SAP Business One Forms Explained (Fixed Asset). Transfer.

The form for today is Transfer. The details regarding this form is as follows: - 

• Form Name & Number: -Transfer & 166

• Form Overview: - As the name suggests, a Transfer document is used to transfer a fixed asset to a different asset class or a different asset master data record

• Transactions & Activities: -

• Assign a different set of G/L accounts to an asset

• Create different asset master records for the same asset

• Change the asset class of an asset for which bookings have already been carried out

• Change the asset class when an asset construction has been completed

SAP Business One Forms Explained (Fixed Asset). Retirement.

The form for today is Retirement. The details regarding this form is as follows: - 

• Form Name & Number: - Retirement & 165

• Form Overview: - In accounting, retiring a fixed asset means removing it from a corporate balance sheet and operating activities.

• Transactions & Activities: -

In SAP Business One, you can retire an asset in the following ways:

• Retirement through Sale
  A fixed asset is sold with a profit or loss. If you want to specify the customer information for the asset sale, you can create an A/R invoice to retire the asset. Upon the creation of the A/R invoice, a retirement document is generated automatically. However, if you do not want to specify the customer information, you can directly create a retirement document using the Sales type.

• Retirement through Scrapping
  If a fixed asset leaves the asset portfolio without any profit or loss being made, you can retire the asset by creating a retirement document with the scrapping type. In this case, the system posts the remaining book value of the asset during retirement as an expense.

• Complete or Partial Retirement
  A retirement can refer to an entire asset (complete retirement) or part of an asset (partial retirement). You can trigger the partial retirement of an asset by entering the retired acquisition and production costs or the retired quantity. When you enter the retired acquisition and production costs or quantity, the system determines the percentage that is deducted from the asset.
  When you create a partial retirement for an asset, the retirement reduces the asset's acquisition and production costs and thereby affects the planned depreciation. The date on which the partial retirement reduces the asset's acquisition and production costs is calculated based on the asset value date in the retirement document and the retirement convention you specified for the asset's depreciation type.
  When you retire an asset completely, the asset becomes inactive and you can no longer carry out any transactions with it.

SAP Business One Forms Explained (Fixed Asset). Capitalization Credit Memo.

The form for today is Capitalization Credit Memo. The details regarding this form is as follows: - 

• Form Name & Number: - Capitalization Credit Memo & 164

• Form Overview: - A capitalization credit memo, which reduces the acquisition and production costs of an asset, essentially represents the opposite of an invoice for a purchased asset.

• Transactions & Activities: -To reduce the acquisition and production costs of an asset, you can use any of the following documents:

• Capitalization credit memo: -
  When you reduce the acquisition and production costs of an asset using a capitalization credit memo, you can apply the reduction to any depreciation area associated with the asset. If the depreciation area you specify is not a Posting to G/L area, no journal entry is generated.
  SAP Business One lets you create a capitalization credit memo for multiple assets. If you select all depreciation areas, the system creates a journal entry for each Posting to G/L depreciation area associated with the assets. In the journal entry, the asset balance sheet accounts are credited and the acquisition clearing accounts are debited.

• A/P credit memo

• A/P correction invoice

 

SAP Business One Forms Explained (Fixed Asset). Capitalization.

 The form for today is Capitalization. The details regarding this form is as follows: - 

• Form Name & Number: - Capitalization & 163

• Form Overview: - When you acquire an asset for the first time, using a capitalization document, you must create the document for all depreciation areas. For subsequent acquisitions, you can create the document for a specific depreciation area. SAP Business One lets you create a capitalization document for multiple assets. Once you add the document, the system creates a journal entry for each Posting to G/L depreciation area associated with the assets. In the journal entry, the asset balance sheet accounts are debited and the acquisition clearing accounts are credited.

• Transactions & Activities: -This form is used to do the following activity: - 

• Capitalization of an Asset. (Creates a journal entry debiting the asset balance sheet accounts.)

SAP Business One Forms Explained (Fixed Asset). Asset Master Data.

 The form for today is Asset Master Data. The details regarding this form is as follows: - 

• Form Name & Number: - Asset Master Data & 162

• Form Overview: - This is the window where you can store all data that corresponds to each and every fixed asset owned by your organization. The Asset Master Data form layout is similar to that of Item Master Data, with the exception of Fixed Assets Tab. In the Fixed Assets Tab you will find all information related to that particular fixed asset i.e.,  Overview, Depreciation, Cost Accounting. 

• Transactions & Activities: - This form is used to do the following activities: - 

• Creation and Updation of Asset Master Data

• Source for the use of Assets in Marketing Documents. 

SAP Business One Forms Explained. Journal Voucher Report Window.

 The form for today is Journal Voucher Report Window. The details regarding this form is as follows: - 

• Form Name & Number: - Journal Voucher Report Window & 161

• Form Overview: - This Window provides comprehensive information on existing journal vouchers. Use this form  to get a list of the journal vouchers to be approved, or to save one or all of the open journal vouchers as permanent financial documents.

• Transactions & Activities: - This form is used to do the following activities: - 

• The document level checkboxes are activated for manual editing, while the checkboxes on the G/L account level are not.

• Selecting a certain document automatically selects the related G/L accounts.

• The checkboxes of the closed journal vouchers are inactive.

• Once selected journal vouchers are posted as journal entries, their checkboxes become inactive. 

SAP Business One Forms Explained. Document Printing.

 The form for today is Document Printing. The details regarding this form is as follows: - 

• Form Name & Number: - Document Printing & 160

• Form Overview: - This form is mainly used to print batches of documents according to your required selection criteria. You can choose whether to print the whole list or specific documents.

• Transactions & Activities: - The following list of documents can be printed using this form: -

• Financials  

• Sales 

• Purchasing

• Banking  

• Inventory 

• Service  

SAP Business One Forms Explained. Financial Report Templates.

 The form for today is Financial Report Templates. The details regarding this form is as follows: - 

• Form Name & Number: - Financial Report Templates & 159

• Form Overview: - Imagine your company needs financial reports presented in a different template than the existing ones, use this function to create financial report templates that you can customize for your business needs.  

• Transactions & Activities: - The following list of financial report templates can be created using this form : -

• Balance Sheet

• Profit and Loss Statement

• Trial Balance

• Cash Flow

• FA Historic Report

SAP Business One Forms Explained. Exchange Rate Differences.

The form for today is Reverse Transactions. The details regarding this form is as follows: - 

• Form Name & Number: - Exchange Rate Differences & 158

• Form Overview: - The Exchange Rate Differences function periodically recalculates the LC (Local Currency) and FC (Foreign Currency) balances according to the exchange rate on the day the differences are calculated.

• Transactions & Activities: - The following list of activities are possible using this form : -

• Business Partner: - Calculates exchange rate differences for business partners. If not selected, other fields pertaining to business partner selection criteria are not displayed.

• G/L Accounts: - Calculates exchange rate differences for G/L accounts. If not selected, all fields related to G/L accounts selection criteria are not displayed.

 

SAP Business One Forms Explained. Reverse Transactions.

 The form for today is Reverse Transactions. The details regarding this form is as follows: - 

• Form Name & Number: - Reverse Transactions & 157

• Form Overview: - This function displays a list of all the manual journal entries scheduled for automatic reversal, which you can execute. 

• Transactions & Activities: - The following list of activities are possible using this form : -

• Cancel: - Select this option for each transaction that you do not want to reverse.

• Execute: - Using you this option you can run the desired reversal transactions. 

SAP Business One Forms Explained. Recurring Postings.

 The form for today is Posting Templates. The details regarding this form is as follows: - 

• Form Name & Number: - Recurring Postings & 156

• Form Overview: - Every business has transactions that recur monthly or weekly, once the transaction is defined by the user in the Recurring Postings form then the system automatically posts those transactions at the desired interval. For example recurring journal entries can be payroll orders or standing instructions that are paid by the bank every month.

• Transactions & Activities: - The following list of activities are possible using this form : - 

• Setting Templates for Recurring Postings

• Executing Instances of Recurring Postings

• Removing Recurring Postings

• Recurring Postings Window

• Reports: -  The report that is related to the Journal Entry is mentioned below: - 

• Confirmation List: - This window displays a list of all instances of recurring posting templates. Use this window to define which instances you want saved to the database and which can be removed from the list.

SAP Business One Forms Explained. Posting Templates.

The form for today is Posting Templates. The details regarding this form is as follows: - 

• Form Name & Number: - Posting Templates & 155

• Form Overview: - SAP Business One enables you to create fixed templates for journal entries that have a similar format but the recorded amounts vary from transaction to transaction. SAP Business One separates the amounts in accordance with the account assignment template. Creating templates saves a lot of time during quarter or year end closure. 

• Transactions & Activities: - The following list of activities are possible using this form : - 

• Create a transaction template referencing two G/L Accounts

• Create a template transaction between two business partners.

SAP Business One Forms Explained. Journal Vouchers.

 The form for today is Journal Entry. The details regarding this form is as follows: - 

• Form Name & Number: - Journal Vouchers & 154

• Form Overview: - A journal voucher is a draft stage document that creates no values in the general ledger. It is essentially created when the user is unsure about a particular journal entry and needs external help before posting the entry. 

• Transactions & Activities: -  The following list of activities are possible using this form : -  

• Journal Entries for G/L Accounts: - You can create a manual Journal Entry referencing a G/L Account that is defined in the chart of accounts. 

• Journal Entries for Business Partners: - Similar to the G/L accounts you are also given the option to create Journal Entries referencing Business Partners Automatically increasing  or decreasing  the Business Partner balance.  

SAP Business One Forms Explained. Journal Entry.

 The form for today is Journal Entry. The details regarding this form is as follows: - 

• Form Name & Number: - Journal Entry & 153

• Form Overview: -  This form is used to manually create journal entries for accounts and business partners. Manual entries are recorded directly in the database and cannot be deleted. You can view and create journal entries in expanded or reduced editing mode.

• Transactions & Activities: - The following list of activities are possible using this form : -  

• Journal Entries for G/L Accounts: - You can create a manual Journal Entry referencing a G/L Account that is defined in the chart of accounts. 

• Journal Entries for Business Partners: - Similar to the G/L accounts you are also given the option to create Journal Entries referencing Business Partners Automatically increasing  or decreasing  the Business Partner balance.  

• Reports: -  The report that is related to the Journal Entry is mentioned below: - 

• General Ledger Report: - This report enables you to generate a list of journal entries posted to the company database according to various criteria. 

SAP Business One Forms Explained. Edit Charts of Accounts.

 Today the Form I decided to write about is “Edit Chart of Accounts”. The details are as follows: - 

• Form Name & Number: - Edit Chart of Accounts & 152 

• Form Overview: - As the name suggests, this window is primarily used to edit the previously defined Chart of Accounts. The details displayed on the form are account type (title or active), code, name, and level, for the selected account.

• Transactions & Activities: - The following list of activities are possible using this form : - 

• Changing G/L Account Location: - You can change the location of an existing account either upwards or downwards. 

• Adding a Sub-Level Account: - Adds a lower-level account under the marked account

• Adding a Same-Level Account: - Adds an account on the same level as a selected account, under the same parent article.

• Deleting an Account: - Deletes an account in which no transactions are posted. 

SAP Business One Forms Explained. Charts of Accounts.

SAP Business One Forms Explained is a new series that I want to begin from today. As the name suggests, I will be taking a form and explaining it in detail. The form that I have chosen for today is Chart of Accounts (COA).

• Form Name & Number: -  Chart of Accounts & 151 

• Form Overview: - A chart of accounts lists all of a company's general ledger (G/L) accounts and is the basis for its reporting and posting activities. The entire form is split into 10 Drawers and within each drawer, you organize your accounts by level in a logical fashion appropriate to your financial accounting processes. The organization of the chart of accounts follows GAAP in which there is a separate “drawer” for accounts representing assets, liabilities, equity, revenues, cost of sales, expenses, financing, and other revenues and expenses. 

• Transactions & Activities: - List of transactions that are possible using COA are: - 

• Creating G/L Accounts.

• Editing account details or moving accounts within the chart of accounts, as needed.

• Deleting any unnecessary G/L Accounts.

• Checking G/L account balances. If necessary, checking  the balances of Individual Business Partners.

• Reports:- The report that is related to the COA is mentioned below: - 

• G/L Accounts and Business Partners Report: -  This report enables you to generate a list of G/L Accounts and/or Business Partners using desired selection criteria. 

SAP Business One Wizards

In this blog I would like to shine some light on all the wizards that are available in SAP Business One. I would like to give a brief description on all the wizards that are available without going in detail. For detailed information on these Wizards refer to my previous blogs. The wizards I would like to discuss are: - 

• Document Generation Wizard: - The document generation wizard permits you to perform batch processing of target sales documents. The wizard suggests a straightforward method  to include rows from several base documents in a single target document, according to the parameters you define.

• Payment Wizard:- The payment wizard enables you to generate incoming and outgoing payments in batches as bank transfers, checks, and/or bills of exchange, according to the selected open A/R and A/P  transactions and the selected payment methods

• Production Cost Recalculation Wizard: - The wizard enables you to recalculate production costs based on current values. It helps you to eliminate cost inconsistencies by recalculating the production cost of all the items managed by batch or serial at production.

• Procurement Confirmation Wizard: - Procurement confirmation Wizard assists users in automatically creating one or several procurement documents, such as purchase quotations, purchase orders, or production orders directly from one or more sales orders.

• Campaign Generation Wizard: - Use the Campaign Generation Wizard to create promotional campaigns for your target demographics. This wizard guides you step-by-step through the definition of parameters required to generate campaigns.

• Express Configuration Wizard: - To equip SAP Business One for day to day company use, one must configure various settings, such as accounting, inventory, business partners, sales, and purchasing. Express configuration assists you in configuring company databases by providing a wizard that guides you through the essential settings for each area. In addition, you can compare previous configuration settings so that you can detect changes to a configuration, which may cause errors in the application.

• Purchase Quotation Generation Wizard: - The purchase quotation generation wizard enables you to create a batch of purchase quotations automatically. The wizard guides you step by step through the definition of parameters required to generate the documents.

SAP Business One 10.0 Certification

I feel ecstatic to inform all of you that I have successfully completed the SAP Business One Global Certification to become an SAP Certified Associate in SAP Business One 10.0. It was a grueling journey but I have to say it was worth it in the end when I cleared the Certification and received my digital badge. This was also the reason why I haven't been blogging for the past few days. I found it hard to manage work and final level of preparation for the certification. Here onwards I will be blogging about SAP Business One on the weekdays. Happy Reading!! 

My Digital Badge

SAP Business One 10.0 Enhancements (6)

The Final set of enhancements that we are going to discuss about are: - 

• Serial & Batch Numbers Upgrades: - Serial Number Management and Batch Management now includes the ability to update on A/R Reserve Invoices and Inventory Transfer Requests. Destination Warehouse Code and Destination Warehouse Name now included in the Serial Number / Batch Management Update form.

• UoM Group Upgrades: - Unit of Measure Groups may now be changed on an Item Master record and for that to happen the new UoM Group must have at least the identical set of conversion rules as the original UoM Group.  

• Bill of Materials Upgrades: - ▪ Item Description update in the item master data connected to Bill of Materials parent item will be reflected in the Bill of Materials Product Description. Also, Direct “drill-down” to Item Master Data record now possible from the Parent Item Number in 10.0

• Project Management Upgrades: - Interactive Gantt Chart allows Project Phases to be moved or extended/shortened interactively. In addition to that, few new fields are added representing the Project Due Date and the Finish Date.