SAP B1 on Cloud Basic

SAP Business One on Cloud

Basic

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Table of Contents
CHAPTER 1: SAP ON CLOUD PLATFORM ..................................................................................................... 6
Overview................................................................................................................................................. 6
Types of Cloud Deployment ................................................................................................................ 6
Huawei Cloud Platform ....................................................................................................................... 7
Capabilities and User Experience ............................................................................................................ 8
Key Features of Cloud Computing....................................................................................................... 8
Introduction to SAP............................................................................................................................. 9
SAP Business One.............................................................................................................................. 10
Benefits................................................................................................................................................. 11
SAP Business One: On Premise vs. On Cloud..................................................................................... 11
CHAPTER 2: GETTING STARTED................................................................................................................. 12
Log-in to SAP Business One................................................................................................................... 12
User Interface ....................................................................................................................................... 13
Menu Bar and Tool Bar ..................................................................................................................... 13
Modules Menu.................................................................................................................................. 14
User and Password Maintenance...................................................................................................... 14
Branch Name Setting ........................................................................................................................ 15
Basic Customization .......................................................................................................................... 17
LOGISTICS ................................................................................................................................................. 18
CHAPTER 3: MASTER DATA AND DOCUMENT HANDLING ........................................................................ 18
Types of Master Data ............................................................................................................................ 19
Business Partner Master Data............................................................................................................... 20
How to Create a Business Partner Master Data ................................................................................ 21
Item Master Data .................................................................................................................................. 23
How to Create an Item Master Data ................................................................................................. 23
Document Handling .................................................................................................................................. 25
General Structure of Marketing Documents ......................................................................................... 25
CHAPTER 4: PURCHASING PROCESS.......................................................................................................... 26
Purchasing Documents ............................................................................................................................. 28

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Purchase Order ..................................................................................................................................... 28

How to Create a Purchase Order ...................................................................................................... 28
Goods Receipt PO ................................................................................................................................. 29
How to Create a Goods Receipt PO................................................................................................... 29
A/P Invoices .......................................................................................................................................... 31
How to Create an A/P Invoice ........................................................................................................... 31
Outgoing Payments............................................................................................................................... 32
How to Create Outgoing Payments................................................................................................... 32
Linking Purchasing Documents ............................................................................................................. 33
How to view Relationship Map ......................................................................................................... 33
CHAPTER 5: SALES PROCESS ..................................................................................................................... 34
Leads and Customers ............................................................................................................................. 35
Sales Documents....................................................................................................................................... 36
Sales Order............................................................................................................................................ 36
How to Create a Sales Order ............................................................................................................. 36
Delivery................................................................................................................................................. 38
How to Create a Delivery document ................................................................................................. 38
A/R Invoice............................................................................................................................................ 40
How to Create an A/R Invoice ........................................................................................................... 40
Incoming Payments............................................................................................................................... 41
How to Create Incoming Payments................................................................................................... 41
CHAPTER 6: INVENTORY ........................................................................................................................... 42
Items and Warehouses ......................................................................................................................... 42
Defining a warehouse ....................................................................................................................... 42
Inventory Transactions ......................................................................................................................... 43
Goods Receipt and Goods Issue........................................................................................................ 44
Inventory Transfer ............................................................................................................................ 46
Inventory Management ........................................................................................................................ 47
By Serial Numbers............................................................................................................................. 47
By Batches......................................................................................................................................... 53

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Price Lists and Discounts....................................................................................................................... 59

Price Lists .......................................................................................................................................... 60
Period and Volume Discounts ........................................................................................................... 61
Discount Groups ............................................................................................................................... 61
Special Prices .................................................................................................................................... 62
CHAPTER 7: PRODUCTION ........................................................................................................................ 64
Overview of the Production Process..................................................................................................... 64
Types of Bill of Materials (BOM) ........................................................................................................... 65
Category for the Parent Item ................................................................................................................ 65
Types of Production Order.................................................................................................................... 66
Standard Production Order............................................................................................................... 67
Stock Change ........................................................................................................................................ 67
Main Steps in the Production Process .................................................................................................. 68
Create the Production Order ............................................................................................................ 68
Release to Shop Floor ....................................................................................................................... 68
Issue Components............................................................................................................................. 68
Report Completion............................................................................................................................ 68
Posting Information .......................................................................................................................... 69
Cost of Goods Sold ............................................................................................................................ 69
Defective and Spoiled Units .............................................................................................................. 70
Production Process Sample................................................................................................................... 70
Materials Requirements Planning (MRP) .............................................................................................. 75
Overview of the MRP Process ........................................................................................................... 75
Steps in using the MRP ..................................................................................................................... 77
CHAPTER 8: SERVICE PROCESS.................................................................................................................. 80
ACCOUNTING............................................................................................................................................ 85
CHAPTER 9: BANKING PROCESS ................................................................................................................ 85
Incoming Payment ................................................................................................................................ 85
Outgoing Payment ................................................................................................................................ 87
External Reconciliation ......................................................................................................................... 89

