Aws Lab Manual Sap b1

SAP BUSINESS ONE FOR AWS
B1 Test Drive Demonstration Guide

June, 2014
Abstract
GSG test drive guide describes step-by-step best practices and
procedures to experience SAP Business One platform running on AWS
SAP B1 Demo User Manual
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Table of Contents
Typographic Conventions ....................................................................................................................2
Lab Overview .....................................................................................................................................2
Product Overview: SAP Business One 9.0 .............................................................................................3
Description ...................................................................................................................................3
Key Features.................................................................................................................................3
Business Benefits ..........................................................................................................................4
Architecture of the Software.......................................................................................................5
Target Audience .................................................................................................................................5
Instructions to launch the Test Drive....................................................................................................6
1. How to launch the Simulation GSG Lab.............................................................................................6
1.1 System connection procedure for Windows Users ............................................................6
1.2. System connection procedure for Mac Users ...................................................................9
2. Accessing the application through the remote desktop ................................................................... 11
2.1. Obtain the user and password to access SAP Business One client system ................... 11
2.2. Select the Script Demo Scenario you are interested on. .............................................. 12
2.3. Business One environment screen .................................................................................. 13
3. SAP DEMO Scrips....................................................................................................................... 14
3.1. Bin Locations ..................................................................................................................... 15
3.2. Fixed Assets. ............................................................. .......................................................... 30
3.3. Inventory Counting .......................................................................................................... 34
3.4. Purchase Requests .............................................................................................................. 44
4. Support............................................................................................................................................53
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Typographic Conventions
Type Style Description
Example Words or characters quoted from the screen. These i ncl ude fi el d names, screen ti tl es,
pushbuttons l abel s, menu names, menu paths, and menu opti ons.
Textual cross-references to other documents
Exampl e Emphasized words or expressions
EXAMPLE Technical names or system objects. These include report names, program names,
transaction codes, table names, and key concepts of a programming language
when they are surrounded by body text, for example. SELECT and INCLUDE
Example Output on the screen. This includes files and directory names and their paths,
messages, names of variables and parameters, source text, and names of
installation, upgrade and database tools.
Example Exact user entry. These are words or characteristics that you enter in the system
exactly as they appear in the documentation
<Example> Variable user entry. Angle brackets indicate that you replace these words and
characters with appropriate entries to make entries in the system.
Keys on the keyboard, for exampl e, OR
Lab Overview
GSG LAB B1-Test Drive is intended to demonstrate the benefits of running SAP Business
One in Amazon Web Services (AWS) to existing software users and to potential new users. This
manual will describe the features of the SAP product experience during the simulation, and
explain the procedure for launching the virtual system. Testers will experience a quick launch SAP
Business One solution running on cloud during a two hour test drive and experiment with all the
features of the software.
ENTER F2
EXAMPLE
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Product Overview: SAP Business One 9.0
Description
The SAP Business One Application offers a single, affordable way to manage your enti re
business. Unlike niche solutions, it provides complete business management functions covering
financial, sales, customers, inventory and operations. In addition, it is installed quickly and is
straightforward to maintain because it was specifically desi gned for small- to medium-sized
businesses.
B1 integrates all critical business functions for sales, customers, purchasing, inventory,
operations, and financial and human resources into a single system making the information
instantly accessible across the organization.
Key Features
Redesigned user interface makes using the software easier
Request-for-proposal functionality enables faster, more effective sourcing decisions
Integration with SAP Crystal Reports software lets you design and deliver reports via
the Web or embedded in enterprise applications
Universal code base for 40 countries supports different time zones and provides
compliance with legal requirements
Upgrade wizard dramatically simplifies the upgrade process
Centralized authentication framework enables better protection of customer data
Enhanced infrastructure optimizes data archiving, transaction management, and
memory governance
Remote support platform improves diagnostics and troubleshooting
Solution packager tool enables SAP partners to deploy add-on solutions more easily
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Integration with on-demand Web services, cloud-based applications, and mobile
devices provides "anywhere, anytime" access to tools and information
Business Benefits
Higher productivity based on a new user interface and intuitive system messaging
Enhanced business control with features to simