Ags SAP Business One 9.3_SAP Basics and Administration

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Support Free Training
Presenter: Jelisha “Jeli” S. Baconga-Gucela, CPA, CAT
SAP Business One

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HOUSE RULES
1. Remember to LEARN.
2. Set mobile phones on silent mode.
3. Exercises will be performed together.

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Rules to LEARN
L isten
E njoy the exercises
A sk if the topic/idea discussed is not
understood and note questions down
R emember to take simple notes
N ever forget to enjoy!

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Coverage for the Day:
COVERAGE
SAP Business One Basics and Administration
A. SAP Business One, Version 9.3 Basics
B. User Accounts
C. Approval Procedures
D. Document Numbering
E. User Defined Fields
F. UI Configuration Templates
Exam

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SAP Business One
Version 9.3
SAP Business One
Basics

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Objective
◼Log on to SAP Business One
◼Set personal settings
◼View Master records
◼Explain the concept of Master Data
◼Create and change a document

PUBLIC
SAP Business One – Basics
SAP Business One Version 9.3

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Getting Started

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SAP Business One Modules
Items
management
Price List and
discount
management
Stock transactions
Inventory count
Warehouse
transfer
Serial Numbers
Batches
management
Pick and pack
Bin location
management
Inventory
Quotation
Order
Invoice
Delivery
Return
Credit Memo
Drop ship
process
Bill of Materials
Production
Orders
Forecasting
MRP Wizard
Recommendati
on Report
Marketing campaign
Customer
management
Gross profit
Contact management
Opportunities and
pipeline management
Activity management
Sales person and
commission
management
Blanket agreement
Service contract
Service call
Knowledge base
management
Chart of accounts
Journal entry
Recurrent
transaction
Multi-currency
Exchange rate
Financial Reports
Budget
Cost Accounting
Payment
Down Payment
Bank Statement
and reconciliation
Order to
Cash
Demanding
& PlanningCRM Financials
SDK & Add-Ons
Purchase
quotation
Purchase order
Purchase
delivery
Purchase return
Purchase
invoice
Purchase credit
note
Reserve invoice
Landed Cost
Procure to
Pay
Drill-Down Reporting
General Technologies (Drag & Relate; Alerts; UI Customization…)

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Company Database
Administration
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Business Partners
Banking
Inventory
Production
MRP
Service
Human Resources
Reports
Modules Drag & Relate
OEC Computers
Sales manager
Main Menu
My Menu
Company
User
Administration → Choose Company
Server
Company Databases

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Logging In
Logging In

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Logging In

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SAP Business One User Interface (UI)

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Menu Bar and Toolbar
Print Preview
Print
Send E-mail
Send SMS
Send Fax
Export to MS-Excel
Export to MS-Word
Launch Application
Lock Screen
File Toolbar View Toolbar
Menu Bar
Find
Add
First Data Record
Previous Record
Next Record
Last Data Record
Toolbar
Export to PDF

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Context Help
F1
or
SHIFT+F1

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Context Help
What is Sales Order?

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Context Help
PRESS F1

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Context Help
What about this
customer field?

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Context Help
Point the mouse to
the field
Then PRESS
SHIFT+F1

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Functions in a Form
Business Partner Master Data
Ctrl + Double Click
Original Description:
New Description:
Mobile Phone
?
Bold Italics
Selection List
Dropdown List
Link Arrow Code
Name
Currencies
Tel 1
Tel 2
Mobile Phone
Fax
Email
Customer

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USERS
2 KINDS OF
Super
Users
End
Users

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Predefined Users
▪ At installation time, predefined
user accounts are created and
reserved:
▪ Manager
▪ B1i
▪ Workflow
▪ AlertSvc
▪ Support

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Administration
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Business Partners
Banking
Inventory
Production
MRP
Service
Human Resources
Reports
Modules Drag & Relate
OEC Computers
Sales manager
Main Menu
My Menu
Personalized Menu
Form Settings – Main Menu
Administration
Financials
Sales /AR
...
Display only modules and menu
items the user is authorized for.
Menu Item
Manually choose
the menu items you
want to display.
Visible
Apply Authorizations

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Personalize windows and settings
User-defined Shortcuts
User-defined
Menu
Forms
Reports
Queries
Links
Modules Drag & Relate My Menu
OEC Computers
Sales Manager
Main Menu
OK Cancel
ListAllocation
Shortcut Current Window
F2
Module Window
Administration
Financials
Sales Opportunities
Sales – A/R
Purchasing – A/P
Business Partners
Banking
Inventory
Production
MRP
Service
Purchase Order
Goods Receipt PO
Goods Return
A/P Down Payment Request
A/P Down Payment Invoice
A/P Invoice
A/P Credit Memo
A/P Reserve Invoice
Landed Costs
Document Printing
Purchasing Reports
Allocate Remove
Customize

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Demo
• Context Help
• Renaming Fields
• Form Settings
• Creation of Shortcuts

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Key Points
Here are some key points:
 A company is represented as a database inside SAP Business One.
 SAP Business One menu bar displays at the top of the screen.
 Commonly-used menu bar functions are represented as icons in a
toolbar.
 There are two types of users: super-users and normal (end) users
 Form Settings allow you to display or hide menu items or fields in
a window.

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Master Data and Documents

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Master Data Concept
Business Partners
Items
◼ Addresses
◼ Payment Terms
◼ Price lists
◼ Control Account
◼ Inventory Accounts
◼ Warehouses
◼ Item Groups
◼ Item Properties
◼ Price lists

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Business Partners
Vendors
Customers
Leads
3 Types of Business Partners

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Master Data Concept

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Finding Master Data
1. In Master Data Table
2. In Marketing Document

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Finding Master Data – Master Data Table

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Finding Master Data – Master Data Table
WILD CARD Search
in Master Data Record
SCENARIO:
You have a customer named CHRISTINA ‘KRIS’ AQUINO YAP and you
want to know her customer info.
But you only remember ‘KRIS’ as her name.
- Search of a master record using the symbol asterisk (*)
before and/or after the search keyword.

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Finding Master Data – Wild Card Search
IT MUST BE IN A FIND MODE

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Finding Master Data – Marketing
Documents

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Documents
Double click to sort/find on column header
Type a value here

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Documents

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Documents
Hold CTRL
+ Click
+ Click
+ Click

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Documents
Hold SHIFT
+ Click

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Demo – Master Data
• Finding Master Data
• Finding Master Data – Wildcard Search
• Finding – Marketing Document
• Adding a Business Partner

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Marketing Documents
General
Document
Data
(Header)
General
Information
(Footer)
Document
Content
(Details)

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Form Settings
Table Format
In the Sales and Purchasing documents,
you can choose a row type.
Row Type in Marketing Documents

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1. Regular

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1. Regular
2. Subtotal

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1. Regular
2. Subtotal
3. Text

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1. Regular
2. Subtotal
3. Text
3. Text
2. Subtotal
1. Regular

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▪ Save documents as
a draft before
adding to database.
▪ You can make
changes or enter
missing information
before adding as
regular document.
▪ Drafts can be used
as templates.
▪ You can display a
list of drafts for
processing
Draft Documents

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Creating related documents

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Relationship Map
◼ View relationships
between documents in
the relationship map.
◼ The entry point to the
relationship map has a
yellow title background.
◼ Double-click on any icon
to open a document.
◼ Different views can be
selected in the selection
box.

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Relationship Map
Right + Click

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Drag&Relate
List of all quotations for item M00001
Sales / AR
Delivery
A/R Invoice
Drag and Relate
Sales Quotation
Returns
A/R Credit Memo
Sales Order
Delivery Details
A/R Invoices Details
Sales Quotation Details
Return Details
A/R Credit Memo Details
SAP Business One
OEC Computers
manager
Sales Order Details
Item Number
Description
Item Type
Price List 01 Purchase Price List
Item Group
M00001
Mouse Pad
Items
Accessories
Item Master Data
Foreign Descrip.

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Demo – Marketing Document
• Creating a Marketing Document
• Saving as Draft
• Copy
• Relationship Map
• Drag and Relate

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Summary
Here are some key points:
 Creating documents from master data increases productivity, ensures
data consistency, and reduces errors
 Three types of business partner master data: vendor, lead and customer.
 Marketing documents share a common structure.
 Marketing documents can be saved as drafts.
 You can easily copy the information in a marketing document to another
document.
 Copied documents are linked and their connections can be viewed in a
relationship map.
 Drag and Relate is a quick way to create ad hoc reports.

PUBLIC
User Accounts

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User Accounts

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User Accounts
User account
Each user needs an account. In addition, a user cannot access any functionality until they
have been assigned both the correct license and general authorizations.
Authorizations
Personalization
Linked Records
License
General Authorizations
Form Settings
UI Configuration
User Defaults
Sales employee/ Buyer
Employee Master Data
Dashboards

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User Account Setup
Administration → Setup→ General → Users
▪ To create a user account, enter the details
in the Users – Setup window
▪ The User Code must be unique and is case
sensitive
▪ After you have saved the window you
cannot change the user code
Note:
▪ You have the option to generate a user
account using information from the
employee master data.

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Account for Super User
▪ Select the Superuser checkbox to designate a
super user
▪ A super user has by default authorization to
every function in the system - you cannot edit
general authorizations for a super user
▪ This account must be assigned a Professional
license
▪ Non super users have no authorization to any
function by default and you need to set
general authorizations for each user

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Account for Mobile User
▪ Select the Mobile User checkbox to enable access using
the mobile apps for IOS and Android
▪ Enter mobile phone number and device ID
▪ Install the integration framework of SAP Business One
and activate the sap.B1Mobile scenario
▪ Assign a B1i license to the mobile user in addition to
the contracted license

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Employee Master Data and User Account
▪ Employee master data is used to define organizational
hierarchies, teams, department and branches
▪ Employee record and user account can be linked, for ease
of maintaining user records

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Removing an Account
▪ To delete a user account, open the
user account and choose Data >
Remove
▪ Remember to remove the license
assignment prior to deleting the
account
▪ The system will not let you create a
new account later with the same user
code

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Assigning a License
Administration → License → License Administration
▪ Each user must be allocated a license
▪ Mobile users must in addition be assigned B1i
license