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CHAPTER 10: CHART OF ACCOUNTS AND GENERAL LEDGER ................................................................... 91

Chart of Accounts ................................................................................................................................. 91
Viewing Chart of Accounts ................................................................................................................ 93
Editing Chart of Accounts.................................................................................................................. 93
Posting Periods ..................................................................................................................................... 95
Journal Entry ......................................................................................................................................... 96
Posting Tools......................................................................................................................................... 98
Non-Routine Transactions ................................................................................................................ 98
Routine Transactions ...................................................................................................................... 101
CHAPTER 11: POSTING PERIOD PROCESS................................................................................................ 104
CHAPTER 12: CONTROLLING REPORTS.................................................................................................... 106
Customer Receivables Aging Report ................................................................................................... 106
Financial Reports ................................................................................................................................ 107

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CHAPTER 1: SAP ON CLOUD PLATFORM

At the end of this chapter, students will be able to:

1. Describe the different types of cloud deployment
2. Identify the key features of Cloud Computing
3. Differentiate on premise and on cloud SAP Business One experience

Overview
Cloud computing represents a new way to deploy computing technology to give users the ability
to access, work on, share, and store information using the internet. The ideal way to describe Cloud
Computing would be to term it as 'Everything as a Service' (abbreviated as XaaS). The cloud itself is a
complex network of data centers, each composed of thousands of computers working together that can
perform and achieve the functions of a software on a personal or business computer units by providing
users access to a vast number of applications, platforms and services delivered over the Internet.

Types of Cloud Deployment

PRIVATE CLOUD
Private Cloud, also known as Internal Cloud, is a cloud-based infrastructure operated exclusively
for a single organization with all data protected behind an internal firewall. This is usually physically
located at the company's on-site data center or can also be managed and hosted by a third-party provider.

PUBLIC CLOUD
Public Cloud, also known as External Cloud, is available to the public where data are created and
stored on third-party servers. Service infrastructure belongs to service providers that manage them and
administer pool resources. The need for user companies to buy and maintain their own hardware is
eliminated. It is based on a shared cost model for all the users or in the form of a licensing policy such as
pay per use.

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HYBRID CLOUD
Hybrid Cloud encompasses the best features of the abovementioned cloud computing
deployment models. It allows companies to mix and match the facets of public and private cloud that best
suit their requirements.

Huawei Cloud Platform

Huawei Cloud is the chosen partner of Fasttrack IT Academy for the deployment of SAP Business
One on Cloud to our university and collegiate partners. Huawei Cloud now distills 30+ years of
accumulated technology, innovation, and expertise in the ICT infrastructure field to offer customers
everything as a service. You can grow your enterprise in the best environment with stable, secure, and
ever-improving Huawei Cloud services and affordable, inclusive AI. It provides a powerful computing
platform and easy-to-use development platform to support Huawei's full-stack, all-scenario AI strategy.

By the end of 2019, Huawei Cloud had launched 200+ cloud services and 190+ solutions. News
agencies, social media platforms, law enforcement, automobile manufacturers, gene sequencing
organizations, financial institutions, and a long list of other industry customers are all benefiting in
significant ways from Huawei Cloud. 3,500 applications were added to the Huawei Cloud marketplace
with offerings from more than 10,000 business partners.

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Capabilities and User Experience

Key Features of Cloud Computing
The characteristics of Cloud Computing express its significance in the current business market. It has
already been proven that Cloud Computing is a model for enabling universal, convenient and on-demand
network access. Below are the key features of Cloud Computing:

Agility - helps in rapid and inexpensive re-provisioning of resources

Location Independence - resources can be accessed anywhere (except on limitations set by

company's internal control)

Multi-Tenacity - resources are shared amongst a large pool of users

Reliability - dependable accessibility of resources and computation

Scalability - dynamic provisioning of data helps in avoiding various bottleneck scenarios

Ease of Maintenance - users (companies/organizations) have less work in terms of resource

upgrades and management, handled by service providers of cloud computing

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Introduction to SAP
SAP (stands for Systems,
Applications and Products in data
processing) is a European multinational
software corporation founded in 1972,
headquartered in Walldorf, Baden-
Wurttemberg, Germany with regional
offices in 180 countries.

