System Setup & Administration:

Setup new SAP B1 System

SAP Business One
Version 10.0

PUBLIC
Data Ownership Concept
 General authorizations and license permit a user to
access objects and documents, including documents
created by other users
 Many companies want to restrict access on a more General
License
Authorization
granular, need-to-know basis
 When data ownership is enabled, access to other
users’ documents is restricted and access must be
granted using data ownership authorizations: Data
Ownership
 Data ownership authorizations are granted Authorization
through a user’s relationship with the owner of a
document
 Relationships are defined using employee
master data
 If a document has no owner, any user can access it
 Super users are not restricted by data ownership and
can access all documents regardless of owner

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2

Data Ownership Requirements Can Be Varied

Sales Department Purchasing Department

Marc Molly
Manager Manager

Beth Seller George

Team
Profit lead
Peers
Fred Mary
Peers Mary
Buyer  Purchase
Fred
Revenue  Discount

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 3

Possible Data Ownership Relationships

If data ownership is enabled, a user is authorized Company

through a defined relationship with the document
owner: Department
• Peer. The user and the owner share the same
manager
Subordinate
• Manager. The owner is the manager of the user Manager
• Subordinate. The user is the manager of the
owner Peer
• Team. The user and the owner are part of the Subordinate
same team Manager
• Department. The user and the owner are
members of the same department Branch Team
• Branch. The user and the owner are part of the
same branch
Peer
• Company. The user can access a document
regardless of owner (bypasses any ownership)
© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 4
Employee Master Data

Human Resources > Employee Master Data

In the employee record you can designate an employee’s
manager, department, branch and set as a member of a
team

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 5

Data Ownership Management Methods
Data Ownership Management Methods

The owner of a document is assigned when the

document is created and depends on which method
the company has chosen for data ownership:
• Business partner only
• Document only
• Business partner and document
• Branch*
Only one method can be selected for the company

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 7

Owner Assignment – Business Partner Only Method

Owner is assigned from master data owner (business partner master data contains an owner field)
This method also restricts access to the master data

 Owner is set by user who creates or

updates master data
 This owner will be assigned in all
documents for the business partner
 This method additionally restricts Master data owner
access to business partner master
data in choose from lists, reports and
while browsing records
 If no owner is selected in the master
data, data ownership rules are not
enforced for the business partner Document owner
(option to enforce selection of owner
in master data)

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 8

Owner Assignment – Document Only Method

Owner is assigned in each document when it is created, according to a set of rules

Note: Business partner master data is not restricted.

Owner field in each document is assigned when document is created as follows:

If… And Result Example: customer is Microchips
Document creator
does not have an No owner is assigned
employee record
A sales employee or buyer exists in Owner is the sales
business partner master data with a employee or buyer
linked employee record from master data
Document creator
has an employee No sales employee or buyer exists
record in business partner master data
Owner is the creator
A sales employee or buyer exists in of the document
business partner master data but
does not have an employee record

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 9

Owner Assignment – Business Partner and Document Method

Owner assignment depends on whether there is an owner for the master data

 If the business partner has an owner in the  If the business partner does not have an owner
master data, data ownership works according in the master data, data ownership works
to the business partner only method according to the document only method
 The owner name from the master data will be  The owner name in a document will be assigned
automatically assigned to all documents for according to the rules for the document only
the business partner. strategy

BPMD

Owner
?
Owner

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 10

Owner and Sales Employee/Buyer Fields

 Sales Employee or Buyer is assigned to document from business partner master data
 If document only method is used, sales employee or buyer will be assigned as document owner if
sales employee/buyer has an employee record linked to their user account

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 11

 Data Ownership Permissions - Concept
Administration  System Initialization  Authorizations  Data Ownership 
Data Ownership Authorizations
 Data ownership authorizations window shows, for a selected employee, a matrix of predefined relationships:
Peer, Manager, Subordinate, etc.
 You can assign Full or Read Only permissions. The default is None (no access)
 In the example, the user Marc Manager will be assigned full permission to A/R invoice documents owned by
his subordinates
 If user receives overlapping authorizations, the most generous takes precedence
Employees Document Peer Manager Subordinate Department Branch Team Company
George Profit
Marc Manager A/R Invoice None None None None None None None
Full
Beth Seller
Note that the Document Read Only
Fred Revenue column varies according
None
Mary Discount to the data ownership
method.
© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 12
UI Configuration Templates
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

Authorization Menu Path Requirement

General  Edit Form UI Tools > Edit Form UI Edit a form for
personal use

Administration Utilities  UI Administration > Utilities > Edit forms for others in
Configuration Template UI Configuration Template a UI template

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 14

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

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 15

Adding Forms

 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
Select forms to go overlaps with form settings.
into template Users can still make further
changes to their own forms
using form settings

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 16

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

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 17

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

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 18

Making the Changes
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

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 20

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

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 21

Aligning Fields

To align moved fields to existing fields, select

the fields then choose Align from the context
menu

Fields
aligned left

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 22

Moving User-Defined Fields

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)
1
 Drag the black rectangle to
the main area (2)
 Move into position and
release (3)
2

3
© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 23
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

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 24

Adding Tabs

Select Add Tab from the white space context menu to add a new tab to a form

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 25

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)

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 26

Hiding a Tab using Form Settings

 Option to hide tab by making the tab entry invisible in

the UI Elements

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 27

Summary

UI Edit UI Elements Form Settings

Mode tab
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 

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 28