SAP BUSINESS ONE - MASTER DATA CREATED BY, SHIYAD

1.  SAP AG 2007

2.  SAP AG 2007
MASTER DATA

3. 1. ITEM MASTER
DATA

4.  SAP AG 2007
 ITEM GROUP
 WAREHOUSES
 UNITS OF MEASURE
 STOCK VALUATION METHOD
 GL ACCOUNT DEFINITION
 PRICE LIST
 BIN LOCATIONS
 SERIAL NUMBERS & BATCH MANAGEMENT
 INVENTORY TRANSACTIONS
 GOODS RECEIPT & GOODS ISSUE
 INVENTORY TRANSFER
 INVENTORY COUNTING TRANSACTIONS
 INVENTORY REVALUATION
 INVENTORY REPORTS
CONTENTS

5.  SAP AG 2007
ITEM MASTER DATA
SAP Business One enables you to manage all the items that you purchase,
manufacture, sell, or keep in stock.
 The way we define what these items are and how they are handled is
through the item master data record.
 An item master data record is created for each product and identified with a
unique code. You would create an item master for a product at the level of a
universal product code or a catalog number.
 Item master data is at the heart of almost every process in SAP Business
One. It controls how the item acts in the sales, purchasing, production, MRP,
inventory, and service modules.
 An item master data record stores essential information such as if the item
is purchased or sold, the price of the item, the inventory level, and how
purchasing of the item is forecast and planned.
 This data is used automatically by the system in the processes for
purchasing, sales, production, managing your warehouse, and accounting
INVENTORY
ITEM
MASTER
DATA

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Like other types of
master data, such as the
business partner, there
are two main sections in
an item master record:
the header and the tabs.
 The header
contains general
information about
the item. A unique
ID number must be
assigned as the
code.
 The tabs contain
more detailed
contain
information for
processing the
item
ITEM MASTER DATA LAYOUT

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ITEM CATEGORIES
The header is also where you can assign item
categories. The item categories control whether that
item can be purchased, sold, or stored in inventory. An
item can belong to multiple categories.

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ITEM GROUP
Arrange the items into groups. Assign an item to one group only.
You can use the Item Group later for reports and evaluations.
To create a new group item click on dropdown list and
click on define new or go to

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ITEM GROUP-SETUP
ADMINISTRAT
ION
INVENTORY SETUP
DEFINE ITEM
GROUP

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UOM GROUP
A UOM (Unit of Measure) group is a set of UOMs that you want to
use for a certain type of product. Each UOM group has a base
UOM..From the dropdown list, select a UOM group for the item, or
click and click on new button to create new UOM group
ADMINISTR
ATION
SETUP INVENTORY
UOM/UOM
GROUP
OR go to :

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UOM GROUP- SETUP
In setup window define
group, give group
description and define
group definition

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PRICELIST
SAP Business One provides ten predefined price lists.
Adding, changing, or deleting these prices enables
you to map a pricing tactic in SAP Business One.
Using all or a few of the defined price lists is optional.
Furthermore, the following two price lists are
automatically created and calculated by SAP Business
One and cannot be manually changed:
Last Purchase Price:- This price list is automatically
updated when an item enters the inventory with an
original price.
Last Evaluated Price:- This price list is automatically
updated after you run the Inventory Valuation
simulation report.

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PRICE LIST- LAYOUT
INVENTORY PRICE LISTS PRICELISTS

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PRICE LIST & UNIT PRICE
You can update item unit prices manually in the Item Master Data window as
shown in below fig.
To set prices for other UMs of the item, select the three dots pushbutton to
display the [Price List Name] - UOM Prices window.

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Warehouse - Definition (1)
Warehouse 01
General
Warehouse
General
Accounting
Default Accounts
Address Information
Location

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In SAP Business One, there is a direct relationship between
warehouses and items.
GOTO
Address Fields: Specify address details for the warehouse
Location: Specify the warehouse location, according to their physical
location.
After defining warehouse go to the Item master data and set default
warehouse for item
WAREHOUSE - Definition (2)
ADMINISTRATI
ON
SETUP INVENTORY WAREHOUSE

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G/L ACCOUNT DETERMINATION
 On the Inventory tab of the item master record, you specify the G/L account determination.
• The accounts are defined in a matrix per item and per warehouse. You can set one of the
warehouses as default warehouse. The system will use the default warehouse when you
create a document.
• If you did not set a default warehouse the system uses the first warehouse as default.
 To simplify the account determination, you can specify these accounts on item level and
enter them directly into the item master record.
• Choose Inventory  Item Master Data and choose the Inventory tab. This enables
detailed account determination but also involves much maintenance work.
To simplify the account determination, in every item master record you can specify that the
accounts are retrieved from a higher level:
• Warehouse level: In this case the system automatically retrieves the accounts from the
warehouse definition. To maintain the accounts in the warehouse definition, choose
Administration  Setup  Inventory  Warehouses and choose the Accounting tab.
• Item group level: In this case the system automatically retrieves the accounts from the
item group definition. To maintain the accounts in the item group definition, choose
Administration  Setup  Inventory  Item Groups and choose the Accounting tab.
 You can define default accounts under Administration  Setup  Financials  G/L
Account Determination – these values are defaulted for all levels (warehouse level, item group
level, and item level).

