Cross-Functionalitiy

1
Cross-Functionalitiy
Contents

• Pricing
• Approval Procedure
• Batch Management
• Serial Number Management

2
Cross-Functionality Unit Objectives
At the conclusion of this unit, you will be able
to

• Define price lists and special prices
• Define approval strategies and approve documents
• Use the batch management functions
• Use serial numbers to manage your stock

3
Cross-Functionality Course Overview Diagram
Master Data
Purchasing A/P
Inventory Transactions
Fundamentals of SAP Business One
Sales Opportunities
Sales A/R
Production
Cross-Functionality
4
Cross-Functionality Business Szenario

• Pricing requirements can vary considerably
  special prices, vendor-specific prices depending
  on time and quantity, or vendor discounts per
  manufacturer.
• To monitor gross profit, sales employees are
  required to grant their customers a maximum
  additional discount of 10 percent. Discounts
  higher than this must first be approved by the
  sales manager.

5
Pricing Topic Objectives
At the conclusion of this topic, you will be able
to

• Use price lists to model prices in SAP Business
  One
• Define special prices in the system
• Work with intervals and quantity scales
• Explain the price determination logic in the
  document

6
Prices
Items Management
Item Number
A1001
Purchasing Price
Price List
299.00
7
Pricing
Items Management
Business Partner Master Data
Item Number
A1001
C1001
Purchasing Price
Price List
299.00
Store
Price List
Document
Business Partner
C1001
Item Price
A1001
499.00
8
Maintaining Price Lists 1/2
The sales price for major customers is 1.5 times
the purchase price
Easy to edit by filtering item master records
(for example, by item group, vendor, and so on).
Update Entire Price List Update by Selection
Group
Rounding Method
Factor
Base Price List
Price List Name

Last Purchase Price
0
Purchasing Price
Gr.1
No Rounding
1.0
Last Purchase Price
1
Gr.2
/
1.5
Purchasing Price
Large Customers
2
Gr.2
/
1.6
Purchase Price
Small Customers
3
4
By double-clicking the row number, you can
maintain the individual item prices directly (the
system updates the item master record).
To add new price lists, choose Data ? Add Row.
9
Maintaining Price Lists 2/2
Group
Rounding Method
Factor
Base Price List
Price List
Name


Gr.1
No Rounding
1.6
Purchasing Price List
Large Cust.
1
Price Maintenance
double-click
Prices that are maintained are NOT
automatically updated in accordance with the
factor.

Man.
Price
Factor
Base Price
Description
Item number
?
Eur 190
2
Eur 85
Chair
A0001
1
?
Eur 1,800
2
Eur 800
Table
A0002
2
?
Eur 2,400.00
2
Eur 1200
Bed
A0003
3
?
Eur 1,000.00
2
Eur 500
Shelf
A0004
4
10
Maintaining Price Lists - Updating
Update Entire Price List
Update by Selection

1. Enter a new factor in the price list you want to
   update.
2. Choose Update.
3. Make a selection (for example, all the items from
   a specific regular vendor).
4. Choose OK.
5. The system updates the prices of the selected
   items in accordance with the new factor.

1. Enter a new factor in the price list you want to
   update (for example Increase prices for major
   customers by 0.15 gt 1.5 -gt 1.65).
2. Choose Update.
3. The system updates all the prices in accordance
   with the new factor.

11
Last Purchase Price Price List
When you post one of the following transactions
in the system, the system updates the last
purchase price
BasePrice List

• AP invoice
• Miscellaneous goods receipts
• Inventory/stock postings
• Stock posting due to positive stock differences
• Work order and automatic calculation of last
  purchase prices for all components
• Data import

Auto- maticupdateonly
Last Purchase Price
12
Hierarchies and Expansions
double-click
double-click
Price List
Small Customers
Price
Item

Eur 190.00
2
Chair
1
Eur 1,800.00
2
Table
2
Validity Periods
2
Bed
3
From to
Eur 1,000.00
2
Shelf
Quantity Scale
4
From to
13
Special Prices for Business Partners
For a specific business partner
double-click
double-click
Special prices for selected items of a business
partner

• With or without reference to a price list
• Discount calculation
• Automatic update when price lists are updated

Validity Periods
From to
Quantity Scale
From to
14
Updating Special Prices Globally
Change Discount

• Change the discount rate or special price.
• Select which items are affected by the change
• With the automatic indicator
• Without the automatic indicator
• Without a price list assignment

Change Price
Refresh by Price List
Allows you to update the special prices based on
the current price list information for items
without using the automatic indicator
Delete
Allows you to delete special prices
15
Working with Discount Groups

• You can assign discount groups based on item
  groups, item properties, or manufacturer's
  products for each business partner.
• Discounts defined by means of a discount group
  refer to the price list stored in the BP master
  record.

16
Pricing in SAP Business One
Since you can define several prices in the system
for the same item, the system needs to use a
certain logic to find the valid price, starting
with the most specific price.
Document
Price
Item
???

1. Does BP and item-specific special price exist?

NO

1. Does BP-specific group discount exist?

NO

1. Do hierarchies and expansions for the Price List
   exist?

NO

1. Price List

Document
Price
Item
479
17
Summary 1/2
SAP Business One provides a wide range of options
for defining prices. Prices are grouped in price
lists.

• You maintain purchasing and sales prices in price
  lists.
• You first define price lists in the Inventory
  menu.
• Every item is linked to every price list in the
  item master record.
• You can enter prices in the item master record
  itself or in the price lists.

18
Summary 2/2

• The system chooses the price in the document from
  the price list that you defined under the payment
  terms for the business partner.
• You can change predefined prices in the documents
  (for example, in the sales document).
• A distinction is made between the following
  prices
• Price lists
• Special prices
• 8. The prices defined in the price lists are net
  prices.

19
Approval Procedure Topic Objectives
At the conclusion of this topic, you will be able
to

• Set up an approval procedure for documents based
  on various criteria
• Approve documents that have been blocked by an
  approval procedure

20
Approval Procedures
Document Value gt 5000 USD?
No
Yes
o.k.

• The system saves the document as a draft.
• The system starts the approval procedure.
• The system generates a message to inform the
  persons responsible that a document requires
  approval.

?
?
21
Defining Approval Stages
Approval Stages
Stage 3 Manager
Stage 2 Purchasing Manager
Stage 1 Mr. Jones
Stage 1 Ms. Smith
22
Defining Approval Templates
Active
Name
Comments
Originator
Terms
Stages
Documents
Whose documents...
must be approved by whom...
when a certain situation arises?
23
Approval Procedures Reports
Documents Approvals Report Doc. Originator
Template Status ..
Report for Originator Have my documents been
approved?
Documents for Approval Doc. Originator Stage
Decision ..
Report for Authorizer Which documents do I
still need to approve?
24
Batch Management Topic Objectives
At the conclusion of this topic, you will be able
to

• Use the batch management functions in SAP
  Business One
• Post goods receipts and issues for items managed
  in batches
• Display the posted documents and associated
  batches
• Find stocks with batch information in the system

25
Batches
WAREHOUSE 01
Item 4711
Item 4711
Batch 1A
Batch 1B
26
Batch Management
You define batch number management for each item
on the General tab in the item master record
27
Creating Batches for Goods Receipts
Goods Receipt Documents
Item No.
Description
Quantity
Price
B1000

20

• Admission Date
• Date of Manufacture
• Expiration Date

Add

• Warehouse
• Storage Bin
• Description

• Template to Create Batch Numbers
• Status

Numbering
Dates
Location
Operations
Batch
WH
Quantity
Item Code
Update Column Information
B1000
BT- 01
01
10
B1000
BT- 02
01
10
2
Create Batch Numbers
No. of Batches
28
Batch Selection for Goods Issues 1/2
Item Master Data
B1000
Manage Batch Numbers
Force Serial No./Batch Selection on Release
Goods Issue Documents
Item No.
Description
Quantity
Price
B1000

