What Is ERP

SAP Business One 9.
0
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Table of content
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2014 SAP SE or an SAP affiliate company. All rights reserved.
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Table of content
1 SAP Business One 9.0
1.1 Getting Started
1.1.1 SAP Business One Main Window
1.1.1.1 SAP Business One Main Menu
1.1.1.1.1 Main Menu: Modules Tab
1.1.1.1.2 Main Menu: Drag & Relate Tab
1.1.1.1.2.1 Using Drag & Relate
1.1.1.1.2.1.1 Filtering in Drag & Relate
1.1.1.1.3 Main Menu: My Menu Tab
1.1.1.1.3.1 Creating a Personalized Menu
1.1.1.1.3.2 Organizing the Personalized Menu
1.1.1.2 Menu Bar
1.1.1.2.1 File Menu
1.1.1.2.1.1 Launch Application
1.1.1.2.1.1.1 Application Details
1.1.1.2.1.2 Print Preview
1.1.1.2.2 Edit Menu
1.1.1.2.3 View Menu
1.1.1.2.3.1 Pickers Display
1.1.1.2.4 Data Menu
1.1.1.2.5 Goto Menu
1.1.1.2.6 Modules Menu
1.1.1.2.7 Tools Menu
1.1.1.2.7.1 Layout Designer
1.1.1.2.7.1.1 Assigning Default Printing Options
1.1.1.2.7.1.2 Assigning Default Printing Options to Users
1.1.1.2.7.1.3 Assigning Default Printing Options to Business Partners
1.1.1.2.7.2 Form Settings Window
1.1.1.2.7.3 Change Log Window
1.1.1.2.7.4 Access Log Window
1.1.1.2.7.4.1 Access Log Details Window
1.1.1.2.7.5 Query Manager
1.1.1.2.7.5.1 Changing a Saved Query
1.1.1.2.7.5.2 Executing Saved Queries
1.1.1.2.7.5.3 Deleting a Saved Query
1.1.1.2.7.5.4 Assigning Permission Groups
1.1.1.2.7.5.5 Creating and Editing Categories in the Query Manager
1.1.1.2.7.5.5.1 Create/Edit Categories Window
1.1.1.2.7.5.6 Changing the Name of an Existing Category
1.1.1.2.7.5.7 Save Query Window
1.1.1.2.7.5.8 Saving a Query
1.1.1.2.7.6 Query Generator
1.1.1.2.7.6.1 Structure of the Database
1.1.1.2.7.6.2 Syntax for Defining a Query
1.1.1.2.7.6.3 Principles of Defining a Query
1.1.1.2.7.6.4 Creating Simple Queries
1.1.1.2.7.6.4.1 Selecting Tables for the Query
1.1.1.2.7.6.4.2 Selecting Related Tables
1.1.1.2.7.6.4.3 Removing Tables from the Tables Area
1.1.1.2.7.6.4.4 Selecting Fields for the Query
1.1.1.2.7.6.5 Printing Query Results
1.1.1.2.7.6.6 Query Preview
1.1.1.2.7.6.7 Query Generator Window
1.1.1.2.7.7 Query Wizard
1.1.1.2.7.7.1 Query Wizard: Select Tables for the Report
1.1.1.2.7.7.2 Query Wizard: Select Fields and Sort Orders
1.1.1.2.7.7.2.1 Calculation Field Window
1.1.1.2.7.7.3 Query Wizard: Conditions and Relations
1.1.1.2.7.7.4 Query Wizard: Query Wizard Completed
1.1.1.2.7.8 System Queries
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1.1.1.2.7.9 Customize User Shortcuts

1.1.1.2.7.10 User-Defined Values
1.1.1.2.7.10.1 Search by Saved Query
1.1.1.2.7.11 User-Defined Tables
1.1.1.2.7.12 User-Defined Fields
1.1.1.2.7.12.1 Updating User-Defined Fields
1.1.1.2.7.13 User-Defined Objects
1.1.1.2.8 Window Menu
1.1.1.2.8.1 System Messages Log
1.1.1.2.9 Help Menu
1.1.1.2.9.1 Help Settings
1.1.1.3 Toolbar
1.1.1.4 Status Bar
1.1.1.4.1 Field Information and System Messages in the Status Bar
1.1.1.4.2 Displaying User-Specific Information in the Status Bar
1.1.1.5 Context Menu
1.1.2 Modes in SAP Business One
1.1.2.1 Working in Add Mode
1.1.2.2 Working in the Find Mode
1.1.2.3 Working in Update and Confirm Modes
1.1.3 Search Functions in SAP Business One
1.1.3.1 Searching Menus, Master Data, and Documents
1.1.3.2 Searching in Add Mode
1.1.3.3 Searching in Find Mode
1.1.4 Graph Settings
1.1.5 Common Command Buttons in SAP Business One
1.1.6 Changing Field Descriptions
1.1.7 Common Icons in SAP Business One
1.1.8 About Shortcut Keys in SAP Business One
1.1.8.1 General Shortcut Keys in SAP Business One
1.1.8.2 Shortcut Keys in Sales and Purchasing Documents
1.1.8.3 Shortcut Keys in Payment Documents
1.1.8.4 Shortcut Keys in Inventory and Production Documents
1.1.9 Managing Document Drafts
1.1.9.1 Creating Regular Documents from Drafts
1.1.9.2 Document Drafts - Selection Criteria
1.1.9.2.1 Document Drafts Window
1.1.9.3 Saving Documents as Drafts
1.1.9.4 Deleting Document Drafts
1.1.10 Filtering Data in SAP Business One
1.1.10.1 Filter Table Window
1.1.11 Sorting Data in Tables
1.1.11.1 Sort Table Window
1.1.12 Printing in SAP Business One
1.1.12.1 Printing Additional Bar Code Types
1.1.13 Reporting for SAP Business One
1.1.13.1 Print Layout Designer
1.1.13.2 Working with the Crystal Reports Software
1.2 Administration
1.2.1 Choose Company
1.2.1.1 Creating New Companies
1.2.1.2 Creating New Companies Based on Solution Packages
1.2.1.2.1 Selecting Solution Package
1.2.1.2.2 Package Information
1.2.1.2.3 Specifying New Company
1.2.1.2.4 Selecting Chart of Accounts
1.2.1.2.5 Specifying Posting Periods
1.2.1.2.6 Defining the External Database
1.2.1.2.7 New Company Summary
1.2.1.3 Logging on to Companies
1.2.1.3.1 Choose Company Window
1.2.1.3.2 Create New Company Window
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1.2.2 Exchange Rates and Indexes

1.2.2.1 Automatic Export and Import of Exchange Rates and Indexes
1.2.2.2 Defining Index Values
1.2.2.3 Defining Foreign Currency Exchange Rates
1.2.2.4 Copying Exchange Rates
1.2.2.5 Setting Fixed Exchange Rates
1.2.2.5.1 Exchange Rates and Indexes Window
1.2.2.5.1.1 Set Rate for Selection Criteria
1.2.2.5.1.1.1 Set Rate for Selection Criteria Window
1.2.3 Initializing the System
1.2.3.1 Company Details
1.2.3.1.1 Company Details: General Tab
1.2.3.1.1.1 Counties for Specific State Window: Brazil
1.2.3.1.2 Company Details: Accounting Data Tab
1.2.3.1.2.1 Holiday Dates Window
1.2.3.1.3 Company Details, Accounting Data Tab: Brazil
1.2.3.1.3.1 List of CNAE Codes Window: Brazil
1.2.3.1.4 Company Details, Accounting Data Tab: India
1.2.3.1.5 Company Details: Basic Initialization Tab
1.2.3.1.5.1 Setting the Local Currency
1.2.3.1.6 Company Details, Electronic Tax Reporting Tab: Czech Republic, N
1.2.3.1.7 Issuing Documents in the Customer's Language
1.2.3.1.7.1 Adding and Removing a Language
1.2.3.1.7.2 Translating Fields into Foreign Languages and Viewing Translated
1.2.3.1.7.3 Defining the Language in the Default Layout
1.2.3.1.7.4 Printing Sales and Purchasing Documents in a Foreign Language
1.2.3.1.7.5 Multi-Language Support Windows
1.2.3.1.7.5.1 Company Details: Basic Initialization Tab
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1 SAP Business One 9.0

SAP Business One is an integrated enterprise resource planning (ERP) solution for small and midsize businesses, as well as subsidiaries of large enterprises.
SAP Business One helps you manage every aspect of your company by providing you with access to real-time business information through a single system.
The application is divided into a number of modules, which each cover a different business function.
SAP Business One is designed to be a flexible and extensible solution. The application is available on premise or on demand, with standard interfaces to internal
and external data sources, mobile devices, 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
1.1 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 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.
1.1.1 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
Search Engine
1.1.1.1 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
Window
Main Menu
1.1.1.1.1 Main Menu: Modules Tab

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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)

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

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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.
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.
Example
This example explains how to find invoices for a specific payment term.
1. From the SAP Business One Main Menu , choose
Modules
Administration Setup
Business Partners
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
Sales A/R A/R Invoice
in the Drag
& Relate menu.
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
Filtering in Drag & Relate
Filtering in Drag & Relate

Prerequisites
You used the Drag & Relate function and the application displays a report.
Procedure
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1. In the Drag & Relate report, left-click a value in any of the columns until a black rectangle appears, drag it to the
( Filter Table ) icon, and release the
mouse button.
The Filter Table window appears, in which the first filter criterion is already specified. If you want to narrow your search down further, you can specify
additional filter rules, for example smaller than or is empty. For more information, see Filter Table Window.
2. To apply the filter, choose OK .
The list is sorted according to your filter criteria.
3. To remove the filter, choose the
( Filter Table ) icon.
4. In the Filter Table window, choose the Clear button and OK .
More Information
Using Drag & Relate
1.1.1.1.3 Main Menu: My Menu Tab

