Fundamentals-– Exercises

Unit: SAP Business One Basics

Topic: Master Data and Documents

At the conclusion of this exercise, you will be able to:

 View business partner master data
 Create a sales quotation draft document
 Change and save a sales quotation
 Copy a sales quotation to a sales order
 Use Drag and Relate

In this exercise, you will view business partner master

data. You will search for a customer master data record.
You will create a sales quotation for the customer and
save it as a draft. You run a list of draft documents, open
the draft sales quotation, make changes and then save the
sales quotation as a regular document.
Open the sales quotation and copy the information to a
sales order.
Use Drag and Relate to find all sales orders for this
customer.

3-1 Find and view a customer master.

3-1-1 Open the window for Business Partner Master Data. Search for customer
Parameter Technology using first initial and wild cards (*).
Tip: You can use the menu path or open the transaction using the shortcut
you created in the previous exercise.
Note: If there is more than one customer with a name that begins with P,
then a list of business partners will open. Then you can choose the
business partner from the list.

3-1-2 How many contact persons are listed for this customer? Which one is the
default contact?

__________________________________________________________
 3-1-3 Which tab displays the customer’s price list?

____________________________________________________________

3-1-4 Which two types of addresses are needed in a customer master?

___________________________________________________________

Is the bill-to address the same as any of the ship-to addresses?

___________________________________________________________

3-1-5 Check the payment terms for the customer and view the definition behind
the payment terms.
Choose the Payment Terms tab.
What payment terms are shown?

__________________________________________________________

Choose the Link Arrow to view the definition.

What window opens? What type of data is this?

__________________________________________________________

3-1-6 In addition to customers, what other types of business partners are

maintained in the Business Partner Master window?

__________________________________________________________

3-2 Create a sales quotation for this customer.

3-2 Open the Sales Quotation window and search for the customer.
Tip: You can use the menu path or open the transaction from the Common
Functions cockpit widget.
Use one of the two methods below to search for the customer Parameter
Technology.
Option 1: Choose the Tab key in the Customer (Number) field, and the
List of Business Partners window opens. Double-click on the BP Name
column header and enter P into the Find field. The system positions on the
first entry beginning with P.

Option 2: Enter P* into the (Customer) Name field, choose the Tab key,
and the Choose from List window opens. The system positions directly on
the first entry beginning with P and only displays the entries beginning
with P.
 Enter the following information in the sales quotation.
Field Name or Data Type Values
Item No. C00003
Quantity 5
Item No. C00004
Quantity 10
Item No. C00005
Quantity 5
Tip: You can choose multiple items at the same time by highlighting the
first item then choosing Shift + Click to choose several items in a row.
You can use Control + Click to select individual items. Once multiple
items are selected, use the Choose button to add them to the document.

3-2-2 You would like to subtotal the first three items in the document.
Note: If the Type indicator does not appear in the rows, choose the Form
Settings icon and select Type in the Table Format tab.
Add a row with a subtotal for the order.
Field Name or Data Type Values
Type Subtotal

3-2-3 Add two additional items to the order. Make the second item an alternate
for the first item by choosing Alternative in the type field.
Add two additional items to the order.
Field Name or Data Type Values
Item No. A00005
Quantity 2
Item No. A00004
Quantity 2

Add a text line to the order. And follow that with a second subtotal row.
Field Name or Data Type Values
Row Type Text
Text Editor Any text
Row Type Subtotal
 3-2-4 You would like to give the customer a large discount in the sales quotation
but you need to check some information with your manager before
finalizing the quotation. Save the quotation as a draft so that you can
make changes before you add it as a regular document.
Note the document number for the draft sales quotation:
_________________

3-2-5 Find the sales quotation draft in the list of draft documents.

3-2-6 Enter a 2% discount for the entire document and choose Add to save the
sales quotation as a regular document.
Field Name or Data Type Values
Discount 2
Note the sales quotation document number:
___________

3-3 Find all the sales quotations for the customer using Drag and Relate.
3-3-1 Go to the Drag & Relate menu.
Use one of these two methods to find the sales quotations.
Option 1: Double-click Sales Quotation. All sales quotations are
displayed. Therefore, use the Filter function to select the sales quotations
only for the customer C23900. The Filter icon is the bottom right of the
Drag & Relate – Sales Quotation window. For the Customer/Vendor
row, choose Equal in the Rule column and then enter C23900 in the
Value from column. Choose OK.

Option 2: Double-click Business Partners. All business partners display.

Drag business partner C23900 to the Drag & Relate menu item Sales
Quotation, so you get only sales quotations for the customer C23900.
3-3-2 Open your sales quotation in the list.
3-4 The customer has decided to buy all the items that were quoted to him. He does
not want the alternate item.
3-4-1 Copy the information in the sales quotation to a sales order.

3-4-2 Is the alternate item copied? ____________________________

 3-4-3 The customer gives you a purchase order number of TX-5757. Add this
number in the Customer Reference Number field. Enter today’s date as the
delivery date for the sales order. Then save the sales order.

Field Name or Data Type Values

Customer Ref. No. TX-5757
Delivery Date *(The asterisk brings in today’s date)
Sales Order _______________
3-4-4 The customer has called back and asked you to delete the item C00003.
Make the change in the sales order you just created.
3-4-5 Show the history of the document changes in the change log.
You can double-click on the rows to show different versions of the
document.
You can highlight the first row and choose Show Difference to see the
previous and new values for each changed field.

3-5 Optional exercise to explore available options in documents.

3-5-1 Find and duplicate the sales order.

3-5-3 Make one or more of the following changes to the sales order: add a row,
delete a row or duplicate a row. Change the item description for one of the
items.
Data ® Add Row or Right mouse-click ® Add Row.

Data ® Delete Row or Right mouse-click ® Delete Row.

Data ® Duplicate Row or Right mouse-click ® Duplicate Row

After changing the item description, select Ctrl+Tab in order to leave the
field.

3-5-3 Try to add an alternate item. What happens?

__________________________________________________________

3-5-4 Open the row details for the first row by selecting the row number of the
first item. View the warehouse quantities by navigating to the Whse field
and choosing Ctrl + Tab.

In stock: ___________
Ordered: __________
Committed: _________
3-5-5 Cancel the duplicate sales order without saving.