SAP Business One represents a new breed of business software that is specifically designed to meet

todays small and mid-size business needs and challenges. It completely removes the needs and
problems associated with having disconnected business processes or systems:

It integrates and streamlines all business functions across sales, marketing, customers, financials and
operations, all in a single system so your business operates like a seamless one

It stores all critical business information in one database so you can instantly access without having to
get information from different systems that often dont agree with each other

You navigate through SAP Business One using the main menu. The main menu arranges the functions
of the individual applications in a tree structure. The company name and the name of the current user
display at the top left.

Choose Administration Choose Company to change the server, that stores the company data. The
companies stored on the selected server display in a table. As long as your user exists in a company,
you can switch directly to a different company. You can also change users without having to exit the
system.

The SAP Business One menu bar displays at the top of the screen. The menu bar contains the
Windows standard menu (File, Edit, Window, 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.

Active functions appear in color, and inactive functions gray out. You can choose the toolbars that will
be displayed or hidden. To hide or show a toolbar, right-click in the toolbar area and check or uncheck

The graphic shows the form of the customer business partner master. This form serves us as an
example to explain some of the generic functions within any form in SAP Business One.

SAP Business One offers two input tools:

Selection

list: Choose the icon left of the field to open a new window with a list of all possible

entries.
Dropdown

list: Choose the icon to the right of the field to open a dropdown list with all possible

Under Tools My Shortcuts Customize, the system allows you to assign the function keys F2
through F12 to your most used transactions. You can then start these transactions simply by hitting the
respective function key. The function key F1 is reserved for accessing online help.

Furthermore, every user can create a personalized menu containing favorite transactions and
frequently-used queries. Choose Tools My Menu to maintain your user menu.

User Defaults can be set for each user.

Every system user can determine which modules and menu options will be displayed on his or her
main menu.

Visible: When this box is checked the module/menu item displays on the main menu. When this box is
cleared the module/menu item will not display.

Apply Authorization: This button is relevant to normal users only.

Normal users, contrary to superusers, can be restricted to certain actions and menu items due to

SAP Business One tracks business activities using documents such as purchase orders, invoices,
production orders, sales orders, and so on.

Each of these documents is constructed from smaller reusable chunks of data called master data.

Master data refers to the key information that describes your customers, vendors, and leads as well as
items that your company buys and sells.

Creating documents from master data increases productivity, ensures data consistency, and reduces

All the documents in purchasing and in sales share a similar structure. The documents for sales and
purchasing are also often called Marketing Documents.

In general the document is divided into:

the
the

upper part (header) with the general information,

middle part with the information on different tab pages and the item specific data (you can
access more item specific data in the line details by double-clicking a row),

In purchasing and sales documents, you can choose the rows type on the Contents tab page.

The default view of the system is without the type column and can be edited using the Form Settings.
You have to select the Type indicator on the Form Settings Table Format tab page.

The options for the row types are:

Blank:
T:

for a regular item row this field is empty

for a text row

Drag&Relate is a particularly effective means of linking two business objects to create a query.

The screen on the right shows the data in an item master record. If you want to find out which
quotations have been made for this item, for example, you simply drag the Item Number field to the
Quotations entry in the navigation Drag&Relate tree. The system then displays a list of all the
quotations for item M00001. If this list is too long, you can filter the list to display just the results that
you are interested in.

You can limit the authorizations per user for using the reports: Administration System Initialization