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SAP business 1 business Interface: the basic navigation

Introduction:
 Fast-track Information Technology (FIT) academy provides SAP
o When it became available on cloud, the 3rd party user that they have is Huawei Cloud
 Huawei cloud is the chosen partner of fast-track IT academy for the deployment of SAP
Business One on cloud
A particular User is granted a different power
 For example, si sir mangle daw is superuser. Since he is granted to access all the features that are
available sa SAP
 In real life setting kasi, employees do not have all the access since particular modules lang ang scope
ng work nila if ever
 In contrast, if you are a person in the warehouse, you may be granted only for this particular module

When selecting a new enterprise resource planning (ERP) system, one of the most critical factors in your decision
will be whether you choose to deploy it on-premise or in the cloud.

SAP Business One

 An Enterprise resource planning system (ERP)
 Allows an organization to use a system of integrated applications to manage business
 Backbone of the whole business
 Before: In-prem

Cloud-based ERP systems are more common than ever before. Today, nearly every ERP vendor offers some
form of cloud deployment option, and some have ditched their on-premise offerings altogether.
The biggest difference between these two systems is how they are deployed.
 Cloud-based software is hosted on the vendor’s servers and accessed through a web browser.
o SAP on Cloud is a product of Cloud Computing represents a new way to deploy computer
technology to give us users the ability to access the database to work on your paper
o Any service that doesn't require you to be physically close to the computer hardware that you are
using can now be delivered via the cloud.
o Everything (X) or anything (a) as (a) a service (S) XaaS
- collective term that refers to the delivery of anything as a service. It recognizes the vast
number of products, tools and technologies that vendors now deliver to users as a service over a
network -- typically the internet -- rather than provide locally or on-site within an enterprise.
 The Everything-as-a-Service definition may seem unclear at first sight, but actually, it is
not difficult to understand. It all started with the cloud computing terms:
 SaaS
(Software as a Service)- provide a wide range of software application such as
google apps (google docs, forms, sheets)
 Any application software that is accessible to users using the cloud or
internet
 This service allows users to access specific software applications on
their own computer, via the Internet. The Cloud Service Provider owns
the application and the software licenses, and the customer leverages
the use of the application for a fixed subscription fee.
 SAP B1 is a great example of SaaS
 Microsoft office 365
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 PaaS
(Platform as a Service) – Platform provided by a 3rd party for virtual machines
 Bali, di na siya physical machines, virtual nalang. These are resources
for applications development and testing
 Virtual machines Lazada
 This concept is the provisioning of an application platform, typically for
web applications, from a Cloud Service Provider to the customer.  The
customer requires an environment and the tools to create a specific
application, so the CSP hosts the platform and the application for the
customer to leverage. 
 Google app engine provide virtual machines and other resources for
application development and testing

 IaaS
(Infrastructure as a Service), meaning that ready-made software, a platform for
its development, or a comprehensive computing infrastructure could be provided
via networks. Gradually, other offerings appeared and now, the designation as-a-
Service is associated with various digital components, e.g. data, security,
communication, etc.
 Provides service by maintaining its virtual machines provided by platform
applications
 Example is Microsoft azure, icloud (Storage-as-a-Service)

 DBaaS
(Database as a service) is a cloud computing service model that provides users
with some form of access to a database without the need for setting up physical
hardware, installing software or configuring for performance.
 3rd Party who provide access to the database platform through cloud

o 3 different cloud deployment (Types):

 Private Cloud
 Managed and Exclusive for a single organization
 Known as Internal Cloud
 Cloud based infrastructure operated exclusively by a single organization
with all data protected behind the internal firewall of that particular
organization
 Usually, physically located on site of the data center (nasa organization
mismo)
 Public Cloud
 There is a 3rd party server (provider of the cloud)
 Known as External Cloud
 The service infrastructure belongs to a service provider that manages
your data
 They are available publicly or generally
 This is where the data is created and stored on a 3 rd party server
 Shared cost model because the need for the user companies to buy
and maintain their own hardware is eliminated since you don’t have to
have a remote server for there is an available 3rd party already
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o Shared cost because you need to pay the 3rd party to access
the public cloud
o That is the reason why the licensing policy is “pay as you
use” (pay-per use)
 Hybrid (private and public cloud)
 Encompasses the best features of both private and public clouds
 Hybrid cloud refers to a mixed computing, storage, and services
environment made up of on-premises infrastructure, private cloud
services, and a public cloud—such as Amazon Web Services
(AWS) or Microsoft Azure—with orchestration among the various
platforms. Using a combination of public clouds, on-premises computing,
and private clouds in your data center means that you have a hybrid
cloud infrastructure.
 A hybrid cloud is a type of cloud computing that combines on-premises
infrastructure—or a private cloud—with a public cloud. Hybrid clouds
allow data and apps to move between the two environments.
 On-premise software is installed locally, on a company’s own computers and servers.

Major Features of Cloud Computing:

 Agility
o It means swift and fast—comparing to SAP on-prem, Cloud computing is very fast and easy to
install. Because of Cloud, it helps the organization in the rapid and inexpensive provisioning of
resources
 Local Independence
o You don’t need to be in the premise of the organization for you to access the data
o Even if you are remote, you still have an access to the resources anywhere, independently
except if there is a limitation set by the company’s internal control
o But basically, you can access it anywhere, anytime
 Multi-tenacity
o Tenacity refers to the grip
o The users have the ability or quality to grip over the resources
o The users have a multi-access—meaning, there is a large pool of access to database (which is
allowed).
 Reliability
o The cloud is dependable
o You don’t have to worry
 Scalability
o The ability or capacity to change the size or scale
o Dynamic provisions of data helps the avoidance of bottleneck scenarios and
 Ease of maintenance
o Since we have 3rd party to provide services for the cloud, then maintaining the database is no
longer a problem

SAP (Systems Application and Products in data processing)

 Headquartered in Walldorf, Germany
 Founded by the 5 IBM Engineers
o Dietmar Hopp
o Hasso Plattner (Chairman)
o Claus Wellenreuther
o Hans-Werner Hector
o Klaus Tschira
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 One of the largest business software company

 Used by SMC, coke, sm, penshoppe, BSP, BDO, land bank, Hitachi, PLDT, smart, globe, sun, meralco,
petron, caltex, ayala land, robinsons land, honda, bmw, and many mooooreee multinational companies

Heading - what form we are opening

Input tools:
 Selection list (used to open new window and lists also of all possible entry) ex. sa sales order sa
customer sa gilid
 Drop down list (of all possible entries) ex. sa business partner
 Link arrow: very powerful tool that allows to open window with related information (Yung yellow na arrow)
Bottom part: Status bar - message regarding a transaction; give the status of your forms and guide you in your
preparation (may kulang malay mo delivery date)

Field label
 If you have authorization you can change the field names (press ctrl + double click the field name)

Two kinds of forms or documents:

1. Master data

 business partner master data that gives us the customer, vendor and lead
 Default: find mode (makikita mo sa baba tapos naka gray out yung icon ng find sa taas)

2. Marketing documents

 Or accounting documents
 Default: add mode

Features (Modules Menu)

SAP Business One is arranged into 15 functional modules, covering the typical functions in a business
organization. The most widely used modules are Financials, Sales Opportunities, Sales – A/R, Purchasing A/P,
Business Partners, Banking and Inventory.
 Administration
o where setup of the various core settings in the application are done
 CRM
o where common sales employee tasks link to the other modules (NB: The module is purely here
for usability and offer no new features of its own) (only SAP 9.3 and higher)
 Financials
o where definitions of Chart of Accounts are set up and the core Journal Entries can be created
 Opportunities
o where Lead generation are used to keep track of potential Sales and Purchases
 Sales - A/R
o where the sales flow (Quotation  Order  Delivery  AR Invoice) are managed
 Purchasing - A/P
o where the purchase flow (Quotation  Order  GRPO  AP Invoice) are managed
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 Business Partners
o where master data of Leads, Customer and Supplier are maintained
 Banking
o where payment of Incoming (sales) and Outgoing (purchase) payments are created
 Inventory
o where master data of goods to be sold/purchased are maintained and their quantity/value in
warehouses are tracked
 Resources
o where master data of resources (machines and people) to be used in production are defined
(capacity and planning) (only SAP 9.1 and higher)
 Production
o where Bill of Materials master data are maintained and Production orders are created
 Project Management
o where you define projects (what you do when) (only SAP 9.2 and higher)
 Material Requirements Planning (MRP)
o where forecasts of needed items in sales/production are defined in order to make purchase order
recommendations
 Service
o where management of service contracts are maintained and service calls are created
 Human Resources
o where employee master data (names, contract information, roles, etc.) are maintained

Each module handled specific business tasks on its own, but is linked to the other modules where applicable. For
instance, an invoice from the billing transaction of Sales & Distribution would pass through to accounting, where it
will appear in accounts receivable and cost of goods sold.
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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
o The SAP Business One menu bar is located at the top of the main window and contains the following
menu commands:

 File
 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.

Print (Ctrl + P) Opens the standard Microsoft Windows Print window.

Select Layout and Opens the Choose Layout window, displaying both PLD (standard SAP
Print 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.
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File Menu Fields

Menu Command Description/Activity

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.

 Edit

 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.

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 View
 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 Description/Activity

User-Defined Displays user-defined fields that you have previously created in

Fields (Ctrl + Shift + U) existing tables, according to your business requirements. For more
information, see User-Defined Fields.