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
1.1.1.1.3.1 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.
2.
3.
4.
To open the Query Manager window, choose

Tools
Queries
Query Manager .
Choose the query you want to add to your user menu.
Choose
Tools
My Menu Add to My Menu . The Add to My Menu window appears.
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 .
More Information
Main Menu: My Menu Tab
Organizing the Personalized Menu
1.1.1.1.3.2 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.
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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
Procedure
To change an object:
Select the required object and use:

Level : to change the menu option hierarchy level
Folder : to move the menu option to a different parent folder
Loc. in Folder : to change the menu option location within a folder
To rename an item:
Choose Rename and enter the new name in the Data Entry window.
To delete an item:
Choose Delete .
More Information
Main Menu: My Menu Tab
Creating a Personalized Menu
1.1.1.2 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
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
1.1.1.2.1 File Menu

Use the File menu to select the options described below.
File Menu Fields
Menu Command
Description/Activity
Close
Closes the current window.
Save as Draft
Saves the document as a draft.
Page Setup
Lets you change the orientation of text, select paper source and size, and adjust page
margins.
Preview
Provides a preview window displaying the open document or report based on the default
layout. If the document or report has a layout created with the Crystal Reports software,
version for the SAP Business One application as its default, the preview opens in
Crystal Reports Viewer.
Preview Layouts
Opens the Choose Layout window, displaying both Crystal Reports and PLD layouts.
You can select a layout other than the default layout to view the open document or report.
If you select a layout created with the Crystal Reports software, the document or report is
displayed in Crystal Reports Viewer.
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Print ( Ctrl + P )
Opens the standard Microsoft Windows Print window.
Select Layout and Print
Opens the Choose Layout window, displaying both PLD (standard SAP Business
One) layouts and layouts created with the Crystal Reports software. Select a layout,
choose the OK button, and the standard Microsoft Windows Print window opens.
Note
When you select this option, no print preview appears.
Print Sequence
Opens the Print Sequence window. Select a print sequence that you want to apply to
the open document or report, and choose the Print button.
Send
Sends messages, e-mails, SMS messages, and faxes directly from SAP Business One.
Note
You can send e-mails from SAP Business One only if the mailer service is installed.
For more information, see the Administrator's Guide , which you can access from
the menu bar by choosing
Help
Welcome Screen
Additional Documents
.
Export
Exports data to the defined applications or XML, and converts layouts to PDF, text,
unformatted text, or image.
Launch Application
Starts an application from SAP Business One. For more information, see Launch
Application.
Lock Screen
Prevents access to your active screen when you are not at your workstation.
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
1.1.1.2.1.1 Launch Application

Use this window to launch different applications directly from SAP Business One.
To access the window, choose
File
Launch Application.
Note
This topic documents fields and other elements in this window that either are not self-explanatory or require additional information.
Launch Application Window

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
File Menu
Toolbar
1.1.1.2.1.1.1 Application Details

Use this window to enter details of an application that you can later launch from SAP Business One.
File
Launch Application
, and in the Launch Application window, choose New .
Note
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Application Details Window

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

Use the Preview option to display a document or report on the screen as it will appear when printed.
For objects other than documents or reports, SAP Business One displays the Print Preferences window.
Choose
File
Preview
or click
( Preview... ) in the toolbar.
Note
For more information about layouts, see the how-to guides How to Work with Crystal Reports in SAP Business One and How to Customize Printing Layouts
with the Print Layout Designer .
You can download both documents from the documentation area of SAP Business One Customer Portal at
http://service.sap.com/smb/sbocustomer/documentation.
Print Preferences Window

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
1.1.1.2.2 Edit Menu

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1.1.1.2.2 Edit Menu

Use the Edit menu to perform standard Microsoft Windows functions.
Edit Menu Fields
Menu Command
Shortcut
Undo ( Ctrl + Z )
Reverse your most recent action.
Redo ( Ctrl + Shift + Z )
Repeat an action that you just undid.
Cut ( Ctrl + X )
Remove data from one place in the document, in order to insert it elsewhere in the
document.
Copy ( Ctrl + C )
Duplicate data to leave it where it is and also insert it elsewhere in the document.
Paste ( Ctrl + V )
Insert data, which you have cut or copied, at the required place in the document.
Delete ( Del )
Remove selected data from the document.
Select All
Select the entire field.
More Information
Menu Bar
1.1.1.2.3 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
Menu Option
User-Defined Fields ( Ctrl + Shift + U )
Displays user-defined fields that you have previously created in existing tables, according
to your business requirements. For more information, see User-Defined Fields.
System Information ( Ctrl + Shift + D )
Displays information in the status bar, such as form number, or item number in a
database table.
Pickers Display
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.
Indicators Display
Activated indicators show you which fields can be translated or have user-defined values,
and whether you can choose values from a list.
Restore Column Width
Cancels manual changes to column widths in tables and restores default table settings.
Legend ( Ctrl + L )
Displays the colors used for highlighting the dynamic information in the Dynamic
Opportunity Analysis report.
Translated Values
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
1.1.1.2.3.1 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.
( Date )
Opens a calendar, in which you can select a date.
( Calculator )
Opens a calculator, for example in total amount fields.
( User-Defined Values )
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.
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.
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More Information
View Menu
1.1.1.2.4 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
1.1.1.2.5 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
1.1.1.2.6 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
1.1.1.2.7 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
Layout Designer
Lets you assign layouts or printing sequences for printing. The option is available when
most document types or reports are active. For more information, see Layout Designer.
Preview External Crystal Reports File
Lets you preview reports or layouts, created with the Crystal Reports software, that you
have not yet imported into SAP Business One.
Form Settings ( Ctrl + Shift + S )
Displays the Form Settings Window containing a list of all the fields, rows, and tables
that you can arrange in any particular window.
The options available to each window depend on the window itself. For example, row and
table options are available in sales and purchasing documents.
Change Log
Tracks changes to the authorization system and to different documents and master data
in SAP Business One. For more information, see Change Log Window.
Access Log
Displays the access activity of SAP Business One users. For more information, see
Access Log Window.
Queries
Used to display and organize system and user-defined queries, run the Query Manager,
and select a print layout for a query.
My Menu
Organize or add new options to the user menu. For more information, see Main Menu:
My Menu Tab.
My Shortcuts
Select Customize to define your own shortcuts to frequently used windows in SAP
Business One, or select one of the previously defined shortcuts. For more information,
see Customize User Shortcuts.
User-Defined Values (Shift + F2)
Enter values, originating from a predefined search process, to any field in SAP Business
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One (including user-defined fields). For more information, see User-Defined Values.
User-Defined Windows
Displays and manages user-defined windows, which contain additional fields that your
business might require for day-to-day activities. For more information, see User-Defined
Fields.
Customization Tools
Displays a list of user-defined tables you have previously created in SAP Business One.
Your business might require these additional tables for its day-to-day activities.
Default Forms
Displays new business logic or new objects in SAP Business One, based on existing
functionality. For more information, see User-Defined Objects.
More Information
Menu Bar
1.1.1.2.7.1 Layout Designer

The layout designer provides available lists of SAP Business One printing layouts created by the Crystal Reports software or the Print Layout Designer tool, as
well as printing sequences for printing documents and reports in SAP Business One.
You can set a layout or printing sequence as the default printing option for each document or report for all or some SAP Business One users. For certain
documents, you can also specify whether the default printing option is for all or some of the business partners.
To access the layout designer, proceed as follows:
1. Open a document or report.
2. Do one of the following:
Choose
Tools
Layout Designer...
In the toolbar, click

( Layout Designer... ).
The Layout and Sequence window opens.
More Information
Assigning Default Printing Options
Assigning Default Printing Options to Users
Assigning Default Printing Options to Business Partners
Print Layout Designer
Working with the Crystal Reports Software
See the how-to guides How to Work with Crystal Reports in SAP Business One and How to Customize Printing Layouts with the Print Layout Designer .
1.1.1.2.7.1.1 Assigning Default Printing Options

You can assign layouts created with the Crystal Reports software or the Print Layout Designer tool, or printing sequences to documents or reports, as the default
printing option.
Procedure
1. Open the Layout Designer - Selection Criteria window. For more information, see Layout Designer.
Choose
Tools
Layout Designer .
3.
4.
5.
6.
In the toolbar, click

The Layout Designer - Selection Criteria window appears.
Select the required layout and choose the Set as Default button. The Default Layout window appears.
Select the required options.
To save your changes, choose the OK button.
In the Layout Designer - Selection Criteria window, choose the Update button.
More Information
Layout Designer
1.1.1.2.7.1.2 Assigning Default Printing Options to Users

You can assign a layout or printing sequence as the default printing option for a document or report to all or some users.
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Procedure
1. Access the layout designer. For more information, see Layout Designer.
2. Select the required layout.
3. Choose the Set as Default button.
The Default Layout window appears.
4. Select one of the following options:
Set as Default for All Users
Choose this option to set the selected layout or printing sequence as the default printing option of the document or report for all users.
Set as Default for Current User
Choose this option to set the selected layout or printing sequence as the default printing option of the document or report for the current user.
Set as Default for Specified Users
Choose this option to set the selected layout or printing sequence as the default printing option of the document or report for specific users.
5. To specify certain users, choose
( Browse ) beside the third option mentioned above.
The List of Users window appears. Select one user, choose the Choose button, enter the Users - Selection Criteria window, in which you can add or
remove users, and specify the users to choose.
Note
All users are listed in the List of Users window, including the users to whom other layouts or printing sequences have been assigned as the default
printing option for the document or report. You may choose whether or not to change their default printing option for the document or report.
6. To save the changes, in the Layout Designer - Selection Criteria window, choose the Update button.
More Information
Layout Designer
1.1.1.2.7.1.3 Assigning Default Printing Options to Business

