu bar, choose Goto Valid Period .

Right-click the row you just selected and choose Valid Period. Choose the Valid Period button.

7. In the Effective From and Effective To fields, specify the first day and the last day of the validity period. 8. In the Tax Code field, open the List of Sales Tax Codes window by choosing Tab, and select the tax code applicable for this determination by double-clicking the row or choosing the Choose button after selecting the row. 9. In the Valid Period - Setup window, save the valid period for the tax code by choosing the Update button. 10. To close the Valid Period - Setup window, choose the OK or Cancel button. 11. In the Key Fields Value - Setup window, save the values by choosing the Update button. 12. To close the Key Fields Value - Setup window, choose the OK or Cancel button. 13. In the Tax Code Determination - Setup window, save the changes by choosing the Update button. 14. To close the Tax Code Determination - Setup window, choose the OK or Cancel button. For more information, see the following:

Tax Code Determination - Setup Window Tax Code Determination - Setup Window (Determination Type: Material Item): Brazil and India

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Tax Code Determination - Setup Window (Determination Type: Service Item): Brazil and India Tax Code Determination - Setup Window (Determination Type: Service Document): Brazil and India Key Fields Value - Setup Window Default WT Code - Setup Window

Activating Exchange Rate Difference Handling for Deferred Tax

Exchange rate difference handling for deferred tax can be activated at any time, but once it is activated and transactions have been processed, then it cannot be disabled. It is not activated by default for either an existing or a new company. Note This function is only available for the following countries where deferred tax is supported: Costa Rica, France, Guatemala, Italy, Mexico, South Africa, and Spain. End of the note. Prerequisites The deferred tax method is set up as follows:

In Administration System Initialization Company Details Accounting Data whether to manage a deferred tax system for customers, vendors, or both. In Business Partners Business Partner Master Data include each business partner in the deferred tax system. Accounting Tax

you have determined

you have defined whether to

Since the reporting according to the deferred tax method is done by using special G/L accounts, in Administration Setup Financials Tax Define Tax Codes , you have set up each tax code you want to include in the deferred tax system, and in a deferred tax account.

Procedure 1. From the SAP Business One Main Menu, choose Accounting Data tab. Administration System Initialization Company Details

2. Select the Apply Exchange Rate on Deferred Tax checkbox. Result A new G/L account, Realized Exchange Diff. Gain/Loss on Deferred Tax, is added at company level. Exchange rate differences in marketing documents where deferred tax is applied are posted to this G/L account. To see the newly-added account, from the SAP Business One Main Menu, choose Financials G/L Account Determination . More Information Deferred Tax and Exchange Rate Differences: Costa Rica, France, Administration Setup

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TDS: India

TDS is the income tax deducted at source. It refers to any form of withholding tax. During A/P process, you can do the following with TDS:

Make adjustments to the TDS amount per invoices, which can include A/P regular invoices and A/P down payment Invoices. Reverse TDS in A/P and A/R credit memo Deduct TDS in A/P and A/R invoices Deduct TDS in A/P down payment Invoices and A/P down payment requests Deduct TDS on freight for both document and line level freight based on the applicability of WTax on freight Deduct TDS in incoming and outgoing payments Generate Form 16A and the eTDS report in SAP Business One

More Information Defining Financial Year Master: India Defining Sections: India Defining the Nature of Assessees: India Defining Certificate Series: India

Defining Financial Year Master: India

Use this window to provide the data for creating an eTDS return report. Procedure 1. To access the window, from SAP Business One Main Menu, choose TDS Financial Year Master . 2. In the Financial Year Master window, specify the following fields: Code Specify a unique code for the TDS financial year. Description Enter a description for the TDS financial year. Start Date Specify the start date of the financial year. Administration Setup Finanicals

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End Date Specify the end date of the financial year. Assessment Year Enter a unique assessment year code for the TDS assessment year. The code should be a 6digit number. 3. Choose the OK button.

Defining Sections: India

Use this window for determining the provisions for tax deduction . Procedure 1. To access the function, from SAP Business One Main Menu, choose TDS Sections . 2. In the Sections window, specify the following fields: Code Specify the section code. It should be no more than 4 characters. Description Description of the section code you assigned. eCode Specify the ecode for the section code. 3. Choose the OK button. Administration Setup Financials

Defining the Nature of Assessees: India

Use this window to define the nature of assessee for the purpose of determining the tax deduction rate. For the Indian localization, assessee means any person or entity by whom any tax or any other sum of money is payable under the Income Tax Act, 1961. The assessee may fall udner any of the following categories:

Individual HUF (Hindu undivided family) Company Partnership firm Association of firms Local Authority such as Municipality and so on

Procedure 1. From the SAP Business One Main Menu, choose Administration Setup Financials TDS Nature of

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Assessee

2. In the Nature of Assessee window, specify the following fields: Code Specify the code for an assessee. Description Description of the assessee code. Assessee Type Specify an assessee type. 3. Choose the OK button.

Defining Certificate Series: India

Use this window to define the certificate series for creating a TDS report. Procedure 1. To access the function, from the SAP Business One Main Menu, choose Financials TDS Certificate Series . 2. In the Certificate Series window, specify the following fields: Code Specify a unique TDS series code. Prefix Specify the prefix of the series. First No. Specify the first number of the series. Next No. Next number of the series. Last No. Specify the last number of the series. Section Code Select a section code. The drop down list displays all the values you defined in the Section Code - Setup window. Location Select a location for which the series is being created. 3. Choose the OK button. Administration Setup

Cash Flow Line Items - Setup: China, Korea and Japan

Use this window to define the cash flow line items that are assigned to cash flow-relevant transactions. All active cash flow line items defined here appear in the table of the Cash Flow Assignment window. The system

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displays, by default, the cash flow line items mandated by legal requirements. To open this window, choose Administration Setup Financials Cash Flow Line Items .

Title, Active Line Item These two categories classify cash flow line items.

To be classified as Title, a cash flow line item must have a child that can be summarized. To be totaled, a cash flow line item classified as an Active Line Item must be associated to one of the groups. You can select the desired classification after you define the active cash flow line item/title code. To define cash flow line items, you require full authorization.

All active cash flow line items are displayed in the Choose from List window. Line Item Specify a name of up to 50 characters for the cash flow line item. Level Define the level of the cash flow line item.

The maximum number of levels allowed in the hierarchy is 10. Level 1:

Contains Primary Form Items and Supplementary Form Items, which are system-defined titles that cannot be deleted or changed. Cannot be an active cash flow line item.

Level 2: Used for active cash flow line items and subtitles. Drawer Select whether you plan to store your cash flow line item as a Primary Form Item or a Supplementary Item. Parent Article Select the relevant title for the cash flow line item. Loc. in Drawer Select the location in the drop-down menu of a same-level cash flow line item: first, last, or after a specified cash flow line item. Add Sibling Enables you to create a cash flow line item at the same level as the selected active cash flow line item or title. Add Child Item Enables you to create a cash flow line item at a level higher than the level of the title.

Note You cannot add a child item to an active cash flow line item. End of the note.

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More Information APA Cash Flow Assignment Window: China, Korea and Japan

Sales Opportunities

You make the settings for the Sales Opportunities module under More Information Defining Sales Stages Partners - Setup Window Competitors - Setup Relationships - Setup Window Sales Opportunity Window

Administration

Setup

Sales Opportunities

Defining Sales Stages

Before you can add new sales opportunities, you have to define the relevant sales stages. Examples of sales stages include first and second meetings, negotiations and quotations. In the Sales Opportunity window, on the Stages tab, these stages can be arranged according to the progress of the sales opportunity. Additional sales stages can be added at any time. Procedure 1. Choose Administration Setup Sales Opportunities Sales Stages - Setup .

The Sales Stages - Setup window appears. The cursor is positioned on the first active row. 2. Enter a name for the sales stage. You can use the stage number to sort the stages according to how the sales opportunity develops. 3. Enter the expected value for that sales stage in the Closing Percentage field. SAP Business One uses this value to weight the forecast sales. 4. To deactivate a sales stage, check the box in the Cancelled column. This sales stage will no longer be available when processing sales opportunities. 5. Choose Update. The cursor moves to a new row so that another sales stage can be added. Sales stages that have not yet been defined can be added at a later stage. 6. Choose OK to close the window. More Information Sales Opportunities

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Partners - Setup Window

Use this window to define partners for sales opportunities. To open this window, choose Note This topic includes explanations of some of the fields and other elements in this window. End of the note. Name Enter the name of the partner. Relationship Type Choose the relationship type of the partner from the list. Related BP If required, link a business partner code to each partner, or choose one from the list. Details Enter any additional details regarding the partner. More Information Competitors - Setup Administration Setup Sales Opportunities Partners .

Competitors - Setup

Use this window to define a list of the companys competitors. To access this window, choose Administration Setup Sales Opportunities Competitors .

Name Enter the name of the competitor. Threat Level Select one of the following levels to define the threat of the competitor:

Low Medium High Details

Enter any additional details about the competitor. More Information Partners - Setup

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Relationships - Setup Window

Business partners relationships can be co-vendors, subcontractors, partners for specific services or types of merchandise, or any other type of relationship. These relationships are defined in this window, including a name and description of the relationship. When you add new sales opportunities, you can select the relationships you defined here. To access this window, choose More Information Sales Opportunity Window Administration Setup Sales Opportunities Relationships .

Purchasing

You make the settings for the Purchasing - A/P module under More Information Landed Costs - Setup

Administration

Setup

Purchasing .

Landed Costs - Setup

You define the landed costs to process the costs of importing a delivery from abroad. These costs are then distributed among the items in the delivery according to the specific key that you select. To open the window, from the SAP Business One Main Menu, choose Landed Costs . Note This topic includes explanations of some of the fields and other elements in this window. End of the note.
Landed Costs Fields

Administration

Setup

Purchasing

Code Enter the code of the landed cost. Name Enter the name of the landed cost, for example Insurance, Transportation, or Storage. Allocation By Specify the distribution type for the landed cost. The available values are described below.

Cash Value Before Customs

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The related costs are distributed in relation to the share of an item of the total FOB price of the delivery minus customs.

Cash Value After Customs The related costs are distributed in relation to the share of an item of the total FOB price of the delivery plus customs.

Quantity The related costs are distributed according to the quantity of an item in proportion to the total quantity of the delivery.