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User Groups

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User Groups
▪ In the user account, you can
optionally assign the user to a
user group
▪ User group is list of users with
similar characteristics
▪ User groups operate on the
concept that users with the
same role require similar
settings

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Creating User Groups
Administration → Setup→ General → User Groups
Choose Create Group button
Before creating a user group you
should identify users with similar roles
and responsibilities so you choose the
correct type:
▪ Authorization
▪ Alerts
▪ Form Settings
▪ UI Configuration Templates
▪ Cross All Types
Choose Group Type and add users by name

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Window
Group Type General
Authorizations
Alerts
Management
Copy Form
Settings
UI Configuration
Template
Authorization X
Alerts X
Form Settings X
UI Configuration Templates X
Cross All Types X X X X
How User Group Types Work
User groups appear in related configuration windows according to the type:

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Example: Form Settings User Group
To assign form settings with a user group:
▪ Create the user group with type Form Settings or Cross All Types and add the users
▪ Login as one of the users and set the form settings
▪ Choose the Copy Form Settings button from that user’s account
▪ In the Copy Form Settings window, choose the Groups tab and select the predefined group

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User Settings and Defaults

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User Settings (General Settings)
▪ You can define default settings for login sessions,
display, and font and background on the Services,
Display, and Font & Bkgd tabs of the General Settings

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User Settings (User Defaults)
Administration → Setup→ General → User Defaults
▪ User Defaults include display, date and time format, language and font,
and print settings
▪ Defaults are assigned to users with similar requirements in these areas
▪ Note: Print settings are selected per document and override similar per
document settings in the Print Preferences window

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User Settings (User Defaults) Cont.
User defaults also cover credit card
settings . . .
. . . and the path to an attachments folder for
the users
Note: The path to the
parent attachment folder
is defined in the General
Settings. In the User
Defaults window you can
assign a sub-folder as the
attachments folder

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User Defaults (User Account)
General Settings
User Defaults
User Account

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Password Administration

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Password Policy
Administration→ Setup → General → Security → Password Administration
▪ Password policy applies to all users and dictates the strength of password and how often it
needs to be changed. The security level selected in this screen is applied to the system
▪ Low, medium, high and custom policy options
▪ Password example shown to user as template for creating a new password
Default policy Custom policy (example)

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Setting a User’s Password
▪ Password can be set by super user when account created
▪ Alternately user can create password at first logon
(Change Password at Next Logon checkbox)
▪ Password must adhere to current password policy
Administration → Setup → General → Users

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Changing Own Password
Administration → Setup → General → Security → Change Password
▪ Users can change own password at any
time using the change password function
▪ Change password function available to all
users regardless of license or authorizations
▪ User must adhere to password policy
▪ All passwords are encrypted

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Locked User Account
▪ Super user can lock and unlock user
account
▪ User account can be locked to prevent
access or temporarily disable an account
▪ Account will be automatically locked after
a specified number of unsuccessful login
attempts (as defined in the password
policy)

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Access Log
Tools > Access Log
▪ Records each user
logon, logoff, and
password change
▪ Double-click row to
see detailed log

PUBLIC
Approval Procedures

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Objectives
Objective:
▪ Describe the business process flow when an approval process is
used
▪ Set up an approval process in SAP Business One
▪ Explain the status of a document during an approval process and
how updates to documents pending approval are managed
▪ Discuss the special requirements for writing a query for an
approval procedure

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▪ In order to control costs, the company now requires all internal purchases and
expenses over a certain limit to be approved by a manager before they can be
processed.
▪ Solution: Define an approval procedure. If the value of the document exceeds the
limit, the approval procedure will automatically block the document until it is
approved or changed.
Business Scenario
Purchase
Order
Goods
Receipt
PO
AP
Invoice
Outgoing
Payment

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Basic Approval Workflow
Originator
Add
Approval
needed?
Approval Process
Approved?
Yes
No
Approval
needed?
New Approval
Process
Yes
Yes
No
No
Access and Modify
Draft
[Approved]

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Setting Up an Approval Process

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Activation
▪ Approval process functionality is enabled in the General Settings
▪ Once enabled, you cannot disable the functionality if there are active approval
templates
▪ Checkbox to enable approval process
▪ Additional checkboxes permit updating generated documents and/or documents still
awaiting approval
General Settings

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Approval
Stages
Approval Templates and Stages
To set up an approval process you define approval
stages and approval templates:
▪ Approval stage is a list of named approvers who
can approve a document at the same level
▪ Approval template combines the originators, the
documents, the criteria for approval, and one or
more approval levels
▪ The stages are separate from the approval
template and you can reuse approval stages in
other templates
▪ You can define multiple approval templates for
different sets of users and/or documents, and
with different criteria.
Approval TemplateApproval Stages
First level
approvers
Second
level
approvers
Originators
Documents
Criteria
(Terms)

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Approval Process Authorizations
Permission to define approval
process stages and templates is set
by General Authorizations

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Setup – Approval Stages
▪ All approvers must first be defined as users in SAP Business
One
▪ Include more than one user in a stage to allow for staff
absences. Specify a minimum number of approvals for the
stage
▪ Stages can be combined in any order to create a multi-
stage approval procedure. When you combine stages,
make sure the same user is not in multiple stages
If you define more than one approver for a
stage, you can set the minimum number
of required approvals or required
rejections before the approval process
moves to the next stage
Administration > System Initialization >Approval Process
> Approval Stages