10

Add
Ctrl

Batch Number Selection
Cannot add without complete selection of
serial/batch numbers
Item Code
Batch
Available Qty.
Selected Qty.
B1000
BT- 01
10
10
B1000
BT- 02
10
Divide Automatically
29
Batch Selection for Goods Issues 2/2
Item Master Data
B1001
Manage Batch Numbers
Menu
Force Serial No./Batch Selection on Release
Inventory
Add Goods Issue Document
Item Management
Batches
Define and Update Batch No.
Batch No. Completion
Batch No. Transactions Report
30
Batches in Sales Orders
Menu
System Initialization ? General Settings ? Items
Administration
Batch Number
Basic Setting for Batch Status
Released
Yes
Manage Batches in Sales Orders
Batch Management in the Sales Order gtgt You
select the batch directly in the sales order. gtgt
The system reserves the quantity.
Status GR GI Delivery Released X Not
Accessible X - Locked (X)1 - 1 You can
assign this status when you create a batch.
However, you cannot post existing batches with
this status.
Error accessing the reserved quantity without
reference to the sales order.
31
Batch Number Transactions Report
32
Serial Number Management Topic Objectives
At the conclusion of this topic, you will be able
to

• Use the serial number management functions in SAP
  Business One
• Post goods receipts and issues for items managed
  with serial numbers
• Display the posted documents and associated
  serial numbers
• Find stocks with serial number information in the
  system

33
Serial Number Management
Nokia Mobile
CE0168X 449333120116464567
Numbering
Nokia Mobile
Dates
CE0168X 4493331201164639
Location/Description
and so on...
1 1

• Traceability
• Date of Manufacture
• Expiration Date
• Warranty Period
• Location in the Warehouse
• Description

34
Serial Numbers
Item Master Data
General
You define serial number management for each item
on the General tab in the item master record.
Serial and Batch Numbers
Manage Serial Numbers
On Release Only
Manage Batch Numbers
Force Serial No./Batch Selection on Release
35
Serial Numbers During Entry
Item Master Data
S1000
Manage Serial Numbers
On Release Only
Add Goods Receipt Document

• Admission Date
• Date of Manufacture
• Start/End of Warranty
• Expiration Date

Template for creating Serial Numbers
Update Column Information
Numberings
Dates
Location
Operations

• Warehouse
• Storage Bin
• Description

Item Code
System No.
Man. Serial No.
S1000
SR- 01
1
2
SR- 02
S1000
Create Serial Numbers
36
Serial Number on Output 1/2
Item Master Data
S1001
Manage Serial Numbers
Force Serial No./Batch Selection on Release
Goods Issue Documents
Item No.
Description
Quantity
Price
S1001

10

Add
Ctrl

Select Serial Number
Cannot add without complete selection of
serial/batch numbers
Item Code
Man. Serial No.
System No.
Status

Available
S1001
1
SR- 01
Available
S1001
2
SR- 02
Choose
Auto Select
37
Serial Number on Output 2/2
Item Master Data
Menu
S1000
Manage Serial Numbers
Force Serial No./Batch Selection on Release
Inventory
Add Goods Issue Document
Item Management
Batches
Define and Update Serial No.
Serial No. Completion
Serial No. Transactions Report
Select Serial Number

Selected Numbers
No. for Selection
gtgt
S1000
SR- 01
S1000
SR- 02
gtgtgt
S1000
SR- 03
Auto Select
38
Cross Functionalities Unit Summary
You are now able to

• Define price lists and special prices
• Define approval strategies and approve documents
• Use the batch management functions
• Use serial numbers to manage your stock