Weight The related costs are distributed according to the weight of an item in proportion to the total weight of the delivery.

Volume The related costs are distributed according to the volume of an item in proportion to the total volume of the delivery.

Equal The related costs are distributed equally among the delivery items.

Landed Costs Alloc. Account Specify the G/L account for clearing non-customs expenditures (reposted through the landed costs document) between the A/P invoice (service type) and the landed costs document. Only for companies using perpetual inventory. More Information Calculating Landed Costs for Imported Goods

Business Partners

You make the settings for the Business Partners module under More Information Countries - Setup Window Address Formats - Setup Window Defining Customer and Vendor Groups Defining Business Partner Properties Defining Business Partner Priorities

Administration

Setup

Business Partners .

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Dunning Levels - Setup Window Dunning Terms - Setup Window Defining Payment Terms Defining Payment Blocks Agents - Setup Window

Countries - Setup Window

This window contains a list of countries, each of which links to an address format relevant for marketing documents. In it, you can also define bank account information that is valid for each country, and which the application uses to validate the bank accounts entered. To access this window, choose Note This topic includes explanations of some of the fields and other elements in this window. End of the note.
Countries Setup Fields

Administration

Setup

Business Partners

Countries

Code, Name Enter the countrys code and name. Code for Report Enter the country code for the reports. Address Format Each country is assigned to an address format. This format determines the structure of the address in marketing documents. Select a different format, according to the countrys regulations, or define a new one. EU Countries which are members of the European Union are specified as EU. This definition is relevant for tax regulations when you define addresses for business partners and when you create documents. No. of Digits for Bank Code If there is a common definition for all banks in the country, enter the number of digits for the bank code. If this field is filled, it is used for bank account validation. If you leave it blank, the application does not carry out bank account validation for this field. No. of Digits for Branch If there is a common definition for all banks in the country, enter the number of digits for the branch. If this field is filled, it is used for bank account validation. If you leave it blank, the application does not carry out bank account validation for this field. No. of Digits for Account No. If there is a common definition for all banks in the country, enter the number of digits for the account number. If this field is filled, it is used for bank account validation. If you leave it blank, the application does not carry out bank account validation for this field. No. of Digits for Control Key

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If there is a common definition for all banks in the country, enter the number of digits for the control key. If this field is filled, it is used for bank account validation. If you leave it blank, the application does not carry out bank account validation for this field. Domestic Bank Acct. Validation Select the country-specific validation algorithm to be applied. The following countries are supported:

Belgium (includes country-specific validation of the Branch, Account No. and Control Key fields) France (includes country-specific validation of the Bank Code, Branch, Account No. and Control Key fields) Italy (includes country-specific validation of the Control Key field) Netherlands (includes country-specific validation of the Account No. field) Portugal (includes country-specific validation of the Bank Code, Branch, Account No. and Control Key fields)

Spain (includes country-specific validation of the Bank Code, Branch, Account No. and Control Key fields) IBAN Validation Select this checkbox if you want the system to validate the IBAN used in the bank information of the business partner master data.

More Information Default Values for Bank Account Validation

Address Formats - Setup Window

Use this window to define address formats for business partners. To access this window, choose Administration Setup Business Partners Address Formats .

Address Formats - Setup Window Fields

Name Specify a name for the address format. The name can contain up to 50 characters. Central Table Each cell in this table represents an element of the address format. You can update, add, or remove address components. List of Address Elements Displays the address elements that can be used as the building blocks of address formats. Note The fields Address Type and Street No. are specific for Brazil. End of the note. Free Text When you drag this option to a cell in the table and click it, an additional field appears at the bottom right of the window. Enter the required text, punctuation or symbol in the Edit Free Text field. For example, type a comma to

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separate a city from a state as in Sacramento, CA. Layout Frame The layout frame is located at the bottom left of the window. You can see the changes in the layout while you edit the address format; however, you cannot make any changes from within this frame. Editing Address Options After you place the required address options into the table, you can customize their layout according to your needs. To edit an address option, select it using the mouse. An additional frame appears at the bottom right enabling you to specify the formatting of the address. Additional Options You can also restrict the number of characters displayed for a row. Choose a row number to access the Line Length field. Enter the required row length. This determines the maximum number of characters to be displayed in this row. If the number of characters deviates from the defined length, the extra text overflows to the next row. The window opens in Add mode. If you want to edit existing formats, switch to Find mode and browse for the required format using the usual search methods. Description Displays the descriptions for the County, State, and Country fields. More Information Defining Address Formats

Defining Address Formats

Procedure 1. Choose Administration Setup Business Partners Address Formats .

The Address Formats - Setup window appears. 2. Enter a name for the address format. 3. Drag the required address options found on the right of the table using the mouse. 4. To add a new row to the table when you have finished editing a current one, choose You can see the number of defined rows in the first column of the table. Data Add Row .

5. Place your cursor in a table cell and adapt the text type to your needs, for example, upper or lower case. 6. If required, choose Free Text to add additional free text. 7. Observe the final layout of the format displayed at the bottom left. 8. Choose Add to save the new format. If you make changes in an existing format, choose Update to save your changes. You can move information from one cell to another by dragging cells with the mouse. You can also delete rows from the table. Select a row number and choose Data Delete Row .

Defining Account Segmentation

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The account system in SAP Business One lets you build accounts based on segments. This option is used mainly in the USA. You define account segmentation when you create a new company. Once accounts have been created, you will not be able to change back. Procedure 1. Go to Administration System Initialization Company Details .

2. Choose Basic Initialization tab Use Segmentation Accounts. 3. Choose Update to save the settings and OK to close the window. 4. Choose Administration System Initialization General Settings .

5. Choose the Display tab and type in a separator character in Account Segment Separator. For example, a minus (). Do not enter asterisk (*) or numbers. 6. Choose Update to save and OK to close the General Settings window. 7. Choose Administration Setup Define Account Segmentation .

By default, there are four segments in the system. You can add up to 10 segments and change Name, Size, and Type for each segment. 8. Double-click a line to classify the segment. A similar window appears, letting you categorize each segment according to your company classification. 9. For each classification, you define Code, Name, and a Short Name. Note that the Code field is limited by the value you specified in Size for this segment. For example, classify the Department segment according to the number of departments in your company; each department will receive a two-digit code.

Defining Customer and Vendor Groups

Procedure It may be useful to classify your business partners according to groups, for example, according to the sector or size of your customer. Vendors can be grouped according to their business areas or the business transactions achieved with them. You can assign a business partner to only one group. You can use the groups to:

Format reports and evaluations Sort data and make selections, such as evaluating your sales figures for each sector

You assign a group when you process the master data of a business partner.

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If one field in the master record is not sufficient to map the properties you require, you can also use the properties of the business partners (see Defining Business Partner Properties) and the user fields, which can be defined individually. 1. From the SAP Business One Main Menu, choose Groups (or Vendor Groups) . Administration Setup Business Partners Customer

The cursor appears in the first empty row in the window. 2. Enter a descriptive name for the group and choose Update. To change the name of a group, overwrite the current entry and choose Update. 3. After making all your entries, choose OK. When you process a master record, you select the group from a dropdown list. Therefore, it is convenient to have the groups you use most frequently at the beginning of the list. Unless you specify a particular group, the master record is assigned automatically to the first entry in the list. To remove a business partner group, select the relevant row and from the menu bar choose Update. More Information Business Partner Master Data Data Remove

Defining Business Partner Properties

You can classify your business partners by properties, which you define according to your business requirements. You assign the relevant properties when you process a master record for a business partner. Note The properties are not mandatory; a business partner can have none, one, or up to 64 properties. End of the note. You can use the properties to:

Format reports and evaluations Sort data Select master records during processing

Procedure 1. From the SAP Business One Main Menu, choose Partner Properties . Administration Setup Business Partners Business

The window lists the default entries (Default Property 1-64) and entries that you have previously defined. 2. Select the first available default entry, or an existing entry that you want to modify.

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3. Enter a new property description, and choose Update. 4. After making all your entries, choose OK. Example You can define the property fields as follows: Property 1-20 Property 20-30 Property 30-40 Area East, West, Midwest and so on. Size 1 to 10 employees, 10 to 50 employees, 50 to 100 employees, and so on. Industry Sanitation, Electrical appliances, Food, and so on.

You can assign a customer or a vendor as follows: Area Size Industry East 1-10 employees Food

You can define another customer or vendor as follows: Area Size Industry Note When you define customers and vendors, remember that this table applies to customers, leads and vendors. If necessary, you can define one area of the table for customers and a separate area for vendors. If a business partners properties are not sufficient to map the properties you need, you can also apply user-defined fields, which you can customize as required. End of the note. West No assignment Electrical appliances

Business Partner Priorities - Setup Window

Use this window to define business partner priorities. To access this window, choose Note This topic includes explanations of some of the fields and other elements in this window. End of the note.
Business Partner Priorities - Setup Window

Administration

Setup

Business Partners

Business Partner Priorities

Priority Code

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Enter a code for the priority, can be alphanumeric. Priority Description Enter the description of the priority.

Dunning Levels - Setup Window

Use this window to define a letter format for each dunning level in your company. There are three default letter formats, which you can modify to your company standards using the Print Layout Designer. The function Dunning Levels Setup is hidden from the company setup. If you still want to use this function you can reactivate it through Settings (Form Settings) in the Main Menu. To access this window after you have activated the function, choose Administration Setup Business Partners Dunning Levels .
Setup Window Fields
Form

Letter Format Choose the required option. Choose All to use a letter format that combines all the dunning levels. Effective After Enter the number of days after which the dunning level takes effect. This field is disabled when the chosen dunning level is All. Fee Per Letter Enter the fee charged for a specific dunning letter. When the fee is related to the dunning level All, it is relevant only for the combined dunning letter. Minimum Balance Enter a minimum balance amount for the chosen dunning letter. If the debt of the customer is lower than the minimum balance defined, the dunning letter is not issued, even if the dunning level is already effective. Interest Select to have interest calculated for the dunning level. More Information Dunning Wizard

Dunning Terms - Setup Window

Dunning terms are relevant for the automatic creation of dunning letters. To access this window, choose Note This topic includes explanations of some of the fields and other elements in this window. End of the note. Administration Setup Business Partners Dunning Terms .