It is founded by five IBM engineers namely Hasso Plattner, Klaus Tschira, Claus Wellenreuther,
Dietmar Hopp, and Hans-Werner Hector.

Commands 67% share of the Business Software Market

12 Million Users. 95,000 Installations in more than 130 countries
1,500 Partners. 25+ Industry Solutions. 60,000 employees

It is the recognized leader in providing collaborative business solutions for all types of industries and for
every major market globally.

Some of SAP users in the Philippines and worldwide:

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SAP Business One

SAP Business One is an ERP (Enterprise Resource Planning) Solution. It is
arranged into 15 functional modules, automating the major functions in a
business organization. This system prides itself on having the following
characteristics:

Integrated
Real-time
FIRE
Flexible
Easy to use

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Benefits
SAP Business One: On Premise vs. On Cloud
Fasttrack IT Academy formerly offers SAP Business One On premise with our university and
collegiate partners. To be able to provide our partners with the most recent business solution trends in
the industry, we have decided to open the doors on the latest cloud computing developments, thus
offering SAP Business One on Cloud. The following are the differences between SAP Business on Premise
and SAP Business on Cloud:

Measures On Premise On Cloud

On premise installation of SAP
Deployment Through the internet
Business One
Accounting Localized / Independent Branch Accounting
Limited (within the premises of the
Accessibility Remote access through the internet
installation)
Data Storage Hardware Cloud Server

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CHAPTER 2: GETTING STARTED

At the end of this chapter, students will be able to:
1. Log-in to SAP Business One
2. Identify the parts of the user interface and other basic navigation
tools of the system

Log-in to SAP Business One

1. Open any web browser (e.g. Google Chrome, Mozilla Firefox, Microsoft Edge, etc.).

2. Input on the address bar of the web browser the URL provided by your instructor.

3. Press Enter.
4. You will be directed to the SAP Business One log-in page.

5. Select the company that will be provided by your instructor.

6. Log-in using the User ID and Password provided below, depending on the branch assigned to
you:

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Branch User ID Password Branch User ID Password Branch User ID Password

Branch 1 Branch 16 Branch 31
Branch 2 Branch 17 Branch 32
Branch 3 Branch 18 Branch 33
Branch 4 Branch 19 Branch 34
Branch 5 Branch 20 Branch 35
Branch 6 Branch 21 Branch 36
Branch 7 Branch 22 Branch 37
Branch 8 Branch 23 Branch 38
Branch 9 Branch 24 Branch 39
Branch 10 Branch 25 Branch 40
Branch 11 Branch 26 Branch 41
Branch 12 Branch 27 Branch 42
Branch 13 Branch 28
Branch 14 Branch 29
Branch 15 Branch 30

User Interface
Menu Bar and Tool Bar
The SAP Business One menu bar displays at the top of the screen. The menu bar contains the Windows
standard menu (File, Edit, Wwindow, Help) as well as generic SAP Business One functions.

The toolbar displays under the menu bar. The toolbar is a collection of icon buttons that grant you easy
access to commonly-used functions. The functions represented by the buttons are also available in the
menu bar.

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Modules Menu
Navigation in SAP Business One is done using the Modules Menu. It arranges the functions of the
individual applications in a tree structure.

The Modules Menu contains a list of all modules with their related options. The menu option:

Is arranged in the same order as the menus in the Main Menu

User and Password Maintenance

The users of SAP Business One are defined in the User-Setup window.

To change the name of the user:

1. Go to the tool bar and click (My Personal Settings). User Set-up window will appear.
2. Change the name on the User Name field with your own name.
3. Personalize your password by clicking beside the Password field.
4. Input the old password, then input your personalize password on Password field and Confirm
field.
5. Click OK.
6. Click Update.

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Branch Name Setting

1. Go to Administration > Setup > Financials > Branches.
2. Branches Setup window will open. Look for the branch assigned to you then change the Branch
Name and Branch Name (Foreign) with your own name.
3. Click Update.

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Basic Customization
To set how certain parameters are displayed in SAP Business One on Cloud:

1. Go to Administration > System Initialization > General Setting.

2. On the Display tab, choose the following settings:
Language: English (United States)
Time Format: 12H
Date Format: MM/DD/YYYY
3. Click Update to save the settings. Click OK to exit the window.

*Note: Font Size and Font Style is predefined on SAP Business One on Cloud and cannot be changed. If
you want to increase the font size, directly increase zoom % of the browser that you are using.

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