Document Handling

1
Document Handling
Contents

• General Structure of Documents
• General Functions of Documents

2
Document Handling Unit Objectives
At the conclusion of this unit, you will be able
to

• Explain the general structure of documents in
  sales and purchasing
• Use the general functions of documents in sales
  and purchasing

3
Document Handling Business Scenario

• In order to use the logistics part of the SAP
  Business One system efficiently, you need to
  familiarize yourself with the structure and the
  functions of the logistics documents.
• You are working with documents in every part of
  the logistics area. For different business
  requirements and various kinds of logistics
  processes, you need to use the documents in
  different ways. Therefore, the SAP Business One
  system offers different possibilities how to work
  with documents.

4
General Structure of Documents Topic Objectives
At the conclusion of this topic, you will be able
to

• Explain the different parts of a document window
  in sales or purchasing
• Work with form settings to customize the fields
  of a document
• Use different document types or row types

5
General Structure of Documents
Document
No. Status Posting Date
Business Partner Name Contact Person
General Information (Header)
Currency
6
Form Settings
Table Format
You can show or hide fields. Activating fields
makes them available for end users to enter data.
Document
You can define default values for the general
document part (header/footer) or for the table of
items (for example, delivery date).
Row Format
You can define settings here for the details of
the individual items.
7
Item / Service Type
In Sales and Purchasing, you can set your
documents as either Item type or Service type.
Document
Service
Customer
C00001
Name
Smith
Description
G/L Account
Price
Document
Item
Customer
C00001
Name
Smith
Item No.
Description
Quantity
Price
8
Row Type in Sales and Purchasing Documents
Contents
Type
Item No. Item Description Quantity
Price Total (LC)
Select
A1005 Football Standard 1
14,76 14,76
A1006 Football Worldcup 5
19,99 99,95
T The item A1006 will be sold out soon!
S Subtotal Footballs
114,71
A1001 Baseball Cap Uni
10 7,50 75,00
Form Settings-Table Format
A1006 Baseball Cap Special 10
9,10 91,00
S Subtotal Baseball
Caps 166,00
Total before Discount 280,71
In the documents of Sales and Purchasing, you can
choose the rows type.
9
General Functions of Documents Topic Objectives
At the conclusion of this topic, you will be able
to

• Use the important functions in sales and
  purchasing documents
• Add documents as drafts
• Work with business partner catalog numbers
• Use the multi language support in documents
• Explain the different output functions of
  documents

10
General Important Functions in the Document
3. Add, Delete, Duplicate Row
4. Change Item Description
2. Choose From Lists for Master Data
5. Cancel, Close a Document
1. Find a Document

6. Duplicate a Document

7. Change Log
8. Find and Copy Last Prices
9. CalculateVolume Weight
10. Save as Draft
11
Drafts of Sales or Purchasing Documents
Document
Document
Document - Drafts
Vendor / Customer
Y1000
Vendor / Customer
Vendor / Customer
Y1000
Y1000
Save as Draft
Item Descr. Quantity Price
Item Descr. Quantity Price
Item Descr. Quantity Price
Add
A03 Shoes 20 49,90
A03 Shoes 20 49,90
A03 Shoes 20 49,90
B10 Socks 40 4,50
B10 Socks 40 4,50
B10 Socks 40 4,50
12
Multi Language Support in the Master Data
Business Partner Master Data
TranslatableFields Values
Choose the Language for the Business Partner
13
Multi Language Support in Documents
Business Partner Master Data
Default Language Translated Fields
Values
Sales or Purchasing Document
Document
Vendor / Customer
C1000
Logistics
Language English
Item Master Data
Translated Fields Values
14
Multi Language Support for Printing Documents
Sales or Purchasing Document
Document
Vendor / Customer
C1000
Logistics
Language English
15
Documents Output
Document
Vendor / Customer
Y1000
A03 Shoes 20 49,90
B10 Socks 40 4,50
File ? Print Preview
File ? Print
File ? Export to ? File
Print Preview
File (Text, XML or Image)
Printout
Y1000 A03 20pcs 49,90B10 40pcs 4,50Total
1178 ...
Y1000 A03 20pcs 49,90B10 40pcs 4,50Total
1178 ...
Y1000 A03 20pcs 49,90B10 40pcs 4,50Total
1178 ...
16
Document Handling Unit Summary
You are now able to

• Explain the general stucture of documents in
  sales and purchasing
• Use the general functions of documents in sales
  and purchasing