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Dunning Terms Setup Fields

Letter Layout Choose an appropriate letter layout for the dunning level. For a general letter that is not related to a dunning level, choose Dunning All. Code, Name Define a code and a name for the dunning term. Dunning Level Specify the required dunning level. Apply Letter Layout by Highest Level If you select this checkbox, the layout for the highest dunning level of all documents included in the letter is used. This checkbox is available only if you choose one of the following dunning letter methods:

One Letter per Dunning Level One Letter per BP

Effective After (Days) Displays the number of days after which the dunning level is effective (required). The value of the field is accumulative from one level to the next. Example If two dunning levels are defined in the Effective After (Days) field, the value for level 1 might be 30 days and the value for level 2 might be 10 days. The level 1 dunning letter becomes effective 30 days after the due date of the invoice. The level 2 dunning letter becomes effective 10 days after the level 1 dunning letter is generated. End of the example. Fee Per Letter Displays the fee determined for this dunning letter. You can change this amount if required. Minimum Balance Displays the minimum balance for the dunning letter. You can change this amount if required. Interest To include interest in the dunning fee calculation, select this checkbox. You can specify the interest settings in the Bank Interest % area in the lower right corner of the window. Dunning Level Method Select one of the following methods for the creation of the dunning letter:

One Letter per Invoice select this option to create a dunning letter for each invoice. One Letter per Dunning Level select this option to group all the debts related to the same dunning level into one dunning letter. This option is selected by default.

One Letter per BP select this option to create one letter for each business partner, even if the debts of the customer comprise more than one dunning level. Letter per BP Term If you choose the dunning term All in step 2 of the dunning wizard, the values you enter here are used in the dunning letters to the customers instead of the ones defined for the dunning levels in the table.

This field appears only if you use the dunning letter method One Letter per BP and have not selected the Apply Letter Layout by Highest Level checkbox.

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Bank Interest % Define the interest rate to be used in calculations in the dunning letter:

Number of Days in Year the default value is 360. Enter a different value, if required. Yearly Interest Rate to be used for calculating the interest per year. Number of Days in Month the default value is 30. Enter a different value, if required.

This field appears only if you selected at least one Interest option in this window. Calculate Interest Value on Remaining Amount, Calculate Interest Value on Original Sum Choose whether to calculate the interest on the remaining sum (default option) or on the original sum of the debt. These fields appear only if you selected at least one Interest option in this window. Use Original Exchange Rate from Invoice, Use Current Exchange Rate Choose whether to use the original exchange rate defined in the invoice, or to use the exchange rate defined for the day on which the dunning letters are created. This option is relevant when calculating interest in foreign currency.

Interest Calculations in Dunning System

Use the Dunning Terms - Setup window to determine how interest is calculated. The following examples demonstrate each method. Prerequisites 1. There are 30 days in each month. 2. There are 360 days in a year. Example Calculate Interest Value on Remaining Sum: Document Type Invoice Payment

Due Date

Total 10000 3000 7000

01.01.03 01.02.03 Remaining Sum is 10000-3000 = Interest rate is 7% and the dunning wizard is processed on 01.03.03 7000X7%X60*/360 = 81.6667

* number of days counted since the due date of the invoice and the date in which the dunning wizard is processed. Calculate Interest Value on Original Sum: Due Date Document Type Total 01.01.03 Invoice 10000 01.02.03 Payment 3000 Interest rate is 7 % and the dunning wizard is processed on the 1.3.03 (10000X7%X30/360) + (7000X7%X30/360) = 99.16666

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The value of the first parenthesis is the interest that was accumulated until the first payment was created. The value in the second parenthesis is the interest accumulated until the wizard was processed.

Defining Payment Terms

Use this function to define the payment terms that apply to transactions with customers and vendors. Enter the payment terms defined here in the master records of customers and vendors. The payment term specified here is proposed automatically when you create a master record. You can then change this data for each customer or vendor. The payment terms represent the typical agreements you have with your business partners. Therefore, you do not have to define this information from scratch for each customer and vendor. When a purchasing or sales document is entered for a customer or vendor, SAP Business One automatically copies the information regarding payment period, price list, and total discount into the document. This information is used to calculate the prices for the items, the due date of an invoice, or the total discount allowed etc. You can also change the payment term data manually in the transaction itself if a special agreement was made for that transaction. In addition, the information on the credit limit is copied from the payment term to the customer master record and then to the sales document, and can be used for a credit check. More Information Payment Terms Window

Payment Terms Window

Use this window to define the payment terms that apply to transactions with customers and vendors. The payment terms specified here are proposed automatically when you create a master record. You can change this data for each customer or vendor. To open the window, choose Administration Setup Data Business Partners Remove . Payment Terms .

To remove a record, select the record and choose Note

This topic includes explanations of some of the fields and other elements in this window. End of the note.
Payment Terms Window Fields

Payment Terms Code Specify a code for these payment terms. This code appears in the dropdown list of defined payment terms; therefore, use a code that allows for easy identification.

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Due Date Based On Specify the value date of the invoice on which you want to base the installment due date:

Posting Date System Date Document Date Closing Date Start From

Specify when to initiate the payment: Month End - last day of the month. If you base the due date on the posting date and the invoice posting date is October 10, then the month end is October 31. Half Month - either the 15th or the last day of the month. When the base date is earlier than 15, then the 15th is the half month. Otherwise, it is the last day of the month. For 10/13/2008 the due date is 10/15/2008, and for 10/23/2008 the due date is 10/31/2008. Month Start - first day of the month. If you base the due date on the posting date and the invoice posting date is October 10, the month start is set to November 1. + ... Months + ... Days The due date for an installment is based on the date of the order and the values specified in the payment terms. You may set the payment period for the current month or for several months in the future, as well as for a number of days in the last month of the period. Tolerance Days Specify the number of days to subtract from the calculated due date of the invoice. No. of Installments Number of installments for the current payment. Open Incoming Payment When you create an invoice, you can specify the payment data immediately. In this case, a receipt must be created along with the invoice; otherwise, the invoice cannot be added. Set this field if you want the system to display the window for entering the means of payment whenever an invoice is created. The entry in this field determines the default means of payment. If the window for entering the means of payment is opened automatically based on this field, the customer must pay the full invoice amount. If you select No, the window opens automatically only when the Invoice with Receipt function is called. In this case, you can manually open the window for the means of payment for a regular invoice. Cash Discount Name Define a cash discount for your customers or for discounts your vendors give you for advance payments. Total Discount % Specify the total discount that a customer with this payment term should be given. This percentage is copied to the customer master record when you select this payment term. If necessary, you may change this value. The value is copied from the master record to the sales documents. The total discount is calculated from the sum of the prices for all the items sold in a transaction.

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Interest on Receivables % Define the annual interest rate to charge for open receivables to a customer with this payment term. This data is for information purposes only. Price List Specify a price list for each payment term. When you select a payment term, this information is saved in the master record for the respective customer or vendor. You can manually specify a different price list. The price list from the customer/vendor master record is copied to the purchasing or sales document. The prices of the items in the transaction are taken from the price list. Recommendation We recommend that you define the names of the price lists ( Inventory Price Lists Price Lists ) and assign them here to the payment terms. You can define the prices of items in the price lists later. End of the recommendation. Max. Credit, Commitment Limit Use these payment terms to define the maximum credit limit for a customer. The term can apply to pending sales and invoices only (Maximum Credit) or to the balance of the customer account (Commitment Limit). The values you specify here are proposed automatically when you create a customer master record. You may overwrite these value as required.
Country-Specific Fields: Switzerland

Cash Discount Name Use this field to define cash discounts for your customers or discounts your vendors give you for advance payments. More Information Installments Window Defining Payment Terms Calculating the Installments

Assigning Late Payment Fees

In this step, you assign late payment fees to each of the company payment terms. The system uses these fees to calculate interest rates in the Customer Receivables by Due Dates report. You can assign a dunning interest rate either per payment term or to multiple payment terms. Procedure 1. From the SAP Business One Main Menu, choose Administration Setup Business Partner Terms , and find the payment term code to which you want to add a dunning interest rate. 2. Choose Dunning Interest Rate Name. The Late Payment Fees window appears. 3. Enter Code and Name. Payment

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4. In Days after Due Date, enter the number of days after which interest applies. For example, if you enter 10, the system starts calculating the interest rate 10 days after the invoice's due date. 5. If applicable, specify the Interest % and a Fixed Sum. 6. To define the number of days regarding the calculation of interest only, specify the Number of days in month. 7. Choose the method of calculating the interest rate:

Use original exchange rate from the invoice Bases the exchange rate on the invoice posting date

Use Current Exchange Rate Bases the exchange rate on the posting date of the report/letter

8. If you want to issue dunning letters for partially paid invoices, check Calculate Interest on Partially Paid Invoices. The interest rate calculated is based on the invoice open amount. 9. To save this late payment fee and close the window, choose Add.

Cash Discount - Setup

Use the Cash Discount window to customize how discounts are applied. To open this window, choose Administration New in the Cash Discount Name field. Setup Business Partners Payment Terms and select Define

Code, Name Define a code and a name for the cash discount. By Date Sets fixed dates for discounts. In the Day and Month columns in the table below, you specify the exact date until which the discount is effective. Example The values entered for Day and Month are 15 and 1 respectively. The cash discount is effective until the 15th of the following month. End of the example. Freight Applies a cash discount to freight. For every cash discount defined in your company, decide whether the discount amount calculated on the invoice total includes freight. Days After Posting Date, Discount %

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You can define a hierarchy based on days. Specify the number of days after the document's posting date for which the discount is given. Example An invoice was issued on August 1. According to the customers payment terms, the payment must be made by August 31. If you define a cash discount of 10% for payment after 5 days and a 5% discount for payment after 10 days, a customer who pays his debt by August 6 receives a 10% discount and a customer who pays between August 6 and 10 receives a 5% discount. End of the example.
Country-Specific Fields: USA

Sales Tax Applies a cash discount to sales tax amounts.

Country-Specific Fields: Portugal

Apply VAT Correction Posts the VAT discount amount to a VAT correction account.

Installments Window

Use the window to define the number of installments, the percentage to be paid in each installment, the credit method, and how tax is applied to the invoice. To open this window, choose
Link Arrow

Administration

Setup

Business Partners

Payment Terms

, then click

(Link Arrow).

Installments Window Fields

No. of Installments Specify the number of installments. Credit Method Specify the method to be used when a credit memo is created based on an invoice with installments. When the amount of the credit memo equals the invoice amount, all the installments are credit installments. When the credit memo amount is less than the invoice amount, then the installments are credit installments according to the value selected here.

First Installment The credit is first applied to the first installment, then to the second one, and so on, until the entire credit amount is applied.

Last Installment

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The credit is first applied to the last installment, then to the second last, and so on.

Equally

The credit is applied to each installment, according to the proportions defined in the % field. Apply Tax in First Installment Adds the tax amount to the first installment only. Update Tax Proportionally Adds the tax amount proportionally to each installment, according to the % field. Month, Days Specify how the installment due date is determined. The due date is calculated from the total amount of the Month and Days fields for each row, starting from the invoice due date. If you want the first installment due date to be the same as the invoice due date, enter 0 in the Month and Days fields. % The installments as percentages of the total payment amount. The total must be 100%.

Calculating the Installments

Installments are payments divided into several parts, to be paid at successive fixed times. Customers who pay in installments are charged as defined in the Payment Terms, until the installments balance reaches zero. Procedure To calculate the value date of the invoice: 1. Specify a value in the Due Date Based on field. This date is used as the starting point for calculating the first installment's due date. 2. Specify a value in the Start From field. 3. Enter values in the + Months and + Days fields. These values define the number of months or days to add to the Start From date. Example You choose the posting date as your base date and the month start as your start from date. If the posting date is October 10, the month start is November 1. If you enter 30 in the + Days field, the due date is November 30. End of the example. 4. Subtract the value given in the Tolerance Days field. The calculated value is the due date of the invoice. More Information Payment Terms Window

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Defining Payment Blocks

If you use the payment wizard to automatically issue and create incoming and outgoing payments, there might be cases where you would want to exclude a specific business partner from the payment run. For this purpose you assign a payment block that indicates the reason for the exclusion. Use the procedure to define the payment blocks. Procedure 1. From the SAP Business One Main Menu, choose Payment System . 2. Select Payment Blocks. 3. In the field on the right, choose Define New. The Payment Blocks Setup window appears. 4. In the Payment Block field, enter a description of the payment block reason. 5. Choose Update. Note The list is updated after each row entry. End of the note. More Information Business Partner Master Data: Payment System Tab Payment Blocks Setup Window Business Partner Business Partner Master Data

Agents - Setup Window

The following table describes the fields that appear in the Agents Setup Window. To access this window, choose Administration Setup Business Partners Agents .
Agents - Setup Window Fields

Agent Specify a code for the agent. The code can be alphanumeric, up to 32 characters. Agent Name Specify the agent's name, can be alphanumeric, up to 50 characters. Description Specify any other information that is relevant for this agent. The description can be up to 50 characters.

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Closing Date Procedure Window: Japan

Use this window to define the closing date that applies to transactions with business partners. Once you insert the defined value in the business partner master data records, it is proposed automatically when you create a new business partner master data record. Change this data for each business partner. To access this window, choose Administration Setup Business Partners Closing Date Procedure .

Define Closing Date Procedure Window

Closing Date Code Specify an easily identifiable code for the closing date. Note The defined code appears in the drop-down list box and is available for related transactions. End of the note. Based On Specify the date type on which you want to base the monthly invoice closing date. Start From Specify when you want to initiate the monthly invoice:

Blank The same date as the Based On date. If the closing date is based on the posting date October 10, the Start From date is October 10.

Month Start The first day of the month. If the closing date is based on the posting date October 10, the month start is set to November 1.

Month End The last day of the month. If the closing date is based on the posting date October 10, the month end is October 31.

Half Month The <month> 15 or the last day of the month. If the Based On date is earlier than <month> 15, then <month> 15 is the Half Month date; otherwise, it is the last day of the month. For example, if the Based On date is October 13, 2005 then the Half Month date is October 15, 2005. If the Based On date is October 23, 2003 then the Half Month date is October 31, 2003. + ... Months + ...Days

The closing date for a monthly invoice is calculated according to the date of the invoice and the values specified in the closing date. Note Select the Posting Date as your Based On date and the Month Start as your Start From date. If the posting date is October 10, the month start is November 1. If you enter 30 in the + Days, the closing date is November 30.

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End of the note. Note The default closing date procedure called Closing on EOM sets Posting Date as the Based On date, Month End as the Start From date, and no value in Months and Days. End of the note. To remove a closing date procedure record, open the window of the record you want to remove, and from the menu bar, choose Data Remove .

Banking

You make the settings for the Banking module under More Information Banks House Bank Accounts Credit Cards Credit Card Payment Credit Card Payment Methods Payment Methods

Administration

Setup

Banking

Banks - Setup

In the Banks Setup window, you define the banks with which your company works. To open this window, choose
Banks - Setup Window Fields

Administration

Setup

Banking

Banks

Country Code Specify a country code to indicate the country in which the bank account is located. Bank Code, Bank Name Specify the code and name of the bank. Note In Japan, the bank code must contain four digits, for example 0029. For some banks, if the Post Office option is selected, the system prompts 9900, which is the only valid bank code for a post office bank.

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End of the note. SWIFT No. Specify the SWIFT number to be used when the OPEX file is created. Note This field is not available for Brazil. End of the note. Post Office Indicates that the bank is a post office. Account No. Press TAB to open the House Bank Account List window, from which you select the relevant account number or define a new one. Note In Japan, for a post-office bank, the account number must contain two to eight (8) digits, for example 023611. The Account No. field is defined to have seven (7) digits in the post-office bank transfer file. If you enter an account number containing fewer than seven (7) digits for the transfer file, you must add zeros at the beginning of the number, for example, 2345 to 0002345. If you enter an account number containing eight (8) digits, SAP Business One removes the last digit, for example: 98642345 to 9864234. For a non-post-office bank, the account number must contain seven (7) digits, for example: 5389700. End of the note. Branch Bank branch of the selected account. The branch is defined in Administration Accounts . Note In Japan, for a post-office bank, the branch code must contain either three (3) or five (5) digits, for example: 129 or 05130. The Branch field is defined to have three (3) digits in the post-office bank transfer file. If you enter a branch code of five (5) digits, SAP Business One removes the first and the last digit, for example: 86423 to 642 For a non-postoffice bank, the branch code must contain three (3) digits, for example: 042. End of the note. Number of the next check, as defined in
Bank Statement Processing

Setup

Banking

House Bank

Next Check No. Administration Setup

Banking

House Bank Accounts .

The following columns appear only if the option Install Bank Statement Processing is selected in System Initialization Company Details Basic Initialization tab. Posting Date Definition

Administration

Specify the method according to which the posting date of bank statement transactions is determined:

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Statement Date The posting date of all the transactions created for a bank statement is the (posting) date of that bank statement. Row Date The posting date of each transaction is the date assigned to the respective row in the bank statement. Due Date The posting date of all the transactions created for the bank statement is the due date assigned to that bank statement.

Current Date The posting date of the bank statement transactions is the current date. Due Date Definition Specify the method according to which the due date of bank statement transactions is determined:

Statement Date The due date of all the transactions created for a bank statement is the (due) date of that bank statement. Row Date The due date of each transaction is the date assigned to the respective row in the bank statement. Due Date The due date of all the transactions created for the bank statement is the due date assigned to that bank statement.

Current Date The due date of the bank statement transactions is the current date. Bank Operation Code List Specify the relevant list. The lists are defined in Administration Setup Banking Bank Statement Processing External Bank Operation Code Code lists are provided by the national bank and vary from country to country.

More Information House Bank Accounts - Setup

Bank Account Validation

Bank account numbers are structured according to national and international standards. In many countries, algorithms are available to check that the bank account number is correct. If this number is not checked in the system and happens to be wrong, any payment orders to this account are rejected and bank fees are charged to the company. SAP Business One performs two types of bank account validation: 1. Validation of domestic bank accounts (available for all countries) The system checks the number of digits of the following data:

Bank code Branch Account number Control key Additional country-specific validation for Belgium, France, Italy, Netherlands, Portugal, and Spain

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2. Validation of International Bank Account Numbers (IBAN) (available for IBAN countries) The system checks whether the IBAN is correct. These checks are carried out when you enter new bank account information, for example, in the Banks Setup or House Bank Accounts Setup windows, or in the business partner master data. In addition, the checks are carried out when bank account numbers are used in the Payment Engine add-on (through the payment wizard or through Bill of Exchange management). In this case, the system verifies that the bank accounts are correct before creating the payment file. If the bank account number you entered does not comply with the default, the application displays a warning message and you can modify the information entered. You define the parameters for bank account validation in the Countries Setup window under Setup Business Partners Countries . More Information Banks Setup House Bank Accounts Setup Countries Setup Window Default Values for Bank Account Validation Administration

Default Values for Bank Account Validation

SAP Business One uses the following default values to validate bank account data: No. of Digits No. of Digits for Bank Code for Branch No. of Digits for Account No. No. of Digits Domestic Bank IBAN for Control Account Validation Key Validation Available N/A No N/A Yes 2 Belgium Yes N/A No N/A No N/A No N/A No N/A No N/A Yes N/A Yes N/A Yes N/A Yes 2 France Yes N/A Yes N/A No N/A Yes N/A No N/A Yes

Country

Australia Austria Belgium Brazil Canada Chile China Costa Rica Cyprus Czech Republic Denmark Finland France 5 Germany Guatemala Hungary India Ireland

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Israel Italy Japan Mexico Netherlands New Zealand Norway Panama Poland Portugal Puerto Rico Russia Singapore Slovakia South Africa South Korea Spain Sweden Switzerland United Kingdom United States

5 4

5 3

12 7

N/A Italy N/A N/A Netherlands N/A N/A N/A N/A Portugal N/A N/A N/A N/A N/A N/A Spain N/A N/A N/A N/A

No Yes No No Yes No Yes No Yes Yes No No No Yes No No Yes Yes Yes Yes Yes

More Information Bank Account Validation

House Bank Accounts - Setup

Use the window to define more than one branch or account for the bank in SAP Business One. To open the House Bank Accounts Setup window, choose Accounts .
House Bank Accounts - Setup

Administration

Setup

Banking

House Bank

Bank Code Press TAB and select the required bank code from the List of Banks window. Country When you choose a bank code, the country code linked to it is displayed automatically. Branch, Account No. Specify the relevant branch and account numbers. Note In Japan:

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For a post office bank, the Branch code must contain 3 or 5 digits, for example, 129 or 05130, and the Account No. must contain 2 to 8 digits, for example, 023611.