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Setup - Approval Templates
▪ Specify the users who are subject to approval
when they create certain documents
▪ Only users specified here are subject to
approval process
▪ User cannot modify approval template if
selected as an originator in the template
▪ The approval process also applies to an
originator who runs the Document Generation
Wizard
Originators tab
Administration > System Initialization >Approval Process > Approval Templates

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▪ Select the documents that require approval
(when created by the originators)
▪ The approval will apply to every instance of the
document if it meets the approval terms:
▪ Sales and purchasing document types can
be selected in one template; however you
will need to create separate approval
templates if the terms or approvers are
different
▪ Cannot combine marketing documents
with inventory or payment document types
in same template
Documents tab

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▪ Include the predefined approval stages
▪ The sequence of the stages in the template is
the order for a multi-level approval process
▪ You can rearrange the sequence using the
arrows
Stages tab

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Approval Templates – Terms Tab
Approval criteria:
▪ Always (no terms)
▪ Predefined terms (vary according to selected document types)
▪ User queries
Note: Predefined terms operate only on
the header level of a document, not on
the row level. For example: discount and
total appear on each row as well as on
the document header, but the approval
template only considers the header fields

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Predefined Term Ratio Value
Total 500
Quantity 5-200
Using Predefined Terms
• Select an operator (greater than, less than, equal, etc.) and enter value
• Select range (In range, Not in range) and enter range from low to high, separate by hyphen
Greater than
Less than
Equal
Does not equal
In range
Not in range
. . .
Greater than
Less than
Equal
Does not equal
In range
Not in range
. . .
▪ Multiple predefined terms
evaluated using “or” logic
▪ Approval process will
apply if just one of the
predefined terms is met.

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Activating an Approval Template
▪ The Active checkbox is set by default:
Deselect if you want to set up the template now
and activate later
You can also deselect to deactivate an existing
approval process (make sure all documents are
approved)
▪ The Active when Updating Documents Not
Generated by Approval Process checkbox is also
set by default:
- It covers the condition whereby an originator
updates a document that did not originally go
through an approval process
- If the checkbox is selected, an approval process
will be triggered if the update causes the
document to now meet approval criteria

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Managing the Approval Process

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Document Status During Approval Process
Request for
Approving
Document
Generation
Document
Generation
Approved
Originator adds
draft document to
system
Status [Approved]
Status[Draft Pending]
Status [Draft Approved]

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Monitoring an Approval Process
• Approver view

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Canceling an Approval Process

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Summary of Document Statuses
Document Status Comment
Draft [Pending] ▪ Document is in approval process
Draft [Approved] ▪ Document was approved but has not yet been saved by
originator
Draft [Rejected] ▪ Document was rejected by approvers. It can be updated by the
originator. If it still meets approval criteria another approval
process will be launched.
Draft [Canceled] ▪ Document in approval process was canceled by originator or
approver. The draft cannot be added or updated.
[Approved] ▪ Document was approved and saved by originator. It cannot be
updated by originator unless checkbox set in General Settings
Draft for Document Update [Pending] ▪ Originator updates a document that was not previously
approved, and now meets criteria for an approval process
Draft for Document Update [Approved] ▪ Draft for Document Update was approved and can be added.

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▪ Safeguards are in place to prevent an originator from updating a
document with [Draft Pending], [Draft Approved] or [Approved]
status
▪ Checkboxes in the General Settings control updates to
documents with these statuses:
▪ Updating an [Approved] document is only possible if the
checkbox Enable Updating the Document Generated/Updated
by Approval Process checkbox is set
▪ Updating a [Draft Pending] or [Draft Approved] document is
only possible if the checkbox Enable Updating the Document
Draft in Pending/Approved Status checkbox is set
Document Updates During Approval Process
▪ A document in the approval
process can be accessed from
the Document Drafts Report
General Settings

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Multiple Approvers in a Stage
Result: Since only one approval is required for the
stage, the rejection is ignored and the document is
approved and can be added to the system
Jane Approve ✓
John Reject 
Time
Example: minimum number of approvers is 1

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Multiple Approvers in a Stage (Cont.)
Jane Reject 
John Approve ✓
Result: document held pending until another
approver responds
TimeExample: minimum number of approvers is 1

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Print Preferences
▪ Print preferences can be set on a per
document basis for a document that is in
the approval process
▪ Can prevent document being exported,
printed or faxed

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Using Queries in Approval Processes

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Using Queries as Terms
Terms Tab:
• Saved user queries can be added to approval templates
• Queries can be used instead of, or together with
predefined terms
• Allows you to develop customized approval scenarios
Example:
We want an approval process for item type purchase orders over
500 service type purchase orders over 250.

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Combining Predefined Terms and Queries
Terms Tab
• When predefined terms are combined with a query, the
approval process will start if just one of the conditions is
met – evaluated using OR logic
In the example, an approval process will start if
▪ Document puts budget over 500
Or
▪ If document meets the conditions of the query

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Query Syntax for Approval Procedures
A query used in an approval process has special
requirements:
▪ It references the current document in active window
▪ To refer to a field in the active window, you must include a
$ sign in front of the field with square brackets
▪ Query must use SELECT DISTINCT ‘True’
▪ Query cannot reference row level fields
Example: Approval for purchase orders
with:
▪ Service type AND total > 250 OR
▪ Item type AND total > 500
Active Window
SELECT distinct 'true' from OPOR T0 where
($[OPOR."DocType"] = 'S' and CAST($[OPOR."DocTotal"] as
DECIMAL) > 250)
OR
($[OPOR."DocType"] = 'I' and CAST($[OPOR."DocTotal"] as DECIMAL)
> 500)

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Queries for Multiple Document Types
If multiple document types are selected in the
approval template, the query must be able to work
with the multiple similar document types
Use the item number and column syntax instead of
the table and field name syntax:
$[$Item.Column.0]
$[$Item.Column.Number]
$[$Item.Column.Currency]
$[$Item.Column.Date]
In this syntax a second $ sign is added before the
item number. The column number is always 0 since
the query can only reference header fields

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Active Window Query Examples
[... Item= ## Column= ## …. Table Name, Field Name] Row=1 Status Bar
Item and
Column
Number
$[Table Name. Field Name] $[$ Item Number. Column Number.0]
.Number]
.Currency]
.Date]
Table and Field
Name
View > System information
Ctrl +Shift+I
Table and field syntax
SELECT distinct ‘true’ FROM OPOR T0
WHERE
$[OPOR."DocType"] = ‘S’ and
CAST($[OPOR."DocTotal"] as DECIMAL) >
250
SELECT distinct ‘true’ FROM DUMMY
WHERE
$[$3.0.0] = ‘S’ and
$[$29.0.number] > 250
Item number and column syntax

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Testing a Query for Approval Procedures
Tools > Queries > User Queries > Category Name > Query
To test query, keep document
in the active window and run
the query from the Tools menu
Active window

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Key Points
Key points from this topic:
▪ Approval processes can be established for sales, purchasing, inventory and payment documents.
▪ To set up an approval process, enable the functionality, then define approval stages and approval
templates. All originators and approvers must be SAP Business One users.
▪ To create a multi-level approval procedure, combine multiple predefined stages in the approval
template.
▪ In the approval template, you can select one or more predefined conditions, and/or select a saved
user query.
▪ Safeguards are in place to prevent documents from being updated after approval or while pending
approval. Checkboxes are available to permit these actions. You can also trigger approval
processing when an originator updates a document that was added without need for approval.
▪ An approval process can be cancelled by the originator or approver.
▪ Queries used in approval procedures reference the current document in the active window and
must select a true response. To use the same query with multiple document types of the same
structure, use the index and column syntax.

PUBLIC
System Setup and Administration:
Document and Master Data Numbering

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Business Scenario
The sales staff at DG Industries work in separate market areas. The sales documents
need to be numbered differently so they can be tracked to each area.
Additionally, the customers in each market area should be numbered accordingly.
Sales Order Delivery AR Invoice
Incoming
Payment

© SAP 2011 / Page 116
Document Numbers

© SAP 2011 / Page 117
Document Numbering
Administration > System Initialization > Document Numbering
▪ Each company has its own
numbering method and rules
▪ The document numbering
function provides the flexibility
to define unique numbering
schemes for a company’s
master data records as well as
for individual documents and
transactions
▪ Document numbering is
defined in a series for each
document type and the series
tracks the next number to be
allocated in the series
Numbering series
per document type

© SAP 2011 / Page 118
Document Numbering Series
▪ A new company database has a
predefined numbering series for
each document – the Primary
series
▪ In the default series, document
numbers start at 1
▪ Multiple users can share the
same series, or you can define
additional numbering series for
different users so they can work
with different numbering ranges

© SAP 2011 / Page 119
Editing the Primary Series
▪ You can change the starting number
in the primary series (before any
documents have been posted)
▪ Double-click the row for the
document type to open the series
setup window
▪ Enter a new starting number and
optionally a final number for the
series

© SAP 2011 / Page 120
Creating a New Document Numbering Series
▪ To create a new series, open the series setup window then choose
Add Row from the context menu
▪ Enter the starting number for the series
▪ You must also enter the final number in the previous series
▪ Document numbers cannot overlap between series for the same
document type

© SAP 2011 / Page 121
Creating a New Document Numbering Series
(cont.)
▪ You can enter a prefix and/or suffix for any series, including the primary series
▪ Prefix or suffix is not part of actual document number and only appears when printing
▪ Series can be locked to remove from allocation

© SAP 2011 / Page 122
Authorizing Users to Document Numbering
Series
▪ When a new user account is created, user has no access to any numbering series, even the default series
▪ User needs authorization to the series group
▪ Select a Group in the series setup window then grant the authorization to the series group (in the Authorizations
window)
▪ Once the user is authorized they can create documents
Assign the
numbering series
to Group 2
Grant the user the
general authorization
“Series – Group No.2”

© SAP 2011 / Page 123
Period Indicators and Numbering Series
▪ Period indicator column aligns series directly to a posting period
▪ As a result, only document numbers for a series with same period indicator as current posting period
can be posted
▪ Period indicator can be used to align a numbering series to a fiscal period and enable document
numbering to restart at 1 for each new fiscal year
▪ Default period indicator is assumed if you do not select a period indicator, and is also the default for a
new numbering series

© SAP 2011 / Page 124
Cancellation Series
• If a document can be cancelled by a user,
cancellation checkbox appears on series
row
• To designate a series as a cancellation
series, select the Cancelation checkbox
• When user cancels a document, original
document is cancelled and a new
cancellation document is issued from the
cancellation series
Original invoice
Cancellation invoice

© SAP 2011 / Page 125
Defaults Series for a User
Set as default for:
 Current user
 All users
 Certain users
▪ If you have multiple series, you can assign a
series as a default for the user
▪ In series setup window, select a series and
choose Set as Default. Default series
automatically selected for new document

© SAP 2011 / Page 126
Working with Multiple Series
▪ If a user is authorized to multiple series, the dropdown list in the document will show all series the
user is authorized to
▪ The default series set for the user is automatically selected first
▪ A cancellation series does not show in the dropdown list
▪ If period indicators are used, a numbering series will only show when the period indicator matches
the period indicator in the current posting period
Default series for user
automatically selected
All series that user is
authorized to are
selectable in dropdown
list

© SAP 2011 / Page 127
Manual Document Numbering
▪ Authorized users can enter a
manual document number by
selecting Manual from the
dropdown list
▪ The document number is
entered by the user
▪ System will skip this
number in future when it
allocates from a predefined
series
▪ Manual documents always
have the status “Open –
Printed”

© SAP 2011 / Page 128
Menu Names for Documents
▪ Option to change main
menu name and
document title for any
sales, purchasing or
inventory document,
for example:
A/R invoices

Sales Invoices
▪ New name is entered
on document row in
numbering setup
window

© SAP 2011 / Page 129
Master Data Numbering

© SAP 2011 / Page 130
Master Data Numbering
▪ In a new system, there is a default manual
series for master data: customer and vendor
master data, item and resource master data
▪ Manual series is default for all users and
allows user to enter a code when creating new
master data

© SAP 2011 / Page 131
Creating an Automatic Master Data
Numbering Series
▪ Defining a new series for master data is
similar to defining a document
numbering series
▪ Enter the starting number for the code.
This number will be allocated as the
master data code, and the next number
by 1
▪ You can optionally a prefix and/or suffix.
Prefix and suffix will be added to
generated code to create multi-part
numbers. Prefix and suffix are not
incremented
▪ You must specify No. of Digits
You must specify the
number of digits for the
code (leading zeroes will
be added)
Prefix and/or
suffix are part of
generated code

© SAP 2011 / Page 132
Numbering Series (Cont.)
▪ You can set authorizations for users based on the Group selected for the series
▪ You can also set a series as default for users
▪ Checkbox to display message when master data created using non-manual series
▪ Master data series cannot be aligned to a period indicator

© SAP 2011 / Page 133
Numbering Series (Cont.)
▪ Because the prefix and/or suffix is part of
the code, different series can have
overlapping numbers
▪ Only the main part of the number is
incremented, not the prefix or suffix

© SAP 2011 / Page 134
Check Document Numbering Utility
Administration > Utilities > Check Document Numbering
▪ Report shows list of missing or
duplicate document or master
data numbers

© SAP 2011 / Page 135
Summary
Key points from this topic:
▪ Document numbering allows authorized users to establish ranges of numbers that will be automatically
assigned in documents and master data
▪ You can create a numbering series for each document type, and for business partner, item and resource
master data
▪ Users must be authorized to use a numbering series. To do this, first assign the numbering series to a
series group, then authorize users to the series group using the general authorization
▪ If users are authorized to multiple numbering series you can set one as default
▪ Document numbers do not include the prefix or suffix, therefore numbers cannot overlap between
series. Master data numbers do include the prefix or suffix, therefore numbers can overlap between
series
▪ In master data series you must specify the number of digits for the code. The code will be padded with
leading zeros until the number of digits is reached
▪ In the document numbering setup window you can change the name of a sales, purchasing or
inventory document name in the main menu

PUBLIC
User-Defined Fields

© SAP 2011 / Page 137
▪ There is a need to track a status level for each customer – gold, silver, and bronze.
▪ The salesperson needs to record the customer’s preferred delivery instructions when
processing a sales order.
Solution: These requirements can be implemented with user-defined fields.
Business Scenario
Sales Order Delivery AR Invoice
Incoming
Payment

© SAP 2011 / Page 139
User-Defined Fields
▪ New fields can be
added to most business
objects, including
master data and
marketing documents
▪ General authorization
required: Customization
Tools > User-Defined
Fields – Management
Tools → Customization Tools → User-Defined Fields – Management

© SAP 2011 / Page 140
▪ Fields can be added to both
header (title) and rows of
marketing documents
▪ New field is added to all
logistics document types
Marketing Document Row and Header
Fields
Header (Title)
Row

© SAP 2011 / Page 141
Object (e.g., Sales Order)
User-Defined Fields – Header Level
User-Defined Fields✓
Ctrl+Shift+U
▪ UDFs added at the header
level initially appear in a
separate window
▪ To open this window, use the
View menu and select User-
Defined Fields, or press
Ctrl+Shift+U
View

© SAP 2011 / Page 142
Object (e.g., Sales Order)
Moving User-Defined Fields – Header Level
▪ Authorized users can use the Tools >
Edit Form UI function to drag UDFs to
the main form area, dispensing with
the side window
▪ General authorization required –
General > Edit Form UI
▪ Authorized users can make this change
for their own use or for other users
through a UI Configuration template Tools
Edit Form UI …

© SAP 2011 / Page 143
Settings for User-Defined Fields
▪ If you decide to keep UDFs in the side
window, you can manage them using the
settings window
▪ The settings window is different from
the standard form settings window. To
open the settings window:
▪ Ctrl+Shift+B
▪ Tools → Customization Tools →
Settings

© SAP 2011 / Page 144
Copying UDF Values in Marketing
Documents
Object (e.g., Sales Order)▪ When you generate a document
from a base document using
Copy To/ Copy From, the value
entered in a user-defined field
is transferred to target
document
▪ This also applies to the
Document Generation Wizard
▪ If multiple base documents are
copied, with different values in
a UDF, value is not copied
Object (e.g., Delivery)
Value entered into user-defined
field is transferred to target
document using Copy To/Copy
From

© SAP 2011 / Page 145
User-Defined Fields – Row Level
▪ UDFs added at the row level are
visible and active by default
▪ Use standard form settings to
position on row

© SAP 2011 / Page 147
Properties of User-Defined Fields
▪ UDFs are added to the object’s table and
have prefix “U_”
▪ UDFs retained during upgrade, and can be
copied to a new company
▪ New field is added to all document
instances, including records already saved
in the database
▪ UDFs function as normal fields and can be
used in queries and reports
▪ Can import data into user-defined fields
using Data Transfer Workbench.

© SAP 2011 / Page 148
Properties of User-Defined Fields (Cont.)
▪ When you add a new field, the database
structure is updated
▪ If other users are logged in, you have
option to:
▪ Wait for users to log off
▪ Force close open documents for
connected users

© SAP 2011 / Page 149
Type and Structure
▪ You can select a Type and optionally a
Structure for each user-defined field
▪ The Structure is dependent on the Type
and influences the format of the field
Note: you cannot change the type and
structure after you have added the field to
the database. If you choose the wrong type
or structure, remove the field and start again.

© SAP 2011 / Page 150
Type and Structure
Type Structure Maximum Length
Alphanumeric ▪ Regular
▪ Address
▪ Telephone No.
▪ Text
254
2GB (header) / 255KB row
Numeric -
Date/Time ▪ Date
▪ Hour
Units and Totals ▪ Rate
▪ Amount
▪ Price
▪ Quantity
▪ Percents
▪ Measure
General ▪ Link
▪ Image

© SAP 2011 / Page 151
Type and Structure
▪ Address
▪ Telephone No.
▪ Text
254
Numeric -
Date/Time ▪ Date
▪ Hour
▪ Amount
▪ Price
▪ Quantity
▪ Percents
▪ Measure
General ▪ Link
▪ Image

© SAP 2011 / Page 152
▪ Address
▪ Telephone No.
▪ Text
254
Numeric -
Date/Time ▪ Date
▪ Hour
▪ Amount
▪ Price
▪ Quantity
▪ Percents
▪ Measure
General ▪ Link
▪ Image
Type and Structure

© SAP 2011 / Page 153
▪ Address
▪ Telephone No.
▪ Text
254
Numeric -
Date/Time ▪ Date
▪ Hour
▪ Amount
▪ Price
▪ Quantity
▪ Percents
▪ Measure
General ▪ Link
▪ Image
Type and Structure

© SAP 2011 / Page 154
▪ Address
▪ Telephone No.
▪ Text
254
Numeric -
Date/Time ▪ Date
▪ Hour
▪ Amount
▪ Price
▪ Quantity
▪ Percents
▪ Measure
General ▪ Link
▪ Image
Type and Structure
Need to define path to Attachments or
Pictures folder in General Settings (Path
tab).

© SAP 2011 / Page 155
▪ Option to define validation rules for
entering data in user-defined field:
Linked to Entities
Valid Values
Advanced
Validation Options

© SAP 2011 / Page 156
Validation Options
Option
Linked to Entities Link user-defined field in a form to a system object, a
user-defined table, or a user-defined object

© SAP 2011 / Page 157
Option
Valid Values Define a list of possible values for a
user-defined field
User selects value from predefined
list
User cannot update or add values to
list
Validation Options

© SAP 2011 / Page 158
Option
Advanced Define validation rules for values
entered in UDF
User can only enter values that
meet the rule
Validation Options

© SAP 2011 / Page 159
User-Defined Field with User-Defined
Values Added
Tools > User-Defined Values
▪ Using user-defined values, you can
link a query to a user-defined field
▪ Query can automatically populate the
field value based on query result
▪ Query can be set to run manually by
the user or automatically triggered
when another field is entered, for
instance, the customer code
Example:
Sales Order
SELECT T0."Balance" FROM OCRD T0
WHERE T0."CardCode" = $[$4.0.0]
Tools > User-Defined Values