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BIN LOCATION
 A bin location is the smallest addressable unit of space in a
warehouse where your goods are stored
 With SAP Business One, you can manage bin locations for your
warehouses. In order to provide you with more flexibility in inventory
management.

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STOCK VALUATION METHOD (1)
Moving Average Price
First In – First Out (FIFO)
Standard Price
€ € € € €

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STOCK VALUATION METHOD (2)
In the item master record, you can specify the
inventory valuation method in which you want to
manage the item. You have three options:
 Moving Average price
The system calculates the moving average price by
dividing the total value of the goods by the amount
in stock.
 First In - First Out (FIFO)
When you post any good issue, the system uses
the price from the oldest layer, from the second-
oldest, and so on.
 Standard Price
You also need to enter a fixed price into the item
master record. The system uses this price for all
stock movements. This especially makes sense for
items which you produced yourself.

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SERIAL NUMBER AND BATCH MANAGEMENT(1)
First go to general settings to customize serial number &
batches
PATH :
Serial number management and batch management are
different functions that can be used in conjunction with each
other.
Batch Number: Group of material with similar
characteristics can be assigned under a Batch.
Serial Number: the item is managed by batches. This type
of management tracks items that have unique numbers.
ADMINISTRATION
SYSTEM
INIALIZATION
GENERAL
SETTING

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SERIAL NUMBER AND BATCH MANAGEMENT(2)
 serial number
 batch
• On every transactions
• On release only
 Make necessary
changes in general
settings.
 Go to item master
data and make
changes in manage
item by and
management
method as shown in
fig.

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INVERNTORY TRANSACTIONS (1)
INVENTORY INVENTORY
TRANSACTIONS
PATH:
1. GOODS RECEIPT
The Goods Receipt window lets you increase the inventory level in
situation that is not the direct result of adding a purchasing
document. When you purchase an item, the warehouse inventory
increases automatically when SAP Business One enters the
transaction. For example, if you create a goods receipt PO, the
warehouse inventory increases accordingly by the specified
quantity.
However, purchasing an item is not the only transaction that
results in a goods receipt

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INVENTORY TRANSACTION (2)
INVENTORY
INVENTORY
TRANSACTION
GOODS
RECEIPT

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INVENTORY TRANSACTION (3)
2. GOODS ISSUE
PATH : INVENTORY
INVENTORY
TRANSACTION
GOODS ISSUE
After an item is sold, the warehouse inventory is
automatically reduced when SAP Business One enters the
transactions. For example, if you create a delivery
document that is based on a sales order, the warehouse
inventory is reduced by the specified quantity once the
delivery document is added.
However, the sale of an item is not the only type of
transaction that results in a goods issue.

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INVENTORY TRANSACTION (4)

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INVENTORY TRANSACTIONS (5)
3. INVENTORY TRANSFER
INVENTORY
INVENTORY
TRANSACTIONS
INVENTORY
TRANSFER
You use this function to transfer inventory from one warehouse to another.
An inventory transfer can also be carried out as a consignment for a
customer. The items are then stored in the customer’s warehouse and are
sold from here.

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INVENTORY TRANSACTIONS (6)
5.INVENTORY COUNTING TRANSACTION
INVENTORY
INVENTORY
TRANSACTIONS
INVENTORY
COUNTING
TRANSACTION
In the normal course of business, inventory counting is
carried out to verify the quantity and condition of items in
the warehouse, and to provide information about existing
inventory and inventory valuation to the auditors.