The Branch field is defined to have 3 digits in the post office bank transfer file. In the case that you enter a branch code with 5 digits, the system will remove the first and the last digit. For example, 86423 -> 642. The Account No. field is defined to have 7 digits in the post office bank transfer file. In the case that you enter an account number with less than 7 digits for the transfer file, you must fulfill 7 digits by adding zeros in front. For example, 2345 -> 0002345. In the case that you enter an account number with 8 digits, the system will remove the last digit. For example, 98642345 -> 9864234.

For a non post office bank, the Branch code must contain 3 digits, for example, 046, and the Account No. must contain 7 digits, for example, 5389700.

End of the note. Next Check No. Specify the number of the next check for this account. The checks drawn on this account are numbered sequentially, starting with this number. G/L Account Specify the G/L account that reflects this bank account in your books. G/L Interim Account You can specify a G/L account to be used as an interim account when a payment run takes place. If you define an interim account and set this parameter in the relevant payment methods ( Administration Setup Banking Payment Methods ), the transactions created by the payment run are posted to the interim account and not to the defined G/L account. IBAN International Bank Account Number Specify the code to be used for banking transactions across country borders. This field is relevant for Europe only. Street, Block, City, County, State, Zip Code Specify the address of the bank branch at which the account is located. Note In Japan, Zip Code must be a string containing eight characters: seven digits and a hyphen as the fourth character, for example, 132-5098. In Brazil, Zip Code contains eight digits, with a hyphen character after the fifth, for example, 12345-678. End of the note. The field Building/Floor/Room is specific to the address format of China, Korea, Japan, Brazil and India. The fields County, Address Type and Street No. are specific to the address format of Brazil localization. Note You must select the state before you can select the county. End of the note. Control Key

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This field is used, together with the IBAN, to export bank transfer files. All information in the files is transferred to the OPEX table. The OPEX table is based on the payment wizard. It is created automatically, along with other tables, in every new SAP Business One company. User No. 1, 2, 3, 4 Use these fields for special purposes. Paper Type Select one of the following options: Blank Paper Checks are printed on blank paper. Overflow Prenumbered Check Inventory If the check information overflows the preprinted check paper in the printer, it is printed on the next check. Overflow Blank Paper If the check print overflows from the check entered to the printer, it is printed on blank paper. Default Checks are printed as defined in Administration Document, document Check for Payment). System Initialization Print Preferences (tab Per

Maximum Lines Enter the maximum number of lines to be printed on each check issued for the account. If you leave this field blank, SAP Business One considers the value defined in Administration System Initialization Print Preferences (tab Per Document, document Check for Payment) as the maximum lines per check. Print Layout Name Specify the print layout to be used when printing checks. If you leave this field blank, SAP Business One uses the default print layout defined for the document.
Country-Specific Fields: Switzerland

ISR Type Select one of the following types to define the fields to be printed on the invoice slip:

ISR with pre-printed amounts BISR with pre-printed amounts ISR + with blank amount fields BISR + with blank amount fields ISR Biller ID

Specify an additional identification number. The number must have 9 digits. The structure of this number is XXXXXXXX-X. Caution

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If the ISR Biller ID is shorter than 9 digits, insert 0 (zero) instead of the missing digits. Since the structure of the number is significant, you must insert the zeros after the second digit from the left. For example, the original number is 123456. Since there are only 6 digits, you add 3 zeros to complete to 9 digits. The result is: 120003456. End of the caution. Customer ID Number Specify the ID number of the company. Use this field if the selected ISR type is BISR.
Country-Specific Fields: Brazil

Our Number Specify the sequential number assigned to each BoE document. Agreement Number Specify the bank agreement number. Account Check Digit Specify the account check digit.
Country-Specific Fields: Japan

Company Code Specify your company code in the bank branch. Account Type Specify the account category.
Bank Statement Processing

The following columns appear only if the option Install Bank Statement Processing is selected in System Initialization Company Details Basic Initialization tab.

Administration

Journal Entry Series Specify the numbering series to be used for journal entries that are posted through bank statement processing. If this field remains empty, the default numbering series defined for journal entries in Administration System Initialization Document Numbering is used. Note This column appears only if the option Permit More than One Document Type per Series is deselected in Administration System Initialization Company Details Basic Initialization tab. End of the note. Incoming Payment Series Specify the numbering series to be used for incoming payments documents that are created through bank statement processing. If this field remains empty, the default numbering series defined for incoming payments in Administration System Initialization Document Numbering is used. Note This column appears only if the option Permit More than One Document Type per Series is deselected in Administration System Initialization Company Details Basic Initialization tab. End of the note.

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Outgoing Payment Series Specify the numbering series to be used for outgoing payments documents that are created through bank statement processing. If this field remains empty, the default numbering series defined for outgoing payments in Administration System Initialization Document Numbering is used. Note This column appears only if the option Permit More than One Document Type per Series is deselected in Administration System Initialization Company Details Basic Initialization tab. End of the note. Series This column appears only if the option Permit More than One Document Type per Series is selected in Administration System Initialization Company Details Basic Initialization tab. Specify numbering series to be used for journal entries, incoming and outgoing payments that are created through bank statement processing. Imported Bank Statement Indicates that the bank statement is imported automatically. If this option is deselected, the bank statement is entered manually. Import File Name If Imported Bank Statement is selected, you must specify the XML file format that is used to download the bank statement data of this bank account.

Assigning Bank Statement Formats to House Bank Accounts

Assigning a bank statement format to a house bank account of a company enables the bank to process the actual bank statement. Procedure 1. From the SAP Business One Main Menu, choose Accounts . Administration Setup Banking House Bank

2. Select the line of the required account, and do one of the following:

In the Import File Name column, specify the file format name. Press Tab or click List (Choose from List)in the Import File Name column, select a format from the List of File Formats window, and click Choose. To define a new bank statement format, choose New. The File Formats - Setup window appears. 1. In File Format Name, specify a name for the new format. 2. In Format Type, choose Bank Statement for importing bank statements. Note System Format is automatically set once the application provides the file format.
Choose from

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The application automatically sets Format Type to Payment File for bank transfers/direct debit/bill of exchange. End of the note. 3. Double-click in Format File Path to import the *.bfp file you prepared. 4. In the displayed Open File window, select the format file you want to assign, and choose OK. 5. In the File Formats - Setup window, choose Update and OK. 3. In the House Bank Accounts window, choose Update.

Credit Cards - Setup

In this window, enter the details of the credit cards that you accept as a means of payment from your customers, and by which you pay your vendors. To open the window, choose More Information Credit Cards Setup Window Administration Setup Banking Credit Cards .

Credit Cards - Setup Window

Use this window to define the details of credit cards. To open the Credit Cards Setup window, choose
Credit Cards Setup Window

Administration

Setup

Banking

Credit Cards

Credit Card Name Name of the credit card. G/L Account G/L account that is debited or credited when an incoming or outgoing payment for this credit card is created. Company ID Company ID of the credit card company to be used in communications. Telephone Telephone number of the credit card company to be used when an inquiry or approval is required. More Information Credit Cards - Setup

Credit Card Payment - Setup

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To set up credit card payments, you enter the appointed times when a credit card company credits your account for credit card vouchers generated by the creation of incoming payments. The appointed time of the credit varies from one credit card company to another, and depends on the time at which the credit card vouchers are deposited. More Information Credit Card Payment Setup Window

Credit Card Payment - Setup Window

Use this window to define the details of credit card payment. To open the Credit Card Payment - Setup window, choose Payment .
Credit Card Payment Setup Window

Administration

Setup

Banking

Credit Card

Code, Name Specify the code and the name of the credit card payment. Payment After Determines that the credit card company credits you after a fixed period passes from the date on which the voucher is created. To define this period, enter the required values in the Days and Months fields. Voucher Date of Receipt Determines that the credit card company credits you on a fixed date, based on the creation date of the voucher. Define the dates in the table as follows: Voucher Date of Receipt, From... To... Enter a range or ranges of dates through the month. The total number of days in these date ranges must be 31. Payment, On Day... Months+... For each range defined under Voucher Date of Receipt, enter on which day in the month and after how many months the credit card company credits you. More Information Credit Card Payment - Setup

Credit Card Payment Methods - Setup

You define the payment methods to be used when an incoming payment for a credit card is created. If you intend to accept credit cards as a payment means, the credit card payment methods are mandatory.

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More Information Credit Card Payment Methods - Setup Window

Credit Card Payment Methods - Setup Window

Use this window to define credit card payment methods. To open the Credit Cards Payment Methods - Setup window, choose Card Payment Methods .
Credit Card Payment Methods Setup Window

Administration

Setup

Banking

Credit

Name Specify a name for the credit card payment method. Card Specify whether to assign the method to a specific credit card or all credit cards. Payment Code Specify the credit card payment code according to which the credit card company credits you whenever the credit card payment method is used. Min. Credit Voucher Specify the minimum amount that may be paid by credit card for this credit card payment method. Min. Payment Specify the minimum amount of a payment made using this credit card payment method. This information is checked whenever a credit card transaction consisting of more than one payment is generated. If the amount of each payment is lower than defined, the credit card vouchers are not created. Without Approval Specify the maximum credit card transaction amount that may be processed without getting approval from the credit card company. Payments Select the required option:

No Prevents the creation of multiple payment transactions when this credit card payment method is used.

Yes Allows the creation of multiple payment transactions.

Cr Allows the creation of multiple payment transactions for this credit type. The credit card company credits you for the total amount of the transaction, according to the credit card payment defined, while the customer makes multiple payments plus interest to the credit cards.

Rd Creates payment transactions in which the remittance is immediate, regardless of the value date of the credit vouchers. In return, you pay a predefined commission to the credit vendor.

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More Information Credit Card Payment Methods - Setup

Credit Vendors - Setup

Use this window to define the credit vendors with whom your company works. To open this window, choose
Credit Vendors - Setup

Administration

Setup

Credit Vendors

Vendor Code, Name Specify a code and a name for the credit vendor.

