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TTP Advance Appliance Hub Corp
TTP Advance Appliance Hub Corp
Business Blueprint
for
APPLIANCE HUB CORPORATION
Table of Contents
2
1. Company Details
Company Name:
Used in reports and with the company address APPLIANCE HUB CORPORATION
information
Company Address 987 Chino Roces Avenue Makati City
Internet Address www.appliancehub.com
Phone 1 418-2770
Phone 2 418-2771
Fax
Company general information E-Mail address applianccehubcorp@gmail.com
Local Currency Philippine Peso
System Currency Philippine Peso
Will your business use any of the SBO (SAP Business
One) tax features?
Yes
Tax types may include Sales Tax, Use Tax, Value
Added Tax
Does your business currently use a segmented Chart
No
of Accounts?
Does your business require Multi-Language Support?
This function is used to translate field names in
Yes
Business One to foreign languages and print them in
documents you send to foreign business partners.
2. General Settings
What are the standard posting periods for your Fiscal Calendar
business? Date From: January 01 to December 31
Number of Periods: 12 (months)
Start of Fiscal Year: January
Customer Activity Alerts Options: Credit Limit:
You can restrict the creation of sales documents for Consider Deliveries Balance
customers and prompt a warning message according After you select the option(s)
to the following parameters: described above, select the type of
Credit Limit: documents to which the restrictions
Select to check whether adding the sales apply and for which a warning
document for the customer causes deviation from message is launched:
the credit limit defined for the customer in the Sales Order
Business Partners Master record. Delivery
Consider Deliveries Balance A/R Invoice
Select to check the customer's account balance Pick List
and also the balance of their open deliveries
while applying the selected restrictions for
customer activity.
How does your business set the commission rate by, Sales employees
If used? Items
Define how commissions are calculated. A commission Customers
can be awarded based on the sales employee, item, or
customer specified in the document.
This setting influences where you can specify the sales
commission percentage, but does not automatically
calculate any commission transactions.
You can change this setting at any time.
What default payment terms would you like to use Net 30 (30 days net)
4 for customer Sales Orders and A/R Invoices
Note: This is only a default that is used when new
customer records are created. Payment terms can be
changed in the customer record and in sales
documents.
What default payment terms would you like to use Net 30 (30 days net)
for vendor Purchase Order and A/P Invoices
Note: This is only a default for when new vendor
records are created. Payment terms can be changed
in the vendor record and in purchasing documents.
Which time format would you like to use on the 12 Hour
screen display:
Which Date Format would you like to use on the MM/DD/YY
screen display:
How many decimal places would you like to be Currency Amounts: 2 decimal places
displayed and used in calculations for: Prices: 2 decimal places
Note: This setting will define the respective number of Rates: 2 decimal places
decimal places displayed for amounts, prices, Quantities: 2 decimal places
exchange rates, quantities, percentages, and units. Percentage: 2 decimal places
Note: After a journal entry has been posted in the Units: 2 decimal places
system, you cannot decrease the number of decimal
places. You can only increase the number of decimal
places up to 6 digits. This change is irreversible. The
change will be applied on future actions only, and has
no retroactive influence.
Your selection effects calculations in SAP Business
One, and the values that will be saved in the
database. For example, if you chose 2 decimal places
for amounts and you work with 6 decimal places for
very small prices and quantities, totals might be not
accurate.
3. Currencies
List the currencies that your business may use in your sales or purchases
Currency Name Currency Code
The accounting department requests that you use the following accounts.
CHART OF ACCOUNTS
OTHER INFORMATION:
Control Accounts
A1210 - Accounts Receivable
L1100 - Accounts Payable
Cash Accounts 7
A1110 Cash on Hand
A1121 Metrobank Acct No. 9021
A1122 Banco De Oro Acct No. 1001
5. Bank Information
Bank Acct 1 Bank Acct 2
Bank Code MBTC BDO
(up to 19 characters)
Country Code Philippines Philippines
(if other than USA)
Bank Name Metrobank Banco de Oro
Account Number 987645671234 567123
(Last 4 digits)
Branch Makati Makati
Address
City, St Zip
Select the Metrobank G/L account Select the BDO G/L account
Bank G/L Account
from the chart of accounts from the chart of accounts
Check Clearing G/L Account
ABA Routing Number
(optional - Information only)
6. Tax Codes
If your business collects or tracks Sales by Taxing Authority please complete the tables
below.