© SAP 2011 / Page 160
Default and Mandatory Fields
▪ Default value can be set for any user-defined
field
▪ Default value will appear in all new instances
of the object
▪ Option to set user-defined field as
mandatory. If field is mandatory, user will not
be able to add record without entering field
value
▪ To set field as mandatory, you initially need
to supply a default value, but you can
remove the default value after you add the
user-defined field to the database

PUBLIC
System Setup and Administration:
UI Configuration Templates

© SAP 2011 / Page 162
Simplifying Forms
Move user-
defined fields
Move fields or buttons
to more convenient
part of form
Hide or
deactivate
unwanted
fields
Move fields from
tab to main part of
form

© SAP 2011 / Page 164
Authorizations for UI Changes
To edit a form for personal use, user needs general authorization:
General Edit Form UI
To modify forms for other users, user needs general authorization:
Administration Utilities  UI Configuration Template
AuthorizationMenu PathRequirement
General  Edit Form UITools > Edit Form UIEdit a form for personal
use
Administration Utilities  UI
Configuration Template
Administration > Utilities > UI
Configuration Template
Edit forms for others in a
UI template

© SAP 2011 / Page 165
UI Configuration Template
Administration > Utilities > UI Configuration Template
▪ UI configuration template is a
collection of forms edited for needs
of end users
▪ To create a new template, open the
UI Configuration Template window
and select Data > Add List of edited forms
for a group of users

© SAP 2011 / Page 166
Adding Forms
Select forms to go
into template
▪ Individual forms are
selected from dropdown
list and then edited to meet
user requirements
▪ Additional UI templates can
be created for different
sets of users
Note: Some edit functionality
overlaps with form settings.
Users can still make further
changes to their own forms
using form settings

© SAP 2011 / Page 167
Edit UI Mode
▪ Select a form and choose the Edit Form UI button
▪ In edit mode the form has a distinctive black title area
▪ Clicked field is highlighted for editing

© SAP 2011 / Page 168
Assigning Users to the UI Template
▪ Users can be assigned to the
UI template individually or by
user group
▪ After the assignment, the
modified forms will
automatically open instead of
the standard forms when the
assigned user next logs in

© SAP 2011 / Page 170
Hide and Disable Fields
In UI Edit mode, select a field or
multiple fields, and open the
context menu to see edit
options:
• Hide: removes the field and
description from the form
• Disable: an editable field
becomes gray and cannot be
changed by the user

© SAP 2011 / Page 171
Using Drag and Drop
▪ Make use of white space in the form
by moving fields to a more
convenient position
▪ To move a field, select field and drag
to new position
▪ Can move field from a tab to form
header, or from one tab to a
different tab

© SAP 2011 / Page 172
Aligning Fields
To align moved fields to existing fields,
select the fields then choose Align from
the context menu
Fields aligned
left

© SAP 2011 / Page 173
To move a user-defined field (UDF)
from the side window to the main
form area:
▪ Select and hold your mouse on
the field until a black border
appears (1)
▪ Drag the black rectangle to the
main area (2)
▪ Move into position and release
(3)
Moving User-Defined Fields
3
1
2
3

© SAP 2011 / Page 174
Save and Restore Default
After you have made the editing
changes, click anywhere in the form
white space and open the context
menu to:
• Save: commits the changes
• Restore Default: backs out all
changes and restores fields to the
original out-of-box format

© SAP 2011 / Page 176
Form Settings in UI Edit Mode
▪ When you open form settings in UI Edit Mode, UI
Elements tab lists every header field, and every
field on each tab
▪ You can hide and disable fields by deselecting
Visible and Active checkboxes (equivalent to
context menu hide and disable)

© SAP 2011 / Page 177
Hiding a Tab using Form Settings
▪ Option to hide tab by making the tab entry
invisible in the UI Elements

© SAP 2011 / Page 178
Summary
UI Edit Mode UI Elements
tab
Form Settings
Move a field (drag and drop) 
Move a field to another tab 
Move a user-defined field to main
form

Align and compact fields 
Hide a field   
Disable a field   
Add a tab 
Hide a tab 

© SAP 2011 / Page 180
Copying Edited Forms to Other UI
Templates
Multiple UI configuration templates can
be created and assigned to different sets
of users
To save time, you can copy edited forms
from one UI template to another UI
template. Select one or more forms and
choose Copy To button

© SAP 2011 / Page 181
Default UI Template
▪ Option to designate a default UI configuration template in
General Settings
▪ Default template will apply to all new users and to existing users
who are not assigned to any other UI template
▪ If a user is later assigned to a different UI template, the new UI
template will take precedence over the default UI template
▪ Example: A new UI template Sales group 2 is created. What will
happen when this is set as a default template?
Result:
Still assigned to sales group 1
template
Assigned to sales group 2 template
Already assigned
to Sales group 1 UI
template
Not assigned to any
UI template

© SAP 2011 / Page 183
Form Settings
▪ User can show and
hide fields using form
settings
▪ If the form is assigned
to the user in a UI
configuration
template, the name of
the template appears
in the form settings
window
▪ The user can still make
changes using form
settings

© SAP 2011 / Page 184
Multiple UI Templates
If user is assigned to multiple UI
templates with overlapping
forms:
▪ First assigned template
considered highest priority
▪ User has option to apply a
different UI template in form
settings

© SAP 2011 / Page 187
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