System Displays information in the status bar, such as form number, or

Information (Ctrl + Shift + D) 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.

 Data
 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.

 Goto
 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.

 Modules
 The Modules menu contains a list of all modules with their related options. The menu
options:
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 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.
 Tools
 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 Description/Activity

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 Lets you preview reports or layouts, created with the Crystal
Reports File Reports software, that you have not yet imported into SAP
Business One.

Form Displays the Form Settings Window containing a list of all the

Settings (Ctrl + Shift + S) 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 Enter values, originating from a predefined search process,
+ F2) to any field in SAP Business One (including user-defined
fields). For more information, see User-Defined Values.
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Tools Menu Options

Menu Options Description/Activity

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.

 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.
 Toolbar

or General Toolbar or Navigation Toolbar

(to navigate from one data record to another

o The toolbar, located below the menu bar, is a collection of icons that provide easy access to commonly
used functions.
 Collection of icon buttons that grants you easy access to commonly used functions in SAP Business
One.
 Active functions- those you are allowed to execute based on what you are doing at the moment in
SAP Business One
 They are shown in color; while inactive ones are grayed out.
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o The functions represented by the buttons are also available in the menu bar.
o To hide or show a toolbar, right-click in the toolbar area and select or deselect, as required.

Icon Icon Name Description/Activity

Print Preview Enables you to view a document before printing.

Print Icon Prints the active document on the specified printer.

Email Icon Displays the Send Message window, in which you add the E-mail
address and enter the text of the message.

Text Icon Displays the Send Message window, in which you enter the phone
number and the text of your SMS message. (function does not work
in US localization)

Fax Icon Displays the Send Message window, in which you add the Fax
number and enter the text for the fax. (Note: Fax Setup is required)

Excel Icon Enables you to export data to Microsoft Excel.

Word Icon Enables you to export data to Microsoft Word.

PDF Icon Enables you to export data as a PDF (portable document format) file.

Icon (lol walang Enables you to launch different applications directly from SAP
label sadth) Business One. See also Launch Application.

Lock Icon Enables you to lock the active screen. See also File Menu.

Find Icon Switches to Find mode. See also Working in the Find Mode.

Add Icon 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
Previous record also Data Menu.
Next record
Last data record

Refresh Icon Enables you to search and display specific data in SAP Business
One. See Filtering Data in SAP Business One.

Sort Icon Enables you to sort data in a table. See Sorting Data in Tables.
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Icon Icon Name Description/Activity

Icon (lol walang Displays a document that has been created on the basis of the
label sadth) 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.

Profit Icon 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.

Weight Icon Calculates the volume and weight of the items in marketing
documents.

Journal Icon Displays the Transaction Journal Report with the summary of all the
accounting transactions.

Journal Preview Enables you to preview the corresponding journal entry posting
Icon 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.)

Print Layout Icon 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 Setting Icon 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.

Icon (lol walang Displays the Query Manager window. For more information about
label sadth) queries, see Query Manager.

Icon (lol walang Enables you to change your personal settings. For more information,
label sadth) see Users - Setup Window.

Icon (lol walang Displays Workflow Worklist window. See Workflow Worklist

label sadth) Window.

Icon (lol walang Displays the Messages/Alerts Overview window, which displays user
label sadth) messages and alerts.

Calendar Icon The SAP Business One Calendar displays your scheduled meetings,

phone calls, and other activities.
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Icon Icon Name Description/Activity

Icon (lol walang Displays the ATP Check window. For more information,

label sadth) see Checking ATP.
(Note: This function is available only if you are using SAP Business
One, version for SAP HANA.)

Icon (lol walang Displays the Delivery Schedule Management window. For more

label sadth) information, see Scheduling Deliveries.
(Note: This function is available only if you are using SAP Business
One, version for SAP HANA.)

Icon (lol walang Displays the Cash Flow Forecast window allowing you to view
label sadth) detailed information about the incoming and outgoing cash flows. For
more information, see Cash Flow Forecast Window.
(Note: This function is available only if you are using SAP Business
One, version for SAP HANA.)

Icon (lol walang Displays the pervasive analytics designer. For more information
label sadth) about working with pervasive dashboards, see the How to Work
with Pervasive Analytics guide at SAP Help Portal.
(Note: This function is available only if you are using SAP Business
One, version for SAP HANA.)

Help Icon Displays the SAP Business One online help.

 Main Menu
o 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.
o To open the Main Menu, choose Window Main Menu.
 Status Bar
o 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.
o 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.
o The central area of the status bar displays the date and time.
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o 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 vendor’s contact person.
 Context Menu
o 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.
o 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.
o 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.
 Search Engine
o SAP Business One lets you search for different data stored in the application, for example, business
partners, items, documents, and so on.
o You can use the following search functions:
 Searching Menus
 Searching Data Using Enterprise Search
 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.