Lesson 1

FUNDAMENTALS OF SAP BUSINESS ONE

OBJECTIVE:
In this lesson, you will learn about starting SAP Business One, Screen Components of SAP
Business One, Setting of the following Posting Period, Company Details, Password, My
Shortcuts, My Menu and Background.

STARTING SAP BUSINESS ONE:

To Start SAP Business One, follow these steps:
1. Click SAP Business One from your Desktop or from Start button, All Programs, SAP
Business One, SAP Business One.

Starting SAP Business One from Start button

2. At the Start up of SAP Business One choose Change Company.

3. Select your Database Name or your Company Name.

4. Click the User Code and type manager, and click the Password and type manager.

5. A system message will display and you need to set up the Posting Periods and then
click OK.

POSTING PERIOD:
The posting periods define the periods that the financial books are organized in. This will
separate and organize your business transactions into periods, where each period has a
set of transactions that occurred within that period. When a period is closed, the next
period becomes active and any new transactions will become a part of the new period.
Before you enter any transactions in SAP Business One you define first the Posting
Period. When you create a Posting Period there are four Sub Periods:
Year in one sub-period.
Quarters divided in four sub-periods.
Months divided in twelve sub-periods.
Days divided in 365 sub-periods or equivalent to one year.
The system automatically creates the corresponding sub periods based on the sub periods
that you select. When a posting period is Unlocked, anyone can post transactions with a
posting date that falls within the period start and end. At end of a posting period, after all
business transactions belonging to that period have been posted to the system; you can
lock the period so that no additional postings can be made. Choose Administration |
System Initialization | Posting Periods, and then click the orange navigation arrow for the
period you want to lock. Change the period status from Unlocked to Locked.
To set the Posting Period, follow these steps:
1. Before you set Posting Period you must check first the last Month or last Period.
2. To check and set up the posting period Click Administration | System Initialization |
Posting Periods.

3. At the Posting Period Window click New Period. Enter the following:
Period Code: 2009
Period Name: 2009
Sub Periods: Months

Click Add in order to create the Posting Period.

4. Verify the system if the system creates 2009-12 is the last period.

5. Click New Period to enter the other year until you reach the current year e.g. 2012

COMPANY DETAILS:
To change the Company Details, follow these steps:
1. The next step is to go to Administration | System Initialization | Company Details:
LOCAL LANGUAGE
Company Name: enter your company name (e.g. Ronald Computers)
Address: (Default)
Street: (Default)
City: (Default)
Country: United Kingdom
King Address: www.companyname.co.uk
Print Header: the same as your company name
Tel. No.1: (Default)
Email: info@companyname.uk
FOREIGN LANGUAGE IS THE SAME AS YOUR LOCAL LANGUAGE.
BASIC INITIALIZATION TAB
Default Bank Country: United Kingdom
Default Bank: Barclays Bank (House Bank 1)
Click Update and Click OK.

PASSWORD:
To change the Password of Manager, follow these steps:
1. The purpose of changing the password of the manager account so that the other user
cannot open your database.
2. The next step is to go to Administration | Setup | General | Change Password
Old Password: manager
New Password: enter the password assigned by your instructor (e.g. king)
Confirm: king

Click Update and Click OK.

To create a new user, follow these steps:
1. The next step is to go to Administration | Setup | General | Users
SuperUser: check
User Code: RDGB
User Name: (type your name)
Email: (type your email add)

Password: king
Confirm: king

Click Update and Click Add.

2. To check if the password and then Choose Company and Change User using the login new Account:
User Code: RDGB
Password: king

Old Password: king

New Password: king
Confirm: king
Menu Bar

Toolbar

Main Menu

Screen Components of SAP Business One

Three screen components in SAP Business One are the following: Main Menu, Menu Bar and
Toolbar.

Company
User

Applications

SAP Business One Main Menu

MAIN MENU
Main Menu provides access to all the functions in SAP Business One. It is essential to identify
the core parameters we need to set for getting started. When first encountering the SAP
Business ONE interface, you will be presented with a standard tree-type navigation menu
called Main Menu.
The Upper Left corner of the Main Menu are the Company Name and the Current User that is
currently log-in. You can configure the interface for different types of the users. For example, a
purchases user may not be interested or even allowed to access any of the sales and other
administrative parts of the application. Therefore, you can adjust the visible components on a
per-user basis using the form settings.
The Applications in the Main Menu:

Administration This module is for system administrator and/or the manager of the company,
you can Choose Company, defined Exchange Rates and Indexes, and you can configure the
following System Initialization, Setup, Data Import/Export, Utilities, Approval Procedures,
License, Add-Ons, and Alert Management.
Financials This module has the following documents: Chart of Accounts, Journal Entry,
Journal Vouchers, Posting Templates, Recurring Postings, Reverse Transactions, etc. and it is
used by the accounting department
Sales Opportunities
This module has the following documents: you can Add/Edit Sales Opportunity and used
predefined Sales Opportunities Reports.
Sales A/R
This module has the following Documents: Sales Transactions such as Sales Quotation, Sales
Order, Delivery, Return, A/R Invoice etc.
Purchasing A/P
This module has the following documents: Purchase Order, Goods Receipts PO, Goods
Return, A/P Invoice etc.
Business Partners
This module has the following document: Business Partner Master Data, determine if
customer, vendor, and lead BP Type.
Banking
This module has the following documents and folders: Incoming Payments, Deposits, Outgoing
Payments, Payment Wizard, Bank Statements and External Reconciliation, Check Number
Confirmation Document Printing and Banking Reports.
Inventory
This module has the following documents and folders: Item Master Data doc, Item
Management, Inventory Transactions, Price Lists, Pick and Pack and Inventory Reports.
Production
This module has the following documents and folders: Bill of Materials, Production Order,
Receipt form Production, Update Parent Item Prices Globally and Production Reports.
MRP
This module has the following documents and folders: Forecast, MRP Wizard and Order
Recommendation.
Service
This module has the following documents and folders: Service Call, Customer Equipment
Card, Service Contract, Solutions Knowledge Base and Service Reports.
Human Resources
This module has the following documents and folders: Employee Master Data and Human