Partners
You can assign a layout or printing sequence as the default printing option for a document or report to all or some business partners.
Procedure
1. Access the layout designer. For more information, see Layout Designer.
2. Select the required layout.
3. Choose the Set as Default button.
The Default Layout window appears.
4. Select one of the following options:
Set as Default for all BPs (for Whom a Default Layout Has Not Been Assigned)
Choose this option to set the selected layout or printing sequence as the default printing option of the document or report for all the business partners
for whom no default layout has been assigned yet.
Set as Default for Specified BP
Choose this option to set the selected layout or printing sequence as the default printing option of the document or report for specific business partners.
5. To specify certain business partners, choose
( Browse ) beside the second option mentioned above.
The BP Properties window appears, in which you set selection criteria for choosing from all business partners. By choosing the OK button, you enter the
Business Partners - Selection Criteria window in which you specify the business partners to choose.
Note
All business partners that meet the selection criteria specified are listed in the Business Partners - Selection Criteria window, including the business
partners to whom other layouts or printing sequences have been assigned as the default printing option for the document or report. You may choose
whether or not to change their default printing option for the document or report.
6. To save the changes, in the Layout Designer - Selection Criteria window, choose the Update button.
More Information
Defining the Language in the Default Layout
Issuing Documents in the Customer's Language
Layout Designer
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1.1.1.2.7.2 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.
( Form Settings... ) in the toolbar.
More Information
Main Menu: Modules Tab
Form Settings for Sales Documents
1.1.1.2.7.3 Change Log Window

Use the change log to gain an overview of changes in most windows of SAP Business One. By tracking the change log, your auditors can more easily verify and
audit G/L entries.
Each time you update, for example, tax groups, withholding tax, house banks, freight, credit card, authorizations, employee master data, sales, purchasing
documents, production orders, or charts of accounts, the application records the change and can show it as required in the Change Log window.
To access the change log, open a window in SAP Business One, make changes if necessary, and then (with the window still open) choose
Log... .
Tools
Change
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
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.
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
1.1.1.2.7.4 Access Log Window

The Access Log window displays the access details of SAP Business One users who have logged on and logged off with one of the following:
SAP Business One client
DI API
Note
The Access Log window does not display the access details of users who have logged on and logged off using one of the following:
SAP Business One integration platform
Web tools
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Microsoft SQL Server

To open the Access Log window, in the SAP Business One menu bar, choose
Tools
Access Log
Access Log Fields

Date From, To
Specify a date range to display detailed results for the selected user.
Note
If you do not specify a date range, the Access Log Details window does not display any results for the selected user.
Superuser
Displays one of the following:
Yes
Yes, the user is a superuser.
No
No, the user is not a superuser.
Locked
Displays the current lock status of each user as follows:
Yes
Yes, the user is locked.
No
No, the user is not locked.
Note
For more information about users and locking, see the online help topic Users - Setup Window.
Latest Logon Status

Displays the date and time of the latest logon for each user. If the user is currently logged on to SAP Business One, the line for the user is highlighted.
Latest Access Status

Displays one of the following statuses for each user's previous logon:
Succeeded
Indicates that the user's previous logon was successful.
Failed
Indicates that the user's previous logon failed.
Latest Logoff
Displays the date and time of the latest logoff for each user.
Last Password Change

Displays the date and time at which the password was last changed. In addition, it shows which user performed the change.
No. of Failed Access Attempts

Displays the number of failed access attempts since the last successful logon for each user, if the user's last access attempt failed.
More Information
Access Log Details Window
1.1.1.2.7.4.1 Access Log Details Window

The Access Log Details window displays a list of actions and details related to a specific user's access activity in SAP Business One.
To open the Access Log Details window, in the Access Log window, double-click the table row of a user whose access information you want to display.
Access Log Details Fields

Action
Displays one of the following actions for each user:
Logon Succeeded
Indicates that the previous logon attempt succeeded.
Logon Failed
Indicates that the previous logon attempt failed.
Logoff
Created
Indicates that a new user code has been created.
Superuser Selected
Indicates that the user's status has changed to superuser.
Superuser Deselected
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Indicates that the user's superuser status has been removed.

Locked
Unlocked
Password Changed
Indicates that the user password has changed since the previous logon.
Screen Unlock Failed
The SAP Business One application screen is locked after a certain time of inactivity and the user must log on again by entering the user credentials. The Screen Unlock
Failed status indicates that attempting to log on again by unlocking the SAP Business One screen failed.
Action By
Displays the user ID of the user who has performed the action indicated in the Action column.
Client IP
Displays the IP addresses of the SAP Business One client computer in use by the user shown in the Action By column.
Client Name
Displays the name of the SAP Business One client computer in use by the user shown in the Action By column.
Date and Time

Displays the date and time of the action indicated in the Action column.
More Information
Access Log Window
1.1.1.2.7.5 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
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.
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
1.1.1.2.7.5.1 Changing a Saved Query
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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 ( Display ) located next to Display Query Structure . The query script appears.
4. Click
( 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 .
1.1.1.2.7.5.2 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.
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.
1.1.1.2.7.5.3 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.
1.1.1.2.7.5.4 Assigning Permission Groups

The checkboxes 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 .
2. Choose Add to add the new category.
1.1.1.2.7.5.5 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. 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 .
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2. Assign an authorization group to the new category by clicking one of the boxes at the bottom of the window.
3. Choose OK
1.1.1.2.7.5.5.1 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
1.1.1.2.7.5.6 Changing the Name of an Existing Category

Procedure
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.
1.1.1.2.7.5.7 Save Query Window

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.
1.1.1.2.7.5.8 Saving a Query

Procedure
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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.
1.1.1.2.7.6 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.
To access the Query Generator choose from the Tools menu:
Queries
Query Generator
Recommendation
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.
Example
An initial example illustrates the principles of defining a query.
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
1.1.1.2.7.6.1 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.
1.1.1.2.7.6.2 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:
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.
1.1.1.2.7.6.3 Principles of Defining a Query

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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.
1.1.1.2.7.6.4 Creating Simple Queries

Query Generator is an SAP Business One tool that enables you to create queries using the SQL query engine.
Note
This tool is designed for data retrieval only. Do not use it for any kind of updates.
Procedure
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.
1.1.1.2.7.6.4.1 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.
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.
1.1.1.2.7.6.4.2 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.
1.1.1.2.7.6.4.3 Removing Tables from the Tables Area

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Procedure
1. Select the table you want to remove.
2. Choose the X button.
1.1.1.2.7.6.4.4 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.
1.1.1.2.7.6.5 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.
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.
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
1.1.1.2.7.6.6 Query Preview

The Query Preview window displays the results of a query executed using the Query Generator or Query Wizard.
The upper section displays the executed query script; the lower section displays the query results.
Query Preview
Hide / Display Query Structure
Choose to hide the query script.
Edit Query Script

( 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.
Reverse Table
Choose to display the table either from right-to-left or from left-to-right.
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Upload to BI OnDemand
Upload the query results to BI OnDemand. You first must log on to the BI OnDemand website and select the Keep me logged in for 2 weeks checkbox.
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 Generator
Query Wizard
1.1.1.2.7.6.7 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, ... T n 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
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.
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.
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
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Principles of Defining a Query
1.1.1.2.7.7 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:
Queries
Query Wizard
Note
You can create queries that only retrieve data, not to manipulate or change it.
More Information
Query Wizard: Select Tables for The Report
Query Wizard: Select Fields and Sort Orders
Query Wizard: Conditions and Relations
Query Wizard: Query Wizard Completed
1.1.1.2.7.7.1 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
1.1.1.2.7.7.2 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.
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.
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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.
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.
Note
A row in which one of the computation options is selected cannot be grouped.
More Information
Query Wizard
1.1.1.2.7.7.2.1 Calculation Field Window

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
1.1.1.2.7.7.3 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.
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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.
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.
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]...
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.
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
1.1.1.2.7.7.4 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
1.1.1.2.7.8 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
or by choosing them from
Tools
Queries
System Queries

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Use the Customize window to define your own shortcut keys for opening frequently used windows.
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
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
1.1.1.2.7.10 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
To access the entered values, choose
Tools
User-Defined Values
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
1.1.1.2.7.10.1 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.
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
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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.
1.1.1.2.7.11 User-Defined Tables

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
Tools
Customization Tools
User-Defined Tables - Setup
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
1.1.1.2.7.12 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
Tools
Customization Tools
User-Defined Fields - Management
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
1.1.1.2.7.12.1 Updating User-Defined Fields

Procedure
You can update the following values:
Description
Length
Valid values
Default values
You cannot update the following values:
Field type
Status of the Mandatory field
To update a user-defined field, click it and press Update .