Sales Tax Name:Philippine Input Tax Sales Tax Total Rate: 12
Sales Tax Code: PhIT (Appliance Hub is a VAT
Registered Business)
Tax Authority: N/A Name: N/A Tax on Tax?N/A Rate: N/A Sales Tax Payable G/L:
(i.e. State, County, City) N/A
Tax Authority: N/A Name: N/A Tax on Tax?N/A Rate: N/A Sales Tax Payable G/L:
(i.e. State, County, City) N/A
Purchase Tax Code: Sales Tax Name:Philippine Output Tax Purchase Tax Total Rate:
PhOT 12
Foreign Receivables
Checks Received (Un-deposited Funds)
Cash on Hand (Default Petty Cash Account) A1110 Cash on Hand
Sales Credit Account (A/R Credit Memo Revenue Account) T3000 Sales Returns and Allowances
Foreign Payables
Realized Exchange Difference Gain
(Only used when using Foreign Currency in A/P Invoices &
Payments)
Realized Exchange Difference Loss
(Only used when using Foreign Currency in A/P Invoices &
Payments)
Bank Transfer A1121 Metrobank Acct No. 9021
(Default Bank Account used on outgoing vendor payments
via electronic bank transfer)
Cash Discount CS3000 Cash Discounts Earned
(Cash Discounts Earned for paying A/P within certain
Terms)
Expense Account CS1000 Cost of Sales
(Purchases of Non-Stocked Items)
Purchase Credit Account CS1000 Cost of Sales
(A/P Credit Memo Account for Purchases of Non-Stocked
Items)
Underpayment A/P
(A/P Payments are Short not normally used in US
Localizations)
Overpayment A/P
(A/P Payments are Over not normally used in US 9
Localizations)
Default G/L Account Determination for Transaction Postings (Cont)
General G/L Account Code
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8. Warehouses
The warehouses G/L Account Determination will default in from the Inventory G/L
Determination set up previously in #6 Default G/L Account Determination for Transaction
Postings Inventory Table. The warehouse G/L Determinations can be modified once the
Initial Core Configuration has been delivered.
Warehouse Code 01 02 03
(up to 8 characters)
General North Luzon Laguna
Warehouse Name
Warehouse Warehouse Warehouse
Location Makati Pangasinan Cavite
(Several warehouse can be grouped by Location)
Street Address
City, ST Zip Makati Dagupan San Pedro
County (Optional)
Country Philippines Philippines Philippines
Tax Code Default
(This Tax Code will default into A/R documents
when this warehouse is used)
9. Item Groups
Item Group Name Gadgets Household Accessories
(up to 20 characters) &Computers
Default Planning Method MRP MRP MRP
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10. Payment Terms and Payment Methods
Complete the blueprint to meet the client requirements. For APPLIANCE HUB
CORPORATION Enterprises requirements, refer to rows 3 and 45 in the requirements
table.
Define Payment Terms
3/5, 2/7, Cash (Cash 2/10, n/30
Terms Code Net30
n/30 Basic)
Due Date Based on Posting Date Posting Date N/A Posting Date
Doc Date
Posting Date
System Date
Start Calculating Due Date N/A N/A N/A N/A
from(If other than above)
Month Start
Month End
Half Month
How Many Days from Start is 30 30 N/A 30
the Invoice Due:
Does this Payment Term No No No No
have installments?
Should SAP Open the No No Yes No
Incoming Payment Window
when this Payment Terms is
used?
No Yes; 2% No Yes, 2%
Does this Payment Term
within 5 days within 10
have a Cash Discount?
and 3% days
If so what are the terms?
within 7 days
Customer Groups are assigned in the Customers Master File record. These Customer
14 Groups are used heavily in Sales Analysis and other reporting.
Customer Group Name
Retailers
Distributors
Vendor Groups are assigned in the Vendors Master File record. These Vendor Groups are
used heavily in Purchase Analysis and other reporting.
Vendor Group Name
Wholesalers
Manufacturers
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PROJECT REALIZATION - CONFIGURATION OF COMPANY DATABASE
You, together with other functional consultant will now create a new database for Appliance Hub and
configure it based on the Business Blueprint and based on other agreed customer requirement.
In case the error message "Update of encryption algorithm failed" displays, simply ignore and
wait for SAP to redirect you to Change Password window.
In the Basic Initialization tab, enter Philippine Peso in the Local Currency and System Currency
fields.
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OUTPUT:
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Click Update, then proceed to Display tab
Also, although Exchange Rate Posting is not defined in the Blueprint, choosing Direct option
is necessary. This is to simplify conversion of foreign currencies.