29.  SAP AG 2007
INVENTORY REPORT
INVENTORY
INVENTORY
REPORT

30. BUSINESS PARNTER
MASTER DATA

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CONTENTS
 CUSTOMER AND VENDOR GROUP
 CUSTOMER MASTER
 VENDOR MASTER
 LEAD MASTER
 PAYMENT TERM
 CREDIT LIMIT & COMMITMENT LIMIT
 ACTIVITY CREATION
 SALES OPPORTUNITY MANAGEMENT
 CUSTOMER RECEIVABLES AGING & VENDOR LIABILITIES
AGING
 BUSINESS PARTNER REPORTS

32.  SAP AG 2007
Three Types of Business Partner Master Records
 All purchasing
transactions
 All sales
transactions
 Sales
opportunities
 Quotations and
orders
 Sales
opportunities
One or more
control accounts
for vendors
Possible
transactions
One or more
control accounts
for customers
Possible
transactions
Leads do not have
any effect on
accounting.
Possible
transactions
Vendors Customers Leads

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BUSINESS PARTNER MASTER DATA - LAYOUT
Header Data
Code Business Partner Type
Name
Group
Currency
…
Local, System, or BP Currency
Account Balance
Deliveries
Orders
Opportunities
Contact
Persons
Name
Address
…
Addresses
Bill to Address/
Pay to Address
Ship to
Address
…
Payment
Terms
Payment
Terms
Discount
Credit Limit
Partial Delivery
…
Payment
System
House Bank
Payment
Method
…
Accounting
Consolidating
Control
Account
Dunning
Tax
…
Properties
Up to 64
different
Business
Partner
Properties
…
Telephone/Fax
Active /
On Hold
with Dates
Contact Person
…
General Remarks
Text
Photo
…
Business Partner Master Data

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CUSTOMER AND VENDOR GROUP (1)
ADMINIDSTRATION SETUP
BUSINESS
PARTNER
CUSTOMER/VENDOR
GROUP

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CUSTOMER AND VENDOR GROUP (2)

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PAYMENT TERM
We use this tab to specify the business partner payment terms ,which
determine the due date of invoices. Select the preferred payment terms,
or define new ones. The predefined payment terms are :
 Net-30 :- bill will be due after 30 days
 Cash basic :- bill will be due within 2 days
To define new ones go to:
ADMINISTRATI
ON
SETUP
BUSINESS
PARTNERS
PAYMENT
TERMS

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CREDIT LIMIT AND COMMITMENT LIMIT
Credit limits in SAP Business One define the maximum a customer may
have on terms with you. It is a check that happens when you add a BP to a
sales document or adding a sales document to the system. The credit limit
equation is as follows: The customer's account balance + the amount
of the current document.
Commitment limits in SAP Business One define basically the same thing
as credit limits but with one additional piece. The commitment limit is as
follows: The customer's account balance + the total amount in
undeposited checks + the amount of the current document.

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ACTIVITY CREATION
Creating Activities
From the SAP Business One Main Menu, choose Business
Partners Activity .
The Activity window opens.
In the Activity field at the top, select the type of activity you want to create.
Do one of the following:
•If the activity is related to a business partner, specify the partner in the BP
Code field.
•If the activity relates only to yourself, select Personal.
To save the activity, choose Add.
Updating Activities
From the SAP Business One Main Menu, choose Business
Partners Activity
The Activity window opens.
Display the required activity using standard search functions.
Modify the activity information, as required.
Choose Update.

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ACTIVITY CREATION (2)

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CUSTOMER RECEIVABLES AGING
This report lists all open customer receivables and provides an
analysis of each customer receivable owed to you.
BUSINESS
PARTNERS
BUSINESS
PARTNER
REPORT
AGING
CUSTOMER
RECEIVABLES
AGING

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VENDORS LIABLITIES AGING
It displays documents together with the respective liabilities. The
report provides the size of the vendor liability and the time that the
debt has remained unpaid.
BUSINESS
PARTNERS
BUSINESS
PARTNER
REPORTS
AGING
VENDORS
LIABLITIES
AGING

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SALES OPPORTUNITY MANAGEMENT
The Sales Opportunities module lets you track and analyze pending
opportunities according to the progress of activities such as meetings,
negotiations, and other proceedings in the sales pipeline.
Example : Analyze each stage of the sales process

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BUSINESS PARTNER REPORTS
PATH:
BUSINESS
PARTNER
BUSINESS
PARTNER
REPORT

44. HUMAN
RESCOURCES
MASTER DATA

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CONTENT
 EMPLOYEE MASTER DATA
 HUMAN RESOURCE REPORT

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HR MASTER DATA
Use the Human Resources module to enter and
maintain information about company employees, and
to perform the following related tasks:
1. Enter and maintain general and personal employee
information, such as age, marital status, passport and ID
number, phone numbers, and home and work
addresses.
2. Manage information regarding employee education,
previous job records, results of professional reviews,
and absences.
3. Analyze employee costs and salaries.
4. Create various reports and employee lists to run your
business more efficiently.

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EMPLOYEE MASTER DATA - LAYOUT
HUMAN
RESOURCES
EMPLOYER
MASTER DATA

48.  SAP AG 2007
HR REPORTS
HUMAN
RESOURCES
HUMAN
RESOURCE
REPORT

49. THANK YOU
PRESENTED BY: SHIYAD
SHANOOB
SANESH
JANISH
SHANIB