Bank Charges Allocation Codes - Setup

In this window, you define codes for the allocation of bank charges to originator and receiver. These codes can be used as sorting or filtering parameters in the OPEX table that is created by SAP Business One and processed by Payment Engine. To open this window, choose Administration Setup Banking Bank Charges Allocation Codes .

Payment Methods - Setup

Use this window to define the payment methods for your company. To open the Payment Methods Setup window, choose Note This topic includes explanations of some of the fields and other elements in this window. End of the note.
Payment Methods - Setup

Administration

Setup

Banking

Payment Methods .

Payment Method Code, Description Enter a code and a description for the payment method. Key Code

Enter a key code to be used while the electronic file is produced. Note

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This field is not available for Brazil. End of the note. Payment Types Specify whether the payment method refers to outgoing payments (for vendors) or incoming payments (for customers). Payment Means The payment means depends on the selected payment type:

Outgoing Select Check or Bank Transfer.

Incoming Only Bank Transfer is available.

Note For Brazil, when you click (Browse), the BOE Property window opens. The button appears only when the Incoming and Bill of Exchange options are selected. End of the note. House Bank Choose to open the Choose Bank window in which you select the required house bank. Once you have made your choice, the bank details are displayed in the respective fields in the house bank section. Alternatively, click Example You click in the Country field, select a country, and then choose the banks defined for the selected country. End of the example. Transaction Type Specify a transaction type to be used when the electronic file is produced. Note This field is not available for Brazil. End of the note. File Format This field appears only when the Bank Transfer or Bill of Exchange payment means is selected. Choose to open the List of File Formats window from which you can choose the required file format to be used when the electronic file is created for the bank. . The Choose Bank window displays only in each field and select the required value.
Browse

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Group Invoices by Pay To Bank Groups the invoices for vendors with multiple pay to addresses by pay to address. This option is available only when the selected payment type is Outgoing. Post to G/L Interim Account Records the transaction created by the payment to the interim account that is linked to the bank account ( Administration Setup Banking House Bank Accounts ) and not to the regular G/L account. This option is available only when the selected payment means is Bank Transfer. Check Address Verifies whether the pay to address of the business partner is fully defined. To view this address, see the Pay to fields Name, Street/P.O. Box, City, Zip Code, and Country on the Business Partners Business Partner Master Data Addresses tab. Check Bank Details Verifies whether the business partner's bank details exist in full. To view the bank details, see the Bank and Account fields on the Business Partners Business Partner Master Data Payment Terms tab. Check Collection Authorization Verifies whether the Collection Authorization checkbox is selected on the Business Partners Business Partner Master Data Payment System tab. This checkbox appears only in customer records, and is therefore relevant for incoming payments only. Foreign Payment Block Blocks this payment method for business partners for whom the bill to country is different than the country defined for your company ( Administration System Initialization Company Details General tab). Foreign Bank Block Blocks this payment method for business partners for whom the bank country ( Business Partners Business Partner Master Data Payment Terms tab) is different than the country defined for your company ( Administration System Initialization Company Details General tab). Currency Selection You can restrict a payment method to certain currencies in which you make or receive payments. Choose (Browse) to open the Currency Selection window, in which you select the currencies to be used by the current payment method. The selected currencies apply to both the business partner's currency and the offsetting G/L account used for the journal entry created by the payment wizard. Post Office Bank Verifies whether the house bank account selected in the payment method is defined as Post Office in Administration Setup Banking Banks - Setup . Debit Memo Creates a corresponding indication in the OPEX file created by the payment wizard, which uses this payment method. The Debit Memo indication is required for the Payment Engine add-on. Due Date in Checks This section appears only if the selected payment means is Check. Select one of the following options: Date of Payment Run If this option is selected, the due date of the payment is similar to the posting date set in Step 2 General Parameters of the payment wizard. Due Date of Invoice If this option is selected, the due date of the payment is determined by the due date of the invoice in Step 6
Browse

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Recommendation Report of the payment wizard. If more than one invoice is chosen in that window, a weighted average is calculated in order to determine the overall due date of the payment. Payment Terms If this option is selected, the due date of the payment is determined according to the date of the payment run plus a number of additional days according to the payment terms selected in the dropdown list displayed next to this field. The payment's due date is calculated in the same way as the due date is calculated in a standard invoice. Single Check Restrictions This section appears only if the selected payment means is Check: If these fields are blank, the check amount is unrestricted. MinimumAmount If you define a minimum amount per check, the payment wizard does not create checks for amounts smaller than the amount defined here. MaximumAmount If you define a maximum amount per check, the payment wizard does not create checks for amount greater than the amount defined here.
Country-Specific Fields: Belgium, Chile, France, Italy, Spain & Portugal

Payment Means You can select the payment means Bill of Exchange for both payment types, incoming and outgoing. Bill of Exchange Options This section appears only if the selected payment mean is Bill of Exchange: Agent Collection Displays only invoices related to agents in the payment wizard. This is relevant for incoming payments only. Send for Acceptance Sets all bills of exchange created automatically by the payment wizard to Sent status. This is relevant for incoming payments only. Group by Due Date Sorts the bills of exchange by their due date. Deposit Norm You can enter the deposit norm number here. This number does not affect the selection criteria and is displayed in the OPEX file only.
Country-Specific Fields: Brazil

Deposit Norm Specify the deposit norm number. Barcode Algorithm Specify the barcode algorithm.

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Currency Selection Window

Use this window to specify the currencies you want available. To open this window, choose Setup Banking Payment Methods Selection checkbox.
Currency Restriction Window

Administration

. Then choose the

Browse

(Browse) button next to the Currency

Code, Name Code and name of the currencies defined in SAP Business One. Choose Select the checkbox for each currency you want to include in the payment method. This setting is valid only if the Currency Selection checkbox is selected in the Payment Methods Setup window. More Information Payment Methods - Setup

BOE Property: Brazil

Use this window to define and maintain BoE properties. Document Type Specify a document type. Accepted Enter a character to indicate that the status is accepted, for example, the letter A. Internal Portfolio ID Specify an internal portfolio ID. Portfolio Code, Portfolio No. Displays the portfolio code and number when Internal Portfolio ID is selected. Currency Code Specify the currency code. Instruction1, Instruction2 Specify an instruction. Payment Place Describe the payment location. More Information Payment Methods - Setup

Document Type - Setup: Brazil

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Use this window to define and edit document types. Doc. Type Displays the predefined codes for document types. Note You cannot edit or delete a document type that was used by another module. End of the note. Description Describe the document type. More Information BOE Property: Brazil

Instruction - Setup: Brazil

Use this window to define and update instructions. Instruction Specify a code for an instruction. Note You cannot edit or delete an instruction that has been used by another module. End of the note. Description Describe the instruction. Note To enter a more detailed description in the Line Text Details window, double-click the row. End of the note. More Information Payment Methods - Setup

Portfolio - Setup: Brazil

Use this window to define and update the portfolio used to create the BoE bar code.

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Internal Portfolio ID Specify the internal portfolio ID. Note You cannot edit or delete a portfolio once it is used by another module. End of the note. Portfolio Code Specify the portfolio code to be printed from the list. Portfolio Number Specify the portfolio number for the bar code calculation. Description Describe the portfolio. More Information Payment Methods - Setup

Algorithm File Window: Brazil

Use this window to define new algorithms. File Choose (Browse) to upload a user-defined .dll file, which is used to generate the Barcode Algorithm. Algorithm Description Description of the selected file. More Information Payment Methods - Setup
Browse

Payment Run Defaults

Use this window to define general data for the payment wizard. This data is used by default in every payment run. You can change this data at any time. More Information Payment Run Defaults Setup

Payment Run Defaults

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Use this window to specify default settings for payment runs. To open the Payment Run Defaults window, choose . Administration Setup Banking Payment Run Defaults

Tolerance Days (A/P) The number of days you enter here determines which open invoices are displayed in the payment wizard. Min. Cash Discount % (A/P) The minimum cash discount percentage you enter here determines which open invoices are displayed in the payment wizard. Min. Payment Sets a minimum amount for a single incoming or outgoing payment. The amount of the payment may not be less than the amount defined here. Payment Methods Select this option and choose (Browse) to open the Payment Run - Payment Methods window, in which you select the payment methods to be used by the payment wizard. More Information Payment Run Defaults
Browse

Payment Run - Payment Methods

Use this window to specify the payment methods you want the payment wizard to use by default. To open the window, choose and choose
Browse

Banking

Payment System

Payment Run Defaults , select Payment Methods,

(Browse).

More Information Payment Run Defaults

External Bank Operation Codes

External bank operation codes are used to identify the different types of payment transactions that appear in the bank statement. A list of these codes may be provided by each bank, but usually the national bank publishes one list of codes that is used by all other banks. In the External Bank Operation Codes window, you can define more than one list of codes. To access this window, choose Note This window appears only if the option Install Bank Statement Processing is selected on the Basic Initialization tab in Administration System Initialization Company Details . Administration Setup Banking Bank Statement Processing .

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End of the note. Specify the list(s) of external codes as provided by the national bank, or by each bank with which your company works.
External Bank Operation Codes Window

Operation Code Category Specify a name for the list of external codes. External Code Enter the external bank code as it appears in the banks list. Operation Description Describe the transaction type that is identified by this code. Internal Code Specify the relevant internal code as defined in Administration Setup Banking Bank Statement Processing Internal Bank Operation Codes . This allows SAP Business One to identify the different types of transactions that appear in the bank statement, and create the respective transactions. You can relate the same internal code to more than one external code. Filter Records with Internal Bank Operation Codes Only Only the external codes with linked internal codes are displayed.

Internal Bank Operation Codes

Internal bank operation codes are used to determine the type of each transaction resulting from the bank statement. Each row in the bank statement is identified by an external code defined by the bank. Since the external codes are not recognized by SAP Business One, you must relate each external code to its respective internal code (in Administration Setup Banking Bank Statement Processing External Bank Operation Code ). Based on the internal code, SAP Business One creates the correct transaction for each bank statement row. To access this window, choose Operation Codes . Administration Setup Banking Bank Statement Processing Internal Bank

Internal Bank Operation Codes Window

Code Specify a code up to 15 characters long. After you choose Update, this code cannot be changed. Description Describe the transaction types represented by this code. Example Checks for payment. End of the example. Posting Method Specify the posting method that should be used to create transactions after they have been identified by the internal code:

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G/L Account from/to Bank Account indicates:

An incoming or outgoing payment from or to the G/L account is created. External reconciliation takes place between the bank statement row and the G/L account.