If Direct is chosen, exchange rate is computed is computed as P 50 = 1 USD
If Indirect is chosen, exchange rate is computed as P 0.20 = 1 USD
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The accounting department requests that you use the following accounts (see also the Excel sheet
provided).
Control Accounts
A1210 - Accounts Receivable
L1100 - Accounts Payable
Cash Accounts
A1110 Cash on Hand
A1121 Metrobank Acct No. 9021
A1122 Banco De Oro Acct No. 1001
A1123 Banco De Oro Acct No. 1001
CHART OF ACCOUNTS
Import the aboveChart of Accounts in SAP Business One using Data Transfer Workbench:
A. Fill-out the Chart of Accounts template for Data Transfer Workbench (DTW).
1. Open Data Transfer Workbench template for Chart of Accounts
Start>All Programs>SAP Business One > Data Migration> Templates> Templates
4. Save the file as Comma delimited (.csv). Do not close the .csv file. Or else, the format of numbers
with lengthy digits will be changed such that 100000000000000 will become 1E+10 which will
cause error upon importing to SAP.
Active Accounts are the only accounts that can be used in creating Journal Entries.
Title Accountscannot be used in creating Journal Entries. These are just used to categorize the
active accounts.
If you go to Financials > Chart of Accoounts, the choices under the Account Type field are either
Sales, Expenditure or Other
All acocunts under Assets, Liabilities and Capital and Reserves drawers are under Account Type
"Other"
All Accounts under Sales Drawer are under Account Type "Sales"
All Accounts under Cost of Sales and Operating Costs are under Account Type "Expenditure"
FINAL and COMPLETE Output for Chart of Account's DTW Template based on client
requirements: Save the file as CSV (Comma Delimited) using any file name as you see fit.
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5. Open SAP Business One Data Transfer Workbench
Start > All Programs > SAP Business One> Data Migration > Data Transfer Workbench
Choose Appliance Hub Corporation, then Login using the following details:
User Code: manager
Password: 1234
Click OK.
NOTE:If the databases are not appearing, click Refresh. If the there are still no databases, click
Change Server. Enter the following:
Database Server: <Computer Name>
Login ID: sa
Password: B1Admin
Click OK. You may now Log in to ADVCorp Database.)
7. Log in to SAP Business One (using the database where the .csv file was migrated) and view the
chart of accounts
Financials >Chart of Accounts
The accounts set here will be the basis of SAP for automatic journal entries when creating
transactions. If the G/L Account determination is not set, you will not be able to enter marketing
documents in SAP. During the setup of SAP, the implementing team is usually composed of IT and
Accounting professionals. Assume that the accounting individuals in your team determined the
following to be entered in the G/L Account Determination of SAP. Set the G/L Account
Determination as follow (G/L Stands for General Ledger):
Administration> Setup > Financials > G/L Account Determination
SALES (General Sub-tab)
Type of Account Account Account Name
Domestic A/R Code
A1210 Accounts Receivable
Cash on Hand A1110 Cash on Hand
24 Cash Discount T2000 Sales Discount
Revenue Account T1000 Sales
Sales Credit T3000 Sales Return and
Account Allowances
Click Update then proceed to Tax sub tab.
SALES (Tax Sub-tab)
Type of Account Account Account Name
Down Payment Tax Offset Acct Code
L1200 VAT Payable (Output
Tax)
INVENTORY
Note: You will see this warning message when setting the G/L Account for Inventory. This is normal and it is
only a warning. Ignoe and continue to setup the G/L Accts for Inventory.
Update the information and the G/L Accounts of the General Warehouse.
Go toAdministration > Setup > Inventory > Warehouses
Choose the Last Data Record. You should see the General Warehouse. Enter the following information
Warehouse Code (up to 8 characters) 1
Warehouse Name General Warehouse 25
Location Makati
City Makati
Country Philippines
Do not click on Update yet.
Choose the Accounting tab and setup the G/L Account for Warehouses as follow :
Type of Account Account Code Account Name
Expense Account CS1000 Cost of Sales
Revenue Account T1000 Sales
Inventory Account A1310 Merchandise Inventory
Cost of Goods Sold Account CS1000 Cost of Sales
Allocation Account L1400 Goods Received Not Invoiced
Price Difference Account CS2000 Gain/Loss Price Variance
Inventory Offset Decrease Account CS2000 Gain/Loss Price Variance
Inventory Offset Increase Account CS2000 Gain/Loss Price Variance
Sales Returns Account A1310 Merchandise Inventory
2. Net30
Sales to customers or purchases from vendors can be paid within 30 days.
Enter the above Business Partner Customer Groups in SAP Business One.
Go to Administration > Setup > Business Partners > Customer Groups
For vendors, Appliance Hub Corporation categorizes its vendors in two groups:
MANUFACTURERS and WHOLESALERS
Enter the above Business Partner Vendor Groups in SAP Business One.
Go to Administration > Setup > Business Partners >Vendor Groups
Appliance Hub Corporation provided you with a list of its Business Partners - Customers and Vendors in
excel file as follows. The data is composed of 95 Business Partners. You may enter these data manually to
SAP. However, since a softcopy is already provided to you by the client and to cut time in entering these
data.Enter these business partners in SAP using Data Transfer Workbench (DTW). Refer to the Excel Sheet
provided by the client.
Do the necessary changes and/or configurations before preparing a .csv file for import.
A. VAT TYPE
Since you will not find a field in SAP Business One where for VAT TYPE, The Implementation team
will add a field in SAP to conform to the requirement of Appliance Hub Corporation These added
fieldsare called User-Defined fields (UDF).
a. Choose Tools Customization Tools User-Defined Fields
Management.
b. Select Master Data > Business Partner > Business Partner
c. click Add.
1. Choose "Set Valid Values for Field" then enter the following data:
Field Name or Data Type Values
Title (no spaces) VATTYPE
Description VAT TYPE
Type Alphanumeric
Length 10
Structure Regular
d. Select Set Valid Values for Field
1. Enter the following data. Click New to start
Value Description Then Choose
VAT VAT New
NON-VAT NON-VAT New
VAT EXEMPT VAT EXEMPT
e. Choose Add, Yes then OK.
f. Open the Business Partner Master Data window.
NOTE: If you see the following window, close the Data Transfer Workbench window and only one
SAP Business One should be opened. The window below indicates that another user is logged in to
the database aside from you.
Again, close or log off from the Data Transfer Workbench window and if 2 or more instances of SAP
Business One are open, close all other windows. Only one SAP should be open. After that, you may
now click Try Again.
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g. To see the user-defined field, open Business Partners > Business Partner Master Data
h. Choose View User-Defined Fields.You shall see the VAT TYPE field.
i. Open the dropdown list to see the entered VAT Types.
B. LOCATION
Also, Location field is not found in the Business Partner Master Data. Aside from creating a User-
defined field (UDF), we will be creating a User-defined Table (UDT). This user defined table will
store the data, specifically locations, applicable for ADV's Business Partners.
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***You may now create the .csv file to import hte Business Partner Master data using DTW.
D. Prepare the .csv file to import the Business Partner Master data above.
Start>All Programs>SAP Business One > Data Migration> Templates> Templates> Business
Partners > Business Partner Master Data > OCRD - BusinessPartners
2. Add U_Location and U_VATTYPE in the template
DO THE SAME FOR LOCATION:
Copy the data in the excel file provided by the client and paste it to the OCRD_Business Partners
Template.
CARDTYPE COLUMN:
Valid values are cCustomer for Customers and cSupplier for Suppliers.
GROUPCODE COLUMN:
Query the Group Codes and update the template based on the Group No. seen on the query
preview.
Output:
PAYTERMSGRPCODE COLUMN
Query the Payment Terms Code and update the template based on the Group No. seen on the
query preview.
PRICELISTNUM COLUMN
Query the Price Lists and update the template based on the Price List No. seen on the query
preview.
U_VATTYPE COLUMN
Output:
NOTE: BEFORE IMPORTING THE FILE, MAKE SURE TO REMOVE ALL COMMA ( , ) FOUND ON
THE FILE, OR ELSE, THIS WILL CAUSE AN ERROR UPON IMPORT.
FINAL OUTPUT:
Save the file as .csv comma delimited using any file name as you see fit.
You may choose to close the file or leave as open. If you close the CSV file and open again, the
formating on the coulumn headers will be removed. This just normal:
3. Import the file to SAP Business One using Data Transfer Workbench
On the DTW window, Click Import>Next
30 On Step 1: Choose Master Data > Next
On Step 2: Choose Add New Data>Next
On Step 3: Choose Business Partners > Business Partner Master Data >Next
On Step 4: Browse for the csv file prepared to add the new business partners >Next
Just click OK every time you see the following window:
4. Go back to SAP Business One, and view the new Business Partners added:
Business Partners> Business Partner Master Data
Type * on the Code field and press enter (make sure you are in Find mode)
You may also use the Last Data Record icon, the Previous Record, the Next Record and the First
Data Record icons to check the business partners imported to SAP.
c. Arrange the data provided by ADV. Follow the arrangement you set earlier in SAP Business One -
Import from Excel window.