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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
1.1.1.2.8 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
Menu Option
Cascade
Arranges all the currently open windows so that they partially overlap each other.
Close All
Closes all open windows with the exception of Main Menu .
Color
Lets you choose a color for the active window.
Main Menu ( Ctrl + 0 )
Sets the SAP Business One Main Menu as the active window.
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 Overview
Displays the Messages/Alerts Overview window, which shows your E-mail, SMS, and
fax messages, and your alerts.
Calendar
Displays the Calendar, so that you can view your meetings, telephone calls, and other
activities.
System Messages Log
Displays the System Messages Log window where you can see the last error messages,
according to the definition in the General Settings window.
You can select whether to display all types of messages, error messages, warnings, or
information messages only.
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
1.1.1.2.8.1 System Messages Log

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.
Window
System Messages Log
System Messages Log Fields

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.
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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.
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.
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.
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
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.
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
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.
More Information
Window Menu
1.1.1.2.9 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
Menu Option
Activity/Description
Documentation
This menu item encompasses:

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).
Additional Documents: to launch the Additional Documentation screen from
which you can access the Administrator's Guide , the Whats New document,
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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.
Welcome Screen
Enables you to launch the Welcome screen of the application, which includes useful
links to documents and training material.
Support Desk
Enables you to:

Look for SAP Notes and calls submitted to the support center
Submit a message to the support center
Run the Restore utilities, following explicit instructions from a support consultant
Your Feedback
Enables you to submit your feedback about application functionality and/or the
documentation.
This option is not for submitting messages to the support center.
About
Displays the exact version and build of SAP Business One that you are using.
1.1.1.2.9.1 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.
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.
1.1.1.3 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.
Toolbar Icons
Icon
( Preview... )
Enables you to view a document before printing. See also Print Preview.
( Print... )
Prints the active document on the specified printer.
( E-mail... )
Displays the Send Message window, in which you add the E-mail address and enter
the text of the message.
( SMS... )
Displays the Send Message window, in which you enter the phone number and the
text of your SMS message.
( Fax... )
Displays the Send Message window, in which you add the Fax number and enter the
text for the fax.
( MS-EXCEL )
Enables you to export data to Microsoft Excel.
( MS-WORD )
Enables you to export data to Microsoft Word.
( PDF )
Enables you to export data as a PDF (portable document format) file.
( Launch Application... )
Enables you to launch different applications directly from SAP Business One. See also
Launch Application.
( Lock Screen )
Enables you to lock the active screen. See also File Menu.
( Find )
Switches to Find mode. See also Working in the Find Mode.
( Add )
Switches to Add mode. See also Working in the Add Mode.
( First Data Record )
Enables you to navigate between objects of the same type. See also Data Menu.
( Previous Record )
( Next Record )
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( Last Data Record )

( Filter Table... )
Enables you to search and display specific data in SAP Business One. See Filtering
Data in SAP Business One.
( Sort Table... )
Enables you to sort data in a table. See Sorting Data in Tables.
( Base Document... )
( Target 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 delivery.
( Gross Profit... )
Displays the Gross Profit window for a sales document. See Gross Profit.
( Payment Means... )
Enables you to specify payment means for a document. See Payment Means.
( Volume and Weight Calculation... )
Calculates the volume and weight of the items in marketing documents.
( Transaction Journal... )
Displays the Transaction Journal Report with the summary of all the accounting
transactions.
( Journal Entry Preview )
Enables you to preview the corresponding journal entry posting before you add a
document that generates journal entry. If adding the document triggers more than one
journal entry posting, you can preview all at one time.
Note
If transactions are posted to journal entries, for example, by another user, during
journal entry preview, the final journal entry might differ from the one previewed.
( Layout Designer... )
Lets you select a layout or printing sequence and edit layouts for printing documents and
reports. See Print Layout Designer and Working with the Crystal Reports Software.
( Form Settings... )
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 tables displayed in a window.
Additionally, see Tools Menu.
( Query Manager... )
Displays the Query Manager window. For more information about queries, see Query
Manager.
( Messages/Alert Overview... )
Displays the Messages/Alerts Overview window, which displays user messages and
alerts.
( Calendar... )
The SAP Business One Calendar displays your scheduled meetings, phone calls, and
other activities.
( Context Help... )
Displays the SAP Business One online help.
More Information
SAP Business One Main Window
1.1.1.4 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
1.1.1.4.1 Field Information and System Messages in the Status

Bar
The left-hand corner of the status bar displays field information and system messages.
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
information appears.
View
System Information
; then position the cursor over a field and its relevant
The following message types appear in the status bar:

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.
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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
1.1.1.4.2 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.
Use this procedure to replace old information in the status bar by dragging and dropping new fields.
Note
To delete the user-specific information from the status bar, press Alt and choose the field you want to delete.
More Information
Status Bar
1.1.1.5 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
1.1.2 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
1.1.2.1 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
Data Add .
Press Ctrl + A .
In the toolbar, choose
( 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 ) 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.
More Information
1.1.2.3 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
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.
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More Information
1.1.3 Search Functions in SAP Business One

SAP Business One lets you search for different data stored in the application, for example, business partners, items, documents, and so on. You can use the
following search functions:
Search Menus, Master Data, and Documents
Search in Add Mode
Search in Find Mode
Run queries to find specific information in SAP Business One. For more details, see Query Wizard and Query Generator.
1.1.3.1 Searching Menus, Master Data, and Documents

SAP Business One lets you search menus, master data, and documents using the search bar below the tool bar. The lookup function provides you with quick
access to window-level menus, master data, and marketing documents:
Data and document search
You can search for the following data and documents using the lookup function:
Item master data
Business partner master data
Documents
Menu search
You can locate all the windows listed in the SAP Business One Main Menu by searching the window name.
Procedure
Looking Up Data and Documents
1. To search data and documents, in the search bar, do one of the following:
Choose
( Search ) and then choose Search Data (F2) .
On your keyboard, press F2 .
2. In the search box, enter the relevant information for the data you want to find.
The following table explains what information you need to enter in order to find a particular kind of data or document:
Looking Up
User Action
Business Partners
Enter the full or partial value for any of the following fields in the business partner
master data:
Code
Name
Foreign Name
Tel 1
E-Mail
Remarks
Items
Enter the full or partial value for either of the following two fields in the item master
data:
Item Number
Description
Documents
Enter the full or partial value of the No. field in the document.
Currently, the following document types are supported in the search function:
Purchase Order
Sales Quotation
Sales Order
Sales and Purchase Document Drafts Report
Delivery
Goods Issue
Goods Receipt
Goods Receipt PO
Return
Incoming Payments
Outgoing Payments
Goods Return
Correction Invoice
Inventory Transfer
A/P Invoice & A/P Reserve Invoice
A/R Invoice & A/R Reserve Invoice
A/R Credit Memo
A/P Credit Memo
A/P Down Payment Request & A/P Down Payment Invoice
A/R Down Payment Request & A/R Down Payment Invoice
Incoming Excise Invoice (only in India)
Outgoing Excise Invoice (only in India)
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A/P Correction Invoice (only in Czech Republic, Slovakia, Hungary, Russia, and Poland)
A/P Correction Invoice Reversal (only in Czech Republic, Slovakia, Hungary, Russia, and Poland)
A/R Correction Invoice (only in Czech Republic, Slovakia, Hungary, Russia, and Poland)
A/R Correction Invoice Reversal (only in Czech Republic, Slovakia, Hungary, Russia, and Poland)
3. After you specify the correct information, launch the search using either of the following two ways:
On the keyboard, press Enter .
Choose the Search button located to the right of the search box.
The system displays results in the Lookup Results window in three groups:
Items
Business partners
Documents
4. To view results from only one group, choose Show All Results for this Group .
5. To return to the original Lookup Results window, choose Go Back to All Results .
6. From the results, select the data or document you want to locate.
Looking Up Menus
1. To locate a window listed in the Main Menu , in the search bar, do one of the following:
Choose
( Search ) and then choose Search Menus (F3) .
On your keyboard, press F3 .
2. Enter the name of the window you want to locate.
The system filters the window names as you type and displays the results in a floating window.
3. From the result list, choose the window you are looking for.
1.1.3.2 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
( Choose From List ) produces the List of Business Partners
displaying your customer codes.
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
1.1.3.3 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.
1. Choose
Business Partners
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
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1.1.4 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

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.
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.
1.1.5 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
Description
Add
Adds a new record to the database, for example, business partner master data, or sales
and purchasing documents.
OK
Approves a setting or a change, and closes the window.
Cancel
Cancels an action or a change, and closes the window.
Update
Saves changed data. For example, you can update business partner or employee
records, or item details.
Select All
Selects all the checkboxes in a window. The button usually appears in the Selection
Criteria window of a report.
Clear Selection
Deselects all the selected checkboxes in a window.
Expand
Shows more details of certain data in a window.
Collapse
Hides certain data in a window.
Next
In a wizard, enables you to proceed to the next window.
Back
In a wizard, enables you to return to the previous window.
Finish
In a wizard, enables you to finish entering data and to complete or exit the wizard.
1.1.6 Changing Field Descriptions

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
Administration System Initialization Authorizations
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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 .
1.1.7 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
Description
( Choose From List )
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.
( Link Arrow )
Use to access information from different sources.

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

Enables you to display and look through different windows to make a selection.
1.1.8 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
1.1.8.1 General Shortcut Keys in SAP Business One

SAP Business One enables you to perform numerous tasks using general shortcut keys.
General Shortcut Keys
Function
Shortcut Keys
Change a field name in a window
Press and hold Ctrl + double-click the field name to open the Changing Description
window.
Move to the next active field
Press Tab .
Move to the previous active field
Press and hold Shift + Tab .
Enter today's date
Enter any non-numeric character + Tab , for example, W + Tab .
Enter a date in the current month
Enter a digit for a date + Tab , for example, 12+ Tab for March 12 , where March is
the current month.
Enter a date in the current year
Enter digits for a date and month + Tab , for example, 1212+ Tab for December 12,
2006 , where 2006 is the current year.
Enter any date
Enter digits for a day, month, and year + Tab , for example, 121205+ Tab for
Select successive rows
Select the first row, press Shift and select the last row.
Select any displayed rows
Select the first row, press Ctrl and select the next relevant row.
December 12, 2005 .
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Deselect a row
Press Ctrl + select the relevant row.
More Information
About Shortcut Keys in SAP Business One
1.1.8.2 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
Shortcut Key
Display a base document
Goto
Base Document
Ctrl + N
Display a target document
Goto
Target Document
Ctrl + T
Display detailed row information
Goto
Row Details
Display the Payment Means window
Goto
Payment Means
Ctrl + Y
Display the Gross Profit window
Goto
Gross Profit
Ctrl + G
Display the Volume & Weight Calculation window of

delivered items
Goto
Volume and Weight Calculation
Ctrl + W
Generate the Transaction Journal report
Goto
Transaction Journal...
Ctrl + J
Position the cursor in the Business Partner Code field
Goto
Business Partner Code
Ctrl + U
Move to the first row in the table
Goto
First Row
Ctrl + H
Move to the last row in the table
Goto
Last Row
Ctrl + E
Proceed to the Remarks field
Goto
Remarks
Ctrl + R
Display the serial/batch number-related information
Goto
Batch/Serial Numbers
Ctrl + Tab in the Quantity field
Display a list of alternative items
Goto
Alternative Items
Ctrl + Tab in the Item Number field
Display the item allocation in a warehouse
Goto
Warehouse Balance Report
Ctrl + Tab in the Whse field
Ctrl + L
More Information
1.1.8.3 Shortcut Keys in Payment Documents

Use the following shortcut keys in incoming and outgoing payments.
Shortcut Keys in Payment Documents
Function
Menu Command
Shortcut Key
Display the Payment Means window
Goto
Payment Means...
Ctrl + Y
Generate the Transaction Journal report
Goto
Transaction Journal...
Ctrl + J
Position the cursor in the Business Partner Code field
Goto
Business Partner Code
Ctrl + U
Goto
First Row
Ctrl + H
Goto
Last Row
Ctrl + E
Goto
Remarks
Ctrl + R
Copy the amount due to the Total or Amount fields in

the Payment Means window
Right Click
Copy 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
Ctrl + B in the Total or Amount field
Ctrl + Shift + Tab
More Information
1.1.8.4 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)
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Shortcut Keys in Inventory and Production Documents

Function
Menu Command
Shortcut key
Display the details of the selected row
Goto
Row Details...
Ctrl + L
Goto
First Row
Ctrl + H
Goto
Last Row
Ctrl + E
Goto
Remarks
Ctrl + R
Display the batch or serial numbers for the item, if exist
Goto
Batch/Serial Numbers
Ctrl + Tab in the Quantity field
More Information
1.1.9 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
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)
1.1.9.1 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
Payment Drafts Report or
Banking Outgoing Payments
Checks for Payment Drafts .
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 .
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.
Result
The status of the draft is Closed .
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More Information
Document Drafts Selection Criteria
Saving Drafts as Regular Documents
1.1.9.2 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
Purchasing - A/P Purchasing Reports
Document Drafts Report
Inventory
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
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.
More Information
Managing Document Drafts
Document Drafts Window
1.1.9.2.1 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
( Form Settings ) and select additional columns.
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More Information
Managing Document Drafts
Document Drafts - Selection Criteria
1.1.9.3 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
File Save as Draft
or right-click in the document window and choose Save as 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.
1.1.9.4 Deleting Document Drafts

The following procedure explains how to delete documents that were saved as drafts.
Procedure
Sales A/R Sales Reports
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 .
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.
Document Drafts Reports
, or
Purchasing A/P
Purchasing
More Information
Document Drafts
Document Drafts - Selection Criteria
1.1.10 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... ).
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
5. To close the Filter Table window, choose OK .
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( Filter ) icon.
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Removing Filters
To see an unfiltered view of the document or report, choose
( Filter Table... ) in the toolbar.
Note
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.
More Information
Filter Table Window
1.1.10.1 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
( Filter Table ... ).
Note
Filter Fields
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
Description
Equal
Displays all rows with records that equal the value in the Value field.
Not Equal
Displays all rows with records that do not equal the value in the Value field.
In Range
Displays all rows with records that are within the range of values between the Value
and To Value fields.
Out of Range
Displays all rows with records that are outside the range of values between the
Value and To Value fields.
Greater than
Displays all rows with records that are larger than the value in the Value field.
Greater or Equal
Displays all rows with records that are larger than or the same as the value in the
Value field.
Smaller than
Displays all rows with records that are smaller than the value in the Value field.
Smaller or Equal
Displays all rows with records that are smaller than or the same as the one in the
Value field.
Is Empty
Displays all rows that do not contain any records.
Is Not Empty
Displays all rows that contain records.
Value
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
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 .
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More Information
Filtering Data in SAP Business One
1.1.11 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
1.1.11.1 Sort Table Window

Use the Sort Table window to set up how data in tables is sorted, for example, report data.
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
1.1.12 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.
You can set printing preferences in the following windows:
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Print Preferences window

See also Print Preferences: General Tab or Print Preferences: Per Document Tab
User Defaults, Print Tab
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
In addition, you can preview and print documents that have layouts created with the Crystal Reports software version for the SAP Business One application.
These documents appear in Crystal Reports Viewer.
Tools Menu
Lets you do the following:
Assign default printing sequences or layouts created either by the Crystal Reports software, version for the SAP Business One application or by the
Print Layout Designer tool to documents or reports for printing.
Preview and print external .rpt files that are created with the Crystal Reports software, version for the SAP Business One application, before you
import or save 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
Layout Designer
Document Printing
Printing Checks for Payment
Crystal Reports Viewer
Printing Additional Bar Code Types
Defining and Printing Packing Slips
1.1.12.1 Printing Additional Bar Code Types

With SAP Business One you can print the most widely used bar code types: EAN 13 and Code 39.
By following this procedure, you can also print other bar code types.
Prerequisites
You have saved the required bar code fonts on your computer.
Note
You can obtain bar code fonts from the Internet.
Procedure
1.
2.
3.
4.
5.
6.
To install a bar code font in the Windows font library, choose

Start Control Panel Fonts
from the Windows taskbar.
From the menu bar, choose
File Install New Font... .
Navigate to the required font and choose OK .
In SAP Business One, open the required print layout in the Print Layout Designer, create a new field, and define it as Free Text or Database .
In the Field Properties window, go to the Format tab.
In the Font field, select the bar code font from the dropdown list.
Result
When the document is printed, the content of the new field is printed as a bar code.
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More Information
Item Master Data: General Area
1.1.13 Reporting for SAP Business One

To do reporting for SAP Business One data, you use the Crystal Reports software version for SAP Business One and the Print Layout Designer tool.
With the Crystal Reports software, you can do the following:
Create, view, import, or export layouts for documents or integrated reports in SAP Business One
Create, import, export, or run reports
You use the Print Layout Designer tool to create layouts for documents or integrated reports.
More Information
Reports
Working with the Crystal Reports Software
1.1.13.1 Print Layout Designer

The Print Layout Designer (PLD) tool lets you modify and customize the SAP Business One default printing layouts according to your requirements.
With Layout Designer , you can set one layout as the default for all or some SAP Business One users and link specific print layouts to selected business
partners.
After you open the PLD-type layout for a document, the layout is opened in the Print Layout Designer tool with the Print Layout Designer menu bar appearing in
the menu bar of SAP Business One.
More Information
Layout Designer
Assigning Default Layouts
For more information about the Print Layout Designer tool, see the document How to Customize Printing Layouts with the Print Layout Designer , which you can
download from the documentation area of SAP Business One Customer Portal at http://service.sap.com/smb/sbocustomer/documentation.
1.1.13.2 Working with the Crystal Reports Software

Using SAP Crystal Reports, version for the SAP Business One application, you can create reports and layouts that are fully aligned with the interface elements of
SAP Business One and SAP Business One add-ons.
Note
Only SAP channel partners, SAP Business One superusers, and SAP Business One authorized regular users can access the Crystal Reports software.
More Information
For more information about working with the Crystal Reports software, see the following:
The how-to guide How to Work with SAP Crystal Reports in SAP Business One, which you can download from the documentation area of SAP Business
One Customer Portal at http://service.sap.com/smb/sbocustomer/documentation
The SAP Crystal Reports online help, which you can access from the SAP Crystal Reports software
1.2 Administration
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
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Perform regular maintenance functions for your system such as backup and restore.
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
Integration Framework
Add-Ons
Working With Workflow
Setting Up and Working with Alerts
Send Message
BI OnDemand Integration Configuration
1.2.1 Choose Company

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

Use the following procedure to create a new company in SAP Business One.
Note
For the Israel and Netherlands localizations, new companies can also be created as part of the Year Transfer process.
Procedure
1.
2.
3.
4.
5.
6.
From the SAP Business One Main Menu , choose

Administration
Choose Company .
Choose the New button.
In the Site User window, specify the site user password and choose the OK button.
In the Create New Company window, specify all parameters according to your needs.
In the Posting Period window, define the posting periods and choose the Continue button.
In the Create New Company window, choose the OK button.
SAP Business One creates a new database on the connected server. This operation may take some time. Once the new company is created, SAP
Business One logs you on to it automatically.
7. Specify a password for the new company
Result
The new company appears in the list of existing companies in the Choose Company window.
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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.
More Information
Choose Company
1.2.1.2 Creating New Companies Based on Solution Packages