Business Partner from/to Bank Account indicates:

An incoming or outgoing payment from or to the business partner is created. Internal reconciliation takes place on the business partner side (if possible). External reconciliation takes place between the bank statement row and the G/L account.

Bank Interim Account from/to Bank Account - creates a journal entry that is internally reconciled on the interim bank account side, and externally reconciled on the bank account side. External Reconciliation indicates that only external reconciliation is performed on the bank account side, but that no transaction is posted.

Ignore prevents any of the automatic actions described above. Posting Transaction Used as one of the criteria to define which transaction should be posted when identified by this internal code. The specified posting transaction defines the available posting methods for the internal code:

Bank Transfer - indicates that the internal code refers to a transaction that results from performing bank transfers. In this case, all the posting methods described above are applicable. Outgoing Checks - indicates that the internal code refers to transactions resulting from the creation of outgoing checks. In this case, the applicable posting methods are:

Bank Interim Account from/to Bank Account External Reconciliation Ignore

Deposit - indicates that the internal code refers to transactions resulting from the creation of deposits.

Country-Specific Options: Belgium & France

Incoming Bill of Exchange Outgoing Bill of Exchange

These options are available only if the company uses bills of exchange as a payment means (defined in Administration System Initialization Company Details Basic Initialization tab). They indicate that the internal code refers to transactions resulting either from receiving or from issuing bills of exchange. In both cases, the applicable posting methods are Bank Interim Account from/to Bank Account and Ignore. Expected Results Displays the expected results of bank statement processing, based on the combination of posting method and posting transaction specified for the internal code. If you change one of them, the information displayed here is updated accordingly. This information lets you verify that you defined the internal code correctly and in accordance with your business

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needs. Fee Account Specify the account to which any fee amount charged for a transaction is posted. Project Fee Enabled only if Fee Account is specified. By default, the project code linked to the Fee Account in the Chart of Accounts Account Details displayed. To allocate the fee amount to a different project, specify the required project code here. Profit Center Fee Enabled only if Fee Account is specified and the selected G/L account is a profit and loss account. window is

By default, the distribution rule linked to the Fee Account in Chart of Accounts is displayed. You can specify a different distribution rule if required. Operation Details This button is enabled only for operation codes where the assigned Posting Method is G/L Account from/to Bank Account. Choose this button to open the Operation Details - BP G/L Acc window where you can define if and how to split the transactions posted according to this operation code.

Operation Details

Use this window to define if and how to split the transactions posted according to the internal bank operation code selected in Internal Bank Operation Code. To access this window: 1. Choose . Administration Setup Banking Bank Statement Processing Internal Bank Operation Codes

2. Select the internal bank operation code for which you want to specify operation details and choose Operation Details. The name of the window changes according to the selected internal bank operation code.
Operation Details Window

G/L Account Specify the G/L account to be used by default as an offsetting account to the bank account when the bank statement transaction is posted. Profit Center Specify the profit center to which to allocate by default the bank statement transaction. If a profit center is defined in the chart of accounts for the selected G/L account, it is displayed by default. Project Code Specify the code of the project to which to allocate by default the bank statement transaction. If a project code is defined in the chart of accounts for the selected G/L account, it is displayed by default. VAT Code Specify the VAT code to be used in the bank statement transaction. If a VAT code is defined in the chart of accounts for the selected G/L account, it is displayed by default.

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Matching Criteria

Matching criteria are rules that enable automatic reconciliations in SAP Business One, as part of bank statement processing. These matching criteria are based on the posting methods specified in the Posting Method column or in the bank statement row in Administration Setup Banking Bank Statement Processing Internal Bank Operation Codes .

Documents - matching criteria to be used when the posting method specified is Business Partner from/to Bank Account for reconciling:

Sales A/R documents, such as A/R invoices issued to customers and the respective incoming payments Purchasing A/P documents, such as A/P invoices received from vendors and the respective outgoing payments

BP Journal Entries matching criteria to be used when the posting method specified is Business Partner from/to Bank Account. Since journal entries have different matching parameters from the matching parameters of sales and purchasing documents, there is a separate set of matching criteria for journal entries. Interim Account matching criteria to be used for automatic internal reconciliation of the G/L bank interim account (defined in Administration Setup Banking House Bank Accounts Setup G/L Interim Account column). These matching criteria are used when the selected posting method is Bank Interim Account from/to Bank Account. External Reconciliation matching criteria to be used for performing automatic external reconciliation, when the specified posting method is External Reconciliation.

Matching criteria consist of three successive rounds. During automatic reconciliation, SAP Business One first reconciles the matched transactions according to the rules defined in round 1; then the transactions that were not compliant with round 1 but comply with round 2; and finally the transactions that comply with the rules defined in round 3 only. Although it is possible to define three rounds for the matching criteria, you can specify only one or two if required. Note Since there is a dependency between the three rounds (round 2 is applied only after round 1 has been applied, and round 3 is applied only after rounds 1 and 2), only the following combinations of rounds are available: Round 1 + round 2 + round 3 Round 1 + round 2 Round 1 The following combinations are disabled: Round 1 + round 3 Round 2 + round 3

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Round 2 Round 3 End of the note.

Matching Criteria - Documents - Setup

Use this window to specify matching criteria for reconciling sales and purchasing documents with their respective payments. To open this window, choose Criteria - Documents . Administration Setup Banking Bank Statement Processing Matching

You can set a combination of up to three rules for each round. Each rule can consider one of the parameters described below. Note Each parameter can be used for only one rule in a specific round. Once you assign a parameter to a rule, it is removed, for the same round, from the drop-down boxes of the other rules. End of the note.
Matching Criteria - Documents - Setup Window Fields

Posting Date Selecting this parameter:

Lets you reconcile documents whose assigned posting dates are a consideration Displays the Variation in Days field Specify the number of days to consider as a legitimate difference, below which reconciliation takes place. When left empty, this field is considered to have a zero value.

Example The variation in days is defined as 3. The posting date of a specific invoice is 01.05.2007, and there is a payment for the exact amount with the posting date of 06.05.2007. The difference is five days. In this case reconciliation does not take place. End of the example. Due Date Selecting this parameter:

Lets you reconcile documents whose assigned due dates are a consideration Displays the Variation in Days field

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Specify the number of days to consider as a legitimate difference, below which reconciliation takes place. When left empty, this field is considered to have a zero value. Example The variation in days defined as 3. The due date of a specific invoice is 01.05.2007, and there is a payment for the exact amount with a posting date of 03.05.2007. The difference is two days. In this case reconciliation takes place. End of the example. BP Reference No. Select this parameter to reconcile documents while comparing the value in Customer Ref. No. or Vendor Ref. No. in sales and purchasing documents, with the value in theReference field in payment documents. Selecting this field displays the Relate to XXX Last Characters field. Specify a number to define a corresponding (low/high) level of accuracy of this parameter. SAP Business One checks the defined number of characters, starting from the right. Note If you leave this field empty, SAP Business One looks for a complete match of BP reference numbers. End of the note. Example The Customer Ref. No. in A/R Invoice No. 100 is CR123456. The value set in Relate to XXX Last Characters is 1. SAP Business One looks for incoming payments whose reference number ends with the character 6. In this case, there may be many that comply with this criteria. If the value set in Relate to XXX Last Characters is 3, SAP Business One looks for all incoming payments whose reference number ends in 456. The number of incoming payments ending in 456 is much smaller than those ending in 6, raising the accuracy of this criteria. End of the example. Document Number Select this parameter to reconcile documents and payments with identical document numbers. Customer/Vendor Name Select this parameter to reconcile documents while comparing the value set in the Name field in sales or purchasing documents with the value set in the bank statement line. Selecting this field displays the Relate to XXX Last Characters field. Specify a number to define a corresponding (lower/higher) level of accuracy of this parameter. SAP Business One checks the defined number of characters, starting from the right. Note Leaving this field empty prompts SAP Business One to look for a complete match of customer or vendor name. End of the note. BP Bank Account Selecting this parameter prompts SAP Business One to use the value defined in the BP Bank Account column in the Bank Statement Details window as matching criteria, by comparing this account with the opposite account of the

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business partner line in the document transaction. IBAN Selecting this parameter prompts SAP Business One to reconcile bank statement rows with documents according to the value set in column BP IBAN of the Business Partner Details section in the bank statement, with documents posted to business partners with matching value set in the IBAN field in Business Partners Business Partner Master Data Payment Terms tab. When selected, the field Relate to XXX Last Characters appears. Specify a number to define the level of accuracy of this parameter. Lower number indicates low level of accuracy, while high number indicates high level of accuracy. SAP Business One checks the defined number of characters starting from the right. Note This parameter is available only in countries that belong to the European Union. End of the note. Amount Selecting this parameter:

Lets you reconcile documents according to their totals Displays the Matching Difference field Specify the amount (in local currency) that SAP Business One should tolerate as a legitimate difference between the amount below which a reconciliation takes place, and the amount above which a reconciliation does not take place. The smaller the amount defined in this field, the higher the level of accuracy of the reconciliation.

Matching Criteria - BP Journal Entries - Setup

Use this window to specify matching criteria for reconciling manual journal entries posted to business partners. To open this window, choose Administration Criteria - BP Journal Entries . Setup Banking Bank Statement Processing Matching

Posting Date

Selecting this parameter:

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Lets you reconcile documents whose assigned due dates are a consideration Displays the Variation in Days field Specify the number of days to consider as a legitimate difference, below which reconciliation takes place. When left empty, this field is considered to have a zero value.

Example The variation in days is defined as 3. The due date of a specific invoice is 01.05.2007, and there is a payment for the exact amount with the posting date of 06.05.2007. The difference is five days. In this case reconciliation does not take place. End of the example. Amount Selecting this parameter:

Lets you reconcile journal entries posted to business partners, using transaction amounts as a matching criterion Displays the Matching Difference field Specify the amount SAP Business One should consider as a threshold for the reconciliation. Any difference lower than the specified value is valid and the reconciliation will succeed, while a higher difference is not valid for reconciliation. To limit this rule to identical amounts only, leave the Matching Difference field empty.

Example You specify the amount 0.5 as the Matching Difference value. SAP Business One scans the manual journal entries posted to a specific business partner, looking for a transaction to reconcile with a 100.08 debit amount. It finds a transaction with a 100.7 credit amount a difference of 0.62, and another transaction with a 99.85 credit amount a difference of 0.23. The first transaction has a higher difference than that defined; it will not be reconciled. The

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difference in the second transaction is smaller than that defined; the reconciliation will succeed. End of the example. Ref. 1, Ref. 2, Ref. 3 Selecting one of these references:

Lets you reconcile journal entries posted to business partners, using the value defined in the Ref. 1, Ref. 2, or Ref. 3 fields in the Journal Entry window as a matching criterion Displays the Relate to XXX Last Characters field Specify a number higher than 0 to define the level of accuracy of this parameter. The lower the number, the lower the level of accuracy, and vice versa. SAP Business One checks the defined number of characters starting from the right.

Note You can use only one reference as a rule in a given round of reconciling business partner journal entries. When you select one of the references as a rule, the other references are not available for the other rules in the same round. End of the note. Example You select Ref. 1 for Rule No. 1 in Round 1. In the Relate to XXX Last Characters field you specify the value 3. When you continue to Rule 2, the options Ref. 2 and Ref. 3 do not appear in the drop-down box. SAP Business One scans the manual journal entries created for a business partner, looking for a match for transaction 96 785. It finds a journal entry with the value of 4785. Since the last three characters are identical, it can be matched. End of the example.

Matching Criteria - Interim Account - Setup

Use this window to specify matching criteria for reconciling manual journal entries posted to interim accounts. You define interim accounts in Account column. To open this window, choose Criteria - Interim Account . Administration Administration Setup Setup Banking Banking House Bank Accounts - Setup , G/L Interim Bank Statement Processing Matching

For each round, you can set a combination of up to three rules. Each rule can consider one of the available parameters. Note Each parameter can be used for only one rule in a specific round. Once you assign a parameter to a rule, it is removed, for the same round, from the drop-down boxes of the other rules. End of the note.

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Matching Criteria - Interim Account - Setup Window Fields

Posting Date Selecting this parameter:

Example

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You specify the amount 0.5 as the Matching Difference value. SAP Business One scans the manual journal entries posted to a specific business partner, looking for a transaction to reconcile with a 100.08 debit amount. It finds a transaction with a 100.7 credit amount a difference of 0.62, and another transaction with a 99.85 credit amount a difference of 0.23. The first transaction has a higher difference than that defined; it will not be reconciled. The difference in the second transaction is smaller than that defined; the reconciliation will succeed. End of the example. Ref. 1, Ref. 2, Ref. 3 Selecting one of these references:

Matching Criteria - External Reconciliation - Setup

Use this window to specify matching criteria for performing external reconciliation. To open this window, choose Administration Criteria - External Reconciliation . Setup Banking Bank Statement Processing Matching

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End of the note.

Matching Criteria - External Reconciliation - Setup Window Fields

Posting Date Selecting this parameter:

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BoE Stamp Tax - Setup Window: Japan

Use this window to specify a value range for the stamp tax. To open this window, choose
BoE Stamp Tax Setup Window

Administration

Setup

Banking

BoE Stamp Tax

BoE Amount Specify the BoE amount range. For example, if the BoE amount is X, the BoE amount range is:
Value of Line (n) < X <= Value of Line (n+1).

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BoE Stamp Tax Specify the BoE stamp tax value according to the BoE amount range. If the BoE amount is less than the smallest BoE amount defined in the stamp tax, the stamp tax amount is 0. Example The following table shows an example of how to set up the BoE Stamp Tax table: # 1 2 3 4 5 6 7 8 100,000 1000,000 2000,000 3000,000 5000,000 10,000,000 20,000,000 30,000,000 BoE Amount 200 400 600 1000 2000 4000 6000 10,000 BoE Stamp Tax

According to this table, if the BoE Amount = 50,000, then the BoE Stamp Tax = 0; if the BoE Amount = 150,000, then the BoE Stamp Tax = 200. End of the example.

Setting Up Bank Statement Processing

To enable bank statement processing, which provides a high level of background automation, you must define the correct system settings for ensuring that automation occurs as required. The settings you specify must complement the way your company works with bank statements. To ensure that bank statement processing operates according to your company's specifications, follow the steps below. You cannot use bank statement processing without configuring these settings. Procedure 1. Activate bank statement processing for your company. For more information, see Activating Bank Statement Processing. 2. Install and register the Bank Transaction Handling Facility add-on. For more information, see Installing the Bank Transaction Handling Facility. 3. Import bank statement format files into SAP Business One. For more information, see Working with Bank File Formats. 4. Set up your company's banks to work with bank statement processing. For more information, see Banks - Setup

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5. Set up your company's house bank accounts to work with bank statement processing. For more information, see House Bank Accounts - Setup 6. Set up internal bank operation codes for bank statement processing. For more information, see Setting Up Internal Bank Operation Codes. 7. Set up external bank operation codes for bank statement processing. For more information, see Setting Up External Bank Operation Codes. 8. Set up matching criteria for bank statement processing. For more information, see Setting Up Matching Criteria. More Information Bank Statement Processing Setup Windows

Activating Bank Statement Processing

Bank statement processing is not activated by default for either an existing or a new company. You can activate it at any time, but once it is activated and transactions have been processed, bank statement processing cannot be deactivated. In addition, the database cannot be used with other solutions, such as the SAP Payment Engine add-on and its integrated Cash and Bank Book function. This applies to all companies running on the same server. Procedure 1. From the SAP Business One Main Menu, choose Basic Initialization tab. Administration System Initialization Company Details

2. Select the Install Bank Statement Processing checkbox, and choose the OK button. Result New windows and new fields in existing windows are added to the application. You can now work with these new application components. More Information Company Details: Basic Initialization Tab

Installing the Bank Transaction Handling Facility

The Bank Transaction Handling Facility add-on is mandatory for working with automatic import of electronic bank files into SAP Business One. To install this add-on for SAP Business One on workstations, you need to register it with the application. The registration enables the application to recognize the add-on and run it according to your specific company and user preferences.

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When you install the Bank Transaction Handling Facility, the Import From File button is added to the Bank Statement Summary window under Banking Bank Statement and External Reconciliation Bank Statement Processing . Note SAP Business One Add-ons are automatically installed on a SAP Business One client during the installation of the client. End of the note. Procedure 1. From the SAP Business One Main Menu, choose Administration Add-Ons Add-On Administration .

2. In the Available Add-ons navigation pane of the Add-On Administration window, select BTHF and choose the Register Add-On button. 3. In the Add-On Registration window, specify the required information. In the Installation Package field, specify Setup_BT.exe. 4. To register the Bank Transaction Handling Facility, choose the OK button. BTHF appears in the CompanyAssigned Add-Ons list in the Add-On Administration window, indicating that Bank Transaction Handling Facility is registered and assigned to the current company 5. To notify SAP Business One users about the new add-on, choose the Send Notification to Users button. In the window that opens, enter the message header and text, and then choose the Send Notification button. The message is sent to all the users in this company. 6. To close the Add-On Administration window, choose the OK button. 7. To activate the Bank Transaction Handling Facility, press Ctrl + Q to exit SAP Business One, then restart the application. Result You can now set company-wide and user-specific preferences for the add-on. These preferences determine how the add-on is deployed to workstations when users next log on to the company.

Working with Bank File Formats

To automatically import bank statements from a given bank, you must upload the relevant bank file format. The Bank Transaction Handling Facility (BTHF) add-on uses .bfp (bank format project) files to represent bank statement formats. SAP Business One partners can create .bfp files by using the Format Definitions add-on. Note Valid file formats are delivered in every country where bank statement processing is available. For information, see your local product expert or the SAP Business One customer portal. End of the note.

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Prerequisites The Bank Transaction Handling Facility add-on is mandatory for working with automatic import of electronic bank files into SAP Business One. To install this add-on for SAP Business One on workstations, you need to register it with the application. The registration enables the application to recognize the add-on and run it according to your specific company and user preferences. More Information Installing the Bank Transaction Handling Facility Assigning a Bank File Format to a Bank Adding Bank File Formats Downloading Bank File Formats

Downloading Bank File Formats

Procedure 1. From the SAP Business One Main Menu, choose Accounts . Administration Setup Banking House Bank

2. In the Import File Name column, right-click a cell and select List of File Formats. 3. Choose New. The File Formats Setup window opens. 4. In an empty table row, make sure that the format type is Bank Statements, then right-click and select Download Format Project. 5. In the folder list, locate and open the folder where you want to save the .bfp file. 6. Choose Save. Result All bank statements automatically imported from the house bank are rendered using the downloaded bank file format.

Adding Bank File Formats

Procedure 1. From the SAP Business One Main Menu, choose Accounts . Administration Setup Banking House Bank

2. In the Import File Name column, right-click a cell and select List of File Formats. 3. Choose New. The File Formats Setup window opens. 4. In a transaction row, make sure that the format type is Bank Statements, then right-click and select Assign Format Project.

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5. In the folder list, locate and open the folder that contains the .bfp file. 6. Click the file name and choose Open. The file path appears in the Format Project field 7. In the File Format Name field, enter a name for the file format, and then choose Update. Result All bank statements automatically imported from the house bank are rendered using the added bank file format.

Assigning a Bank File Format to a Bank

Procedure 1. From the SAP Business One Main Menu, choose Accounts .
Link

Administration

Setup

Banking

House Bank

2. In the Import File Name field, choose Arrow (Link Arrow) to open the File Formats Setup window, which lists the file formats available for the company, and select a file format. Only formats that are of the Bank Statements format type are available for automatic bank statement processing. Result All bank statements automatically imported from the house bank are rendered using the assigned bank file format.

Setting Up Banks

You define the banks with which your company works in theBanks Setup window. Note End of the note. Activating bank statement processing adds several columns to the Banks Setup window. Procedure 1. From the SAP Business One Main Menu, choose Administration Setup Banking Banks .

2. In the Banks Setup window, specify the required information, and choose the OK button.

Setting Up House Bank Accounts

A house bank account is an internal representation of a company's bank account at a house bank. It contains all control information required for processing payments. You define house bank accounts in the House Bank Accounts Setup window.