RESULT:
d. Save the excel file as text file - save as Text (Tab Delimited) or paste the encoded data in note
pad. Use any file name as you see fit.
e. Import the text file to SAP Business One (Make sure to close the excel file when importing).
To import, go back to SAP then Click OK on the Import from Excel window
4. Enter information for the following: Use the same password - 1234.
Field Name Values
User Code Happy Jaimie Romer
User Name Happy Roque Jaimie Tan Romer Rulida
Department Sales Sales Purchasing
1. Hold your mouse over Happys name until a rectangle appears around the name.
2. Move the rectangle to Jaimies name in the list. Release your mouse over Jaimies
name.
3. Choose Copy in the System Message window.
4. Jaimie now has the same general authorizations as Happy. However, Jaimie should not
have access to all of the functions. Enter the following values:
Subject Authorization
Inventory Read Only
Sales Opportunities No Authorization
5. Enter 10% as the maximum discount for sales. Choose Update.
D. Define General Authorizations for Welly (Sales).
1. Hold your mouse over Jaimies name until a rectangle appears around the name.
2. Move the rectangle to Welly's name in the list. Release your mouse over Wellys name.
3. Choose Copy in the System Message window.
4. Welly now has the same general authorizations as Jaimie. However, make the
following adjustments:
Subject Authorization
Inventory No Authorization
Sales Opportunities Full Authorization
5. Enter 10% as the maximum discount for sales. Choose Update.
E. Define General Authorizations for Romer (Purchasing Personnel).
3. Choose Romer from the list on the left. Enter the following values:
Subject Authorization
General Full Authorization
General > Print Layout Designer No Authorization
General > Query Print Layout No Authorization
General > Document Settings No Authorization
General > Access to Confidential No Authorization
Accounts
General > Period Status: Closing No Authorization
Period
Administration >System Initialization Full Authorization
> Numbering Series
Purchasing Full Authorization
Business Partners Full Authorization
Business Partners > Internal No Authorization
Reconciliations Note: the authorization for Business 33
Partners changes to Various
Authorizations
Inventory Full Authorization
Reports Full Authorization
4. Choose Update.
TEST THE DATABASE USING THE MANAGERS LOG IN
Copy the Purchase Order to Goods Receipts PO. Add the Goods Receipts PO.
After Adding, choose the last data record then check the link arrow on the Journal Entry field.
Copy the Goods Receipts PO to A/P Invoice. Add the A/P Invoice and Check the automatic
journal entry created:
SALES:
Create a Sales Order: Sales A/R > Sales Order
Customer Code: C1000
Delivery Date: Today
Item Code: G2000
Quantity: 1
Copy the Goods Receipts PO to A/R Invoice. Add the A/R Invoice and Check the automatic
journal entry created.
I. Set an Alert when the Gross Profit in a Sales Order document, processed by Happy falls below
30%
The company owner wants to be notified when a sales order is issued with the gross profit falling below
30%. This uses one of the preconfigured alerts supplied with the system. Use the new database.
G. Create a sales order, use any customer and any item. Check the Gross Profit then change the
Unit Price so that the Gross Profit falls below 30%.
You can check the gross profit by opening the Gross Profit window from the sales order. Base the
Gross Profit on the Item Cost.
NOTE: The manager may send a message to Happy. Click Reply and enter a message.
Remove tick marks under E-mail, SMS and Fax check boxes.
Switch back to Happys window. The managers message should have been sent. If not, re-log in to refresh
the system.
Happy may also reply to the managers message. The message will be displayed also on the managers
window.
Switch back to the managers window to see Happys reply. .Do not close Happys SAP Business One
instance.
Deactivate the alert, or else, it will be displayed every now and then.
Choose Administration > Alerts Management
Type * in the Name field then press enter > Choose Deviation from % of Gross Profit
2. Enter a suitable message in the Remarks field for the approval then click OK.
Note: The sales order is saved as a draft.
3. Switch to the user managersession. You will see an alert. Open the approval request and approve it.
Note: the approval alert may not display for a few minutes or re-log in to SAP.
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