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 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 in SAP Business One, 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.
Note
Make sure that the version of the Microsoft SQL Server you select here is not lower than the one the ISV used for packaging the solution. Otherwise, an
error message is displayed in the wizard when you are creating the company.
Only if you specify a local server here, are you later able to define, in the Defining the External Database step, an additional database (other than the
SAP Business One database) that is part of the solution. Otherwise, in that step, the External Database Name field is disabled.
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 .
To create a new company based on a solution package, and to log on to the new company, follow the wizard steps:
1.
2.
3.
4.
5.
6.
7.
Selecting Solution Package on which to base the new company

Confirming the Solution Package Information
Specifying New Company name and database name
Selecting Chart of Accounts
Specifying Posting Periods
Defining the External Database
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.
8. 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.
1.2.1.2.1 Selecting Solution Package

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Procedure
In this step ( Step 1 of 9 ), 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.
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...
You have a localized license, and its localization is the

The localized license that you have
same as the local settings defined in the solution package.
In addition, you may, or may not have a global license.
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 localized license, but its localization differs

from the local settings defined in the solution package. In
addition, you have a global license.
The global license that you have
You have a localized license, but its localization differs

A trial license
from the local settings defined in the solution package. You
Note
do not have a global license.
Before the trial license expires, you must have the
You don't have any license.
corresponding license or a global license and associate
it to the new company by using License
Administration in the administration module.
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 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.
1.2.1.2.2 Package Information

In this step ( Step 2 of 9 ), 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.
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
Company Details
General Local Languages
Country . Select your preferred country.
Administration
1.2.1.2.3 Specifying New Company

Procedure
In this step ( Step 3 of 9 ), 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.
Note
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The wizard disables the Next button until all the fields are filled.
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 countryspecific 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.
1.2.1.2.4 Selecting Chart of Accounts

Procedure
1. In this step ( Step 4 of 9 ), from the Chart of Accounts dropdown list, select the chart of accounts template for the new company.
Chart of Accounts
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.
1.2.1.2.5 Specifying Posting Periods

Procedure
In this step ( Step 5 of 9 ), 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.
Result
The wizard takes you to the next step: Defining the External Database.
1.2.1.2.6 Defining the External Database

In this step (Step 6 of 9), you can define a database in addition to the SAP Business One database.
Prerequisites
The solution package contains an external database.
If your SAP partner has not packaged an external database for the solution, this step displays No external database exists for this package . Choose the Next
button to go to the next step.
Procedure
1. Specify the name of the external database.
The external database is part of the solution; therefore, the default database name displays the name your SAP partner used when packaging the solution.
You can change the database name.
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Note
If earlier in the Choose Company window, you specified a remote SAP Business One server, then in this step, the External Database Name field is
disabled.
Run the new company wizard on the SAP Business One server machine, and you are able to define the additional database.
Result
The wizard takes you to the next step: Confirming the New Company Summary.
1.2.1.2.7 New Company Summary

This step ( Step 7 of 9 ) 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 8 of 9) and then the New company created
successfully window (step 9 of 9).
1.2.1.3 Logging on to Companies

Procedure
1. In the SAP Business One log on window, choose Change Company . Or from the SAP Business One Main Menu , 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.
Administration
Choose
Note
Make sure that you can see all the companies on your database.
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
1.2.1.3.1 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
Administration
Choose Company
Choose Company Fields

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 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.
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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 New Companies
Creating New Companies Based on Solution Packages
1.2.1.3.2 Create New Company Window

Use this window to specify information for creating a new company.
Administration
Choose Company
New
This window also appears when you perform the first step in the year transfer process.
Create New Company Window

Trial Version
Select this checkbox to indicate that the new company is available for limited use, for 31 days only. This checkbox is enabled only if the license file is not yet installed. For more
information, contact your partner, or check the SAP Business One License Guide available on the SAP Business One DVD.
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 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
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 a global license, 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 a new company through the year transfer process, this field is disabled and displays, by default, the local settings defined for the source company.
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.
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 dropdown list, 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 terms,
and property descriptions, 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.
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Define Posting Periods

Specify the posting periods for the new company. For more information, see the Posting Period Window topic in the online help.
1.2.2 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.
Administration
More Information
Defining Foreign Currency Exchange Rates
Defining Indexes
Setting Fixed Exchange Rates
Exchange Rates and Indexes Window
1.2.2.1 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 , and select either the Indexes or Exchange Rates tab, according to the data you want to
export.
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.
9. Choose Update to save the data.
More Information
1.2.2.2 Defining Index Values

Use this procedure to define indexes manually.
Procedure
1.
2.
3.
4.

Administration
Indexes .
From the dropdown list, choose the relevant year. By default, SAP Business One displays the year from the system date.
Place the cursor in the cell where the relevant index and month intersect, and specify the index value.
Specify all the required values and choose Update to save the data.
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1.2.2.3 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
Setup
Financials
Currencies
).
Procedure
Administration Exchange Rates and Indexes
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.
Exchange Rates
Note
The value of the exchange rate entered depends on the Exchange Rate Posting method selected on the General Settings: Display Tab.
4. After entering all necessary exchange rates, choose Update to save the data.
More Information
Exchange Rates and Indexes Window
1.2.2.4 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.
1.2.2.5 Setting Fixed Exchange Rates

Use this procedure to set a fixed exchange rate for selected currencies over a user-defined date run.
Procedure
1.
2.
3.
4.
5.
6.

Administration Exchange Rates and Indexes
Exchange Rates
tab.
Choose Set Rate for Selection Criteria .
At the top of the window, enter a date range of up to one month for which you want to define the exchange rate.
Select the currencies for which you want to define the fixed exchange rate.
Enter the exchange rate for the currency or currencies in the Rate column.
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
1.2.2.5.1 Exchange Rates and Indexes Window

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

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
1.2.2.5.1.1 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.
More Information
Set Rate for Selection Criteria Window
Defining Foreign Currency Exchange Rate
1.2.2.5.1.1.1 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.

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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.
Prerequisites
You have created a test company to test your configuration.
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.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Creating a New Company

Defining the Chart of Accounts Template
Defining Currencies
Setting the Company Address
Defining the Company Calendar
Defining Account Segmentation
Defining G/L Accounts
Defining Purchase Accounting
Defining Document Numbering
Defining Document Settings
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
Defining Address Formats
Defining Countries
Defining Territories
Defining Display Settings
1.2.3.1 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.
To open this window, choose
Administration
Company Details
More Information
Company Details: General Tab
Company Details: Accounting Data Tab
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Company Details: Basic Initialization Tab
1.2.3.1.1 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, from the SAP Business One Main Menu , choose
Administration
Company Details
General

Company Name
Specify the company name. This name:
Appears at the top of the SAP Business One Main Menu
Appears in reports and on printed documents
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 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, 12345-678.
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. You can enter up to 100 characters in this field.
GLN (Global Location Number)

Represents an address or a business partner. This field is alphanumeric and 50 characters long.
The GLN entered here is automatically assigned to all existing company warehouses. Warehouses added after a GLN is defined are assigned a new GLN.
Note
This field appears only if the EDI scenario is activated.
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.
Other countries: enter additional information, if applicable.
Country-Specific Fields: Brazil

County
Specify the county.
Note
You must first specify the country and state.
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: Germany

General Manager
Specify the general manager of your company. This information can be printed on sales and purchasing documents.
Country-Specific Fields: Russia
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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. Value of this field is used on specific print layouts where
required by the legislature.
Country-Specific Field: India

STD Code
Enter the STD code of the SAP Business One company.
More Information
Company Details
Counties for Specific State Window: Brazil
1.2.3.1.1.1 Counties for Specific State Window: Brazil

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

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
Warehouses: General Tab
Customer Equipment Card: Address Tab
Employee Master Data: Address Tab
1.2.3.1.2 Company Details: Accounting Data Tab

The following table describes the fields that appear on the Accounting Data tab in the Company Details window.
Administration
Company Details
Accounting Data

Tax Office
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
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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, Germany, Netherlands, Switzerland

Organization Number / Commercial Register No.
Organization Number: Austria, Belgium, Netherlands, Switzerland
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.
Commercial Register No.: Germany
Specify the commercial register number of your company. This information can be printed on sales and purchasing documents.
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 Deferred Tax for Customers
Select if you want to recognize tax when the incoming payment takes place and not when the A/R invoice is created.
Use Deferred 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.
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Country-Specific Fields: Australia & New Zealand, Belgium, Germany, Netherlands, Spain, UK, Czech Republic, Portugal,
Slovakia
Extended Tax Reporting
Generates and saves the tax report for tax authorities.
Selecting this checkbox opens the Period Type for Report Generation dropdown list.
Period Type for Report Generation

Enabled when you select the Extended Tax Reporting checkbox.
Specify the period type for the report generation.
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.
PCN874 Report Type
Note
The field is visible only after you deselect the Tax Liable checkbox.
Select one of the following:
Registered Business : You are reporting as a registered business. When you create the PCN874 report, the Report Type field in the electronic file displays 1 , indicating
registered business status.
Finan. Institution/Non-Profit Org. : You are reporting as a financial institution or a nonprofit organization. When you create the PCN874 report, the Report Type field in the
electronic file displays 6 , indicating financial institution or nonprofit organization status.
Note
If the Tax Liable checkbox is selected, SAP Business One regards your status as Registered Business . When you create the PCN874 report, the Report Type field in the
electronic file automatically displays 1 , indicating registered business status.
Tax %
Enter the tax percentage that should be collected and paid by the company.
Country-Specific Fields: Portugal

Headquarters Location
Note
The field is enabled after you select the Extended Tax Reporting checkbox.
Specify where your company is headquartered: Continent , Madeira , or Azores .
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
and which have not reached the defined percentage, are not displayed in the report.
Company Details
Accounting Data
tab Min Base Annex ,
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.
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.
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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
1.2.3.1.2.1 Holiday Dates Window

The following table describes the fields that appear in the Holiday Dates window.
Administration
Company Details
Accounting Data
Holidays
Holiday Dates
Week Numbering
Define the method of calculating week numbers using the following three options. The definition impacts the week numbers and the first day of the week in forecasts and MRP
recommendations based on weeks.
Note
When you update the week numbering definition, the calendar week numbers may change. These changes do not affect existing forecasts and MRP recommendations data:
For existing forecasts with a View of weekly, the old week numbers remain and no historical data is updated.
For existing recommendations generated by the MRP run on a week basis, the data will NOT be updated with changes to the week number.
Example
This example explains how week numbers of year 2009 vary according to different definitions. January 1, 2009 is a Thursday.
When you select First week starts on January 1 , the year has 52 weeks, counting from December 29, 2008 to December 27, 2009.
When you select First week starts in first 4-day week , the year has 53 weeks, counting from December 29, 2008 to January 3, 2010.
When you select First week starts in first full week , the year has 52 weeks, counting from January 5, 2009 to January 3, 2010.
Holidays
Enter the name of the holidays group you want to enter.
Example
You can enter holidays for each country you work with.
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.
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1.2.3.1.3 Company Details, Accounting Data Tab: Brazil

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

CNAE Code
Specify the CNAE code.
CPF
Enter the 11 digit Cadastro de Pessoas Fsicas (CPF) number of the company, using the format: <163.709.278-48>.
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
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.
Nature of Company
Specify the business entity type of the company, indicating how its profits are shared.
Economic Activity Type

Specify the nature of the business in which the company deals.
Credit Contribution Origin

Specify how transactions are reported, whether document by document or collectively, with multiple documents submitted at the same time.
IPI Period
Specify how frequently the IPI tax is collected from the company.
Cooperative Association Type

Specify the type of association the company joins.
Holidays
Accum Amt for WTax Incoming Payments

Specify in local currency the minimum limit for posting the WTax of incoming payments, as defined by the government.
If the accumulated amount paid by one specific customer 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 for both the current transaction
and 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 the
following:
This payment
The WTax amount related to this payment
The other WTax amount related to this customer within the month
Accum Amt for WTax Outgoing Payments

Specify in local currency the minimum limit for posting the WTax of outgoing payments, 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 for both the current transaction
and 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 the
following:
This payment
The WTax amount related to this payment
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The other WTax amount related to this vendor within the month
More Information
List of CNAE Codes Window
1.2.3.1.3.1 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.
Administration
Company Details
Accounting Data
, and in the CNAE Code field, press TAB .
Find
Specify the CNAE code you need.
Code
Displays the predefined CNAE codes.
Description
Displays the CNAE code descriptions.
New
Choose to define a new CNAE code.
More Information
Company Details: Accounting Data Tab, Brazil
1.2.3.1.4 Company Details, Accounting Data Tab: India

A tab for defining basic accounting information specific to India per its legal requirements.
Administration
Company Details
Accounting Data
General Subtab Fields

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.
Assessee Type, Company Type

Specify the assessee or company type.
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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.
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
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

Use this tab to define basic initialization values for the company.
Administration
Company Details
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, 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.
Allow Negative Amounts for Reversal Transaction Posting
Note
This field is not available for the Brazil and Israel localizations.
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.
Example
A return or credit memo with a positive document total is booked with negative amounts.
A cancellation document of a delivery with a positive document total is booked with negative amounts. However, a cancellation document of a return with a positive document
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total is also booked with positive amounts. For more information about canceling marketing documents, see Canceling Documents with Cancellation Documents.
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.
Multi-Language Support
Enables 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.
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:
Moving Average : Calculates the inventory value by the item cost (see the
Inventory
Item Master Data
Inventory Data
tab).
This field is updated dynamically by every inventory receipt posting.

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.
Manage Item Cost per Warehouse

This field appears only if you have selected the Use Perpetual Inventory option.
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.
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
Allow Stock 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.
House Bank
Enter the company's default bank account and branch information.
Enable Fixed Assets

Select the checkbox to enable the fixed assets function.
Note
Once you enable the fixed assets function, you cannot disable it.
Calculate Depreciation By
Note
The field is available only if you have selected the Enable Fixed Assets checkbox.
Specify whether you want the system to calculate the depreciation of fixed assets by month or day.
Example
Asset X
Acquisition and Production Costs: 6000 USD
Useful Life: 60 Months
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Depreciation Method: Straight Line

Calculation Method: Acquisition Value / Total Useful Life
If you calculate the depreciation by month, the system first calculates the monthly quota with the following formula:
6000 USD / 60 = 100 USD
If you calculate the depreciation by day, the system first calculates the daily quota with the following formula:
6000 USD / (60 / 12 * 365) = 3.29 USD
With the two different quotas, the system then calculates the asset's depreciation for each period.
Mask Credit Card Number

Selecting this checkbox masks credit card numbers as ************#### (that is, only the last four digits are displayed) on the user interface.
Deselecting this checkbox unmasks credit card numbers on the user interface.
You can change the checkbox status at any time.
Authorization is required for masking credit card numbers.
Enable Advanced G/L Account Determination

Select this checkbox to manage the inventory G/L account determination according to a flexible and centralized method. By setting a hierarchy of rules you can assign inventory
G/L accounts by:
Item groups
Items
Warehouses
Business partner groups
Ship-to countries
Ship to states
Various combinations of all the above criteria
Note
In certain localizations there are additional criteria that are country-specific
For additional information see the How To Setup and Work with Advanced G/L Account Determinationguide in the documentation resource center.
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.
Country-Specific Fields: Belgium, Brazil, Chile, China, France, Italy, Japan, Korea, Portugal, and Spain
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 Field: Brazil

Enable Multiple Branches
Select the checkbox to enable the multiple branches function.
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.
Country-Specific Field: EU
Enable Intrastat
Select the checkbox to initialize the Intrastat declaration function. After you have installed Intrastat, this checkbox becomes uneditable. For more information, see Initializing the
Intrastat Declaration Function.
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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
1.2.3.1.5.1 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.
1.2.3.1.6 Company Details, Electronic Tax Reporting Tab: Czech

Republic, Netherlands, Slovakia
Use this tab to define the basic information for electronic tax reporting in Czech Republic, the Netherlands, and Slovakia. The details you specify on this tab are
necessary for generating the electronic files of BAS reports and EU sales reports.
Note
In Czech Republic and Slovakia, all the fields on this tab are copied to the Company Specific tab of the Electronic BAS Report Information and the
Electronic EU Sales Report Information windows.
The two windows appear when you create electronic files of BAS reports and EU sales reports.
To access the tab, choose
Administration
Company Details
Electronic Tax Reporting
Company Details, Electronic Tax Reporting Tab: Czech Republic

Tax Authority Code
Enter the tax authority code of up to 3 digits. The field is mandatory.
Key Economic Activity

Enter the code of up to 6 digits defined by the tax authority representing your company's key economic activity. The field is mandatory.
Tax Payer Type

Specify which type of tax payer you are according to the legal regulation, 94 , 96 , or 95a . By default, 94 is selected.
Tax Payer Legal Form

As a tax payer, specify whether you are a Company or a Sole Proprietorship . By default, Company is selected.
Company
If you are a company, enter the Registered Name and the Registered Name Extension .
Sole Proprietorship
If you are a sole proprietorship, enter the First Name , Last Name , and Academic Title of the sole proprietor.
Registered Seat of Company or Permanent Address of Sole Proprietorship

If you are a company, specify the registered seat.
If you are a sole proprietorship, specify the permanent address.
Enter the following details: Street , Street No. , Building No. , Zip Code , City , State , Telephone , and E-Mail .
Data of Representative
If required, specify the detailed information of the tax reporting representative as follows:
Representative Type : Specify whether your tax reporting representative is a Company or a Sole Proprietorship .
Representative Code : Specify the code of your tax reporting representative as defined by the tax authority.
First Name , Last Name , Date of Birth : If your tax representative is a person, enter the name and the date of birth of the person.
Company Name : If your tax representative is a company, enter the name of the company.
Tax Advisor Certificate Number : Enter your tax advisor's certificate number.
Legal Entity ID : Enter the tax reporting representative's legal entity ID.
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Person Authorized to Sign

If required, specify the following information of the person who is authorized to sign the electronic tax reports: First Name , Last Name , and Relation to the Company .
Company Details, Electronic Tax Reporting Tab: Netherlands

Report Provider Type
Select one of the following two types:
BPL : Indicates that you do the tax reporting for your own company
INT : Indicates that you do the tax reporting on behalf of other companies
Report Provider ID
If required, enter your ID as the report provider.
Name, Street, City, Zip Code, Telephone

Do one of the following:
If you selected INT as the report provider type, enter the name, street, city, zip code, and telephone of the company for which you do the tax reporting.
If you selected BPL as the report provider type, you can enter the name, street, city, zip code, and telephone of your company, or leave these fields empty.
BAS Report Format

From a list of default or imported EFM files, select the file format for the electronic BAS report you want to create.
EU Sales Report Format

From a list of default or imported EFM files, select the file format for the electronic EU sales report you want to create.
BAS Report Message ID

Displays the message ID automatically generated for the electronic BAS report. If required, enter a new ID of 8 numeric characters that is greater than the current one. The ID
appears later in the electronic XML file of the BAS report.
For example, when you create the electronic BAS report for the first time, the ID 00000001 is automatically generated for the report. The number increases every time you create a
new electronic report.
EU Sales Report Message ID

Displays the message ID automatically generated for the electronic EU sales report. If required, enter a new ID of 7 numeric characters that is greater than the current one. The ID
later appears in the electronic XML file of the EU sales report.
For example, when you create the electronic EU sales report for the first time, the ID 0000001 is automatically generated for the report. The number increases every time you
create a new electronic report.
Company Details, Electronic Tax Reporting Tab: Slovakia

Tax Office
From the dropdown list, select the tax office to which you report.
Type of Entity Making Declaration

As the entity making the declaration, select which of the following types you are, as defined by the legislation:
VAT payer
Another person registered for tax
Person required to submit a tax declaration/return according to section 78, paragraph 3, 4 and 9
Taxable person according to section 3, subsection 5, when applying a tax deduction
Tax agent when importing goods according to section 69
Authorized Person for Submitting Declaration

Specify the person who is authorized to submit tax declarations to the tax authorities.
Company Telephone, Company Fax

Specify your company's telephone and fax number.
Enter the area code in the field before the slash ( / ) character, and enter the local number in the field after it.
Authorized Person's Telephone

Specify the telephone number of the person who is authorized to submit tax declarations to the tax authorities.
Enter the area code in the field before the slash ( / ) character, and enter the local number in the field after it.
More Information
Business Activity Statement Reporting: Australia, Czech Republic, Netherlands, Portugal and Slovakia
EU Sales Report: Europe
1.2.3.1.7 Issuing Documents in the Customer's Language

If your company has customers in foreign countries, you may want to issue invoices or other documents in the customers language. For this purpose, you need to
translate your companys specific field values, such as product names and product descriptions. Standard document texts, such as field labels, are provided
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automatically, based on the language settings in the master data of the customer as well as the layout settings.
Example
An invoice item for a U.S. and a German customer looks like this:
Item : Supertasty Chocolate Bar
Description : low fat
Artikel : Superlecker Schokoriegel
Beschreibung : fettarm
The translations for the standard texts Item and Description are automatically inserted, based on the master data of the customer and the layout settings. For
the field values Supertasty Chocolate Bar and low fat, you have specified translations.
The following figure shows the workflow for multi-language support:
Procedure
1. To activate multi-language support, choose
Administration System Initialization Company Details
tab and select the MultiLanguage Support checkbox.
2. Create a new 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
Business Partner Master Data General
tab, and choose the language in
the Language field.
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.
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
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1.2.3.1.7.1 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
selecting the Multi-Language Support checkbox.
Administration
Company Details
tab and
Procedure
Adding languages
1. Choose
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
Languages - Setup Window
1.2.3.1.7.2 Translating Fields into 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
selecting the Multi-Language Support checkbox.
2. The required languages have been set up in
General Languages
For more information, see Adding and Removing a Language.
Company Details
tab and
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
Indicator Display
Translatable Fields .
The ( Translatable ) icon appears next to the fields that can be translated and used by the multi-language support functionality.
3. Place the cursor in the required field and from the Goto menu, choose
Translate
or 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
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
Translations Window
1.2.3.1.7.3 Defining the Language in the Default Layout

You can customize the default layout of documents for multi-language support in the Print Layout Designer tool 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.
Choose
Tools
Layout Designer...
3.
4.
5.
6.
7.
8.
9.
In the toolbar, choose

The Layout and Sequence 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).
Select the required layout and choose the Manage Layout button.
The Report and Layout Management window appears.
On the Layouts tab, choose the required PLD-type layout.
Choose the Edit button. The selected layout appears.
From the Print Layout Designer menu, choose
Display Document Properties
General
tab.
The Document Properties window appears.
In the Language dropdown list, select the required language. By default, the language in which the document was created is displayed.
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
To save the layout, choose the Update button and the OK button.
More Information
Layout Designer
1.2.3.1.7.4 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.
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More Information
1.2.3.1.7.5 Multi-Language Support Windows

Use the following windows to set up multi-language support:
Languages - Setup Window
Translations Window
More Information

Use this tab to define basic initialization values for the company.
Administration
Company Details
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, 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.
Allow Negative Amounts for Reversal Transaction Posting
Note
This field is not available for the Brazil and Israel localizations.
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.
Example
A return or credit memo with a positive document total is booked with negative amounts.
A cancellation document of a delivery with a positive document total is booked with negative amounts. However, a cancellation document of a return with a positive document
total is also booked with positive amounts. For more information about canceling marketing documents, see Canceling Documents with Cancellation Documents.
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
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changed after it has been selected.
Note
Multi-Language Support
Enables 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.
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:
Moving Average : Calculates the inventory value by the item cost (see the
Inventory
Item Master Data Inventory Data
This field is updated dynamically by every inventory receipt posting.
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.
tab).
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.
Manage Item Cost per Warehouse

This field appears only if you have selected the Use Perpetual Inventory option.
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.
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
Allow Stock 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.
House Bank
Enter the company's default bank account and branch information.
Enable Fixed Assets

Select the checkbox to enable the fixed assets function.
Note
Once you enable the fixed assets function, you cannot disable it.
Calculate Depreciation By
Note
The field is available only if you have selected the Enable Fixed Assets checkbox.
Specify whether you want the system to calculate the depreciation of fixed assets by month or day.
Example
Asset X
Acquisition and Production Costs: 6000 USD
Useful Life: 60 Months
Depreciation Method: Straight Line
Calculation Method: Acquisition Value / Total Useful Life
If you calculate the depreciation by month, the system first calculates the monthly quota with the following formula:
6000 USD / 60 = 100 USD
If you calculate the depreciation by day, the system first calculates the daily quota with the following formula:
6000 USD / (60 / 12 * 365) = 3.29 USD
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With the two different quotas, the system then calculates the asset's depreciation for each period.
Mask Credit Card Number

Selecting this checkbox masks credit card numbers as ************#### (that is, only the last four digits are displayed) on the user interface.
Deselecting this checkbox unmasks credit card numbers on the user interface.
You can change the checkbox status at any time.
Authorization is required for masking credit card numbers.
Enable Advanced G/L Account Determination

Select this checkbox to manage the inventory G/L account determination according to a flexible and centralized method. By setting a hierarchy of rules you can assign inventory
G/L accounts by:
Item groups
Items
Warehouses
Business partner groups
Ship-to countries
Ship to states
Various combinations of all the above criteria
Note
In certain localizations there are additional criteria that are country-specific
For additional information see the How To Setup and Work with Advanced G/L Account Determinationguide in the documentation resource center.
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.
Country-Specific Fields: Belgium, Brazil, Chile, China, France, Italy, Japan, Korea, Portugal, and Spain
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 Field: Brazil

Enable Multiple Branches
Select the checkbox to enable the multiple branches function.
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.
Country-Specific Field: EU
Enable Intrastat
Select the checkbox to initialize the Intrastat declaration function. After you have installed Intrastat, this checkbox becomes uneditable. For more information, see Initializing the
Intrastat Declaration Function.

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.
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Company Details
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SAP Business One 9.

1.1.1.2.7.9 Customize User Shortcuts

1.2.2 Exchange Rates and Indexes

1 SAP Business One 9.0

1.1 Getting Started

1.1.1 SAP Business One Main Window

1.1.1.1 SAP Business One Main Menu

1.1.1.1.1 Main Menu: Modules Tab

The Modules tab contains all SAP Business One modules:

MRP (Material Requirements Planning)

Main Menu: Drag & Relate Tab

Using Drag & Relate

Filtering in Drag & Relate

1.1.1.1.3 Main Menu: My Menu Tab

1.1.1.1.3.1 Creating a Personalized Menu

Adding a Query to the Personalized Menu

To open the Query Manager window, choose

Creating New Folders

1.1.1.1.3.2 Organizing the Personalized Menu

Select the required object and use:

1.1.1.2 Menu Bar

Application-Specific Menu Functions

1.1.1.2.1 File Menu

Closes the current window.

Saves the document as a draft.

Opens the standard Microsoft Windows Print window.

Select Layout and Print

Closes the SAP Business One application.

1.1.1.2.1.1 Launch Application

Launch Application Window

1.1.1.2.1.1.1 Application Details

, and in the Launch Application window, choose New .

Application Details Window

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

1.1.1.2.1.2 Print Preview

( Preview... ) in the toolbar.

Print Preferences Window

Add user name

1.1.1.2.2 Edit Menu

1.1.1.2.2 Edit Menu

Reverse your most recent action.

Redo ( Ctrl + Shift + Z )

Repeat an action that you just undid.

Remove selected data from the document.

Select the entire field.

1.1.1.2.3 View Menu

User-Defined Fields ( Ctrl + Shift + U )

System Information ( Ctrl + Shift + D )

Restore Column Width

1.1.1.2.3.1 Pickers Display

Opens a calendar, in which you can select a date.

Opens a calculator, for example in total amount fields.

1.1.1.2.4 Data Menu

1.1.1.2.5 Goto Menu

1.1.1.2.6 Modules Menu

1.1.1.2.7 Tools Menu

Preview External Crystal Reports File

Form Settings ( Ctrl + Shift + S )