Resources Reports.

Reports
This module has the following folders: Financial, Sales Opportunities, Sales and Purchasing,
Business Partners, Banking, Inventory, Production, Service, Human Resources and Legal List.

SAP Business One Menu Bar

MENU BAR
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.

SAP Business One Toolbar

TOOLBAR
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 appropriate toolbar.

General Buttons

Navigation Buttons

SAP Business One Buttons

Ctrl + Double Click

Selection List
Dropdown List

FUNCTIONS IN A FORM
The graphic shows the form of the user maintenance under Administration | Setup | General
| Users. 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 entries.

If a user has the proper authorization, he or she can change field labels by selecting the Ctrl
key and double-clicking the label at the same time.
At the bottom of every screen, you will find the status bar that always shows the name, length,
and contents of the current field. Furthermore, if you enable the View | System Information
menu item, the system also displays some technical information about the field, which you can
use for creating queries or formatted searches or which you may need if you are working with
the Software Development Kit.

USER DEFINED SHORTCUTS

The system allows you to assign the function keys F2 through F12 to your most used
transactions using the Menu bar click Tools | My Shortcuts | Customize. You can then start
these transactions simply by hitting the respective function key. The function key F1 is
reserved for accessing online help.
TO ASSIGN THE SHORTCUT KEYS OR FUNCTION KEYS:
1. The next activity is to assign a shortcut by go to Tools | My Shortcuts | Customize
F2
Sales Order
click Allocate

F3
F4
F5
F6
F7

Delivery
A/R Invoice
Purchase Order
Goods Receipt PO
A/P Invoice

click Allocate
click Allocate
click Allocate
click Allocate
click Allocate

F8
F9
F10
F11
F12

Production Order
Business Partner Master Data
Item Master Data
Chart of Accounts
Choose Company

click Allocate
click Allocate
click Allocate
click Allocate
click Allocate

2. The next step is to check if the system assigned it correctly.

USER DEFINED SHORTCUTS

Every user can create a user menu containing their commonly used documents. Example is
Press F2 to Open Sales Order, click Tools | My Menu | Add to My Menu , and then click
Forms folder and then click Add button.

TO ASSIGN A DOCUMENT TO MY MENU:

1. Press F2 to Open Sales Order, click Tools | My Menu | Add to My Menu, and then
click Forms folder and then click Add button.
2. Press F3 to Open Delivery, click Tools | My Menu | Add to My Menu, and then click
Forms folder and then click Add button.
3. Press F4 to Open A/R Invoice, click Tools | My Menu | Add to My Menu, and then click
Forms folder and then click Add button.
4. Press F5 to Open Purchase Order, click Tools | My Menu | Add to My Menu, and then
click Forms folder and then click Add button.
5. Press F6 to Open Goods Receipt PO, click Tools | My Menu | Add to My Menu, and
then click Forms folder and then click Add button.
6. Press F7 to Open A/P Invoice, click Tools | My Menu | Add to My Menu, and then click
Forms folder and then click Add button.
7. Press F8 to Open Production Order, click Tools | My Menu | Add to My Menu, and
then click Forms folder and then click Add button.
8. Press F9 to Open Business Partner Master Data, click Tools | My Menu | Add to My
Menu, and then click Forms folder and then click Add button.
9. Press F10 to Open Item Master Data, click Tools | My Menu | Add to My Menu, and
then click Forms folder and then click Add button.
10. Press F11 to Open Chart of Accounts, click Tools | My Menu | Add to My Menu, and
then click Forms folder and then click Add button.
11. Press F12 to Open Choose Company, click Tools | My Menu | Add to My Menu, and
then click Forms folder and then click Add button.

CUSTOMIZE MAIN MENU USING FORM SETTINGS

Every system user can determine which modules and menu options will be displayed on his or
her main menu. Click Form Settings button at the toolbar.

1. In the next activity limit the user to display only four modules which are Administration,
Financials, Sales A/R, and Purchasing A/P. See the screenshot below.

2. And then click Update to display the four modules.

Visible: When this box is checked the module/menu item displays on the main menu. When
this box is unchecked 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 authorizations.
By choosing the Apply Authorization button, a regular user can set the main menu
to display only authorized modules and menu items.
TO CHANGE THE BACKGROUND OF YOUR SAP BUSINESS ONE:
1. To change your background go to Administration | System initialization | General
Settings | Font & Bkgd
2. Click Browse to locate your background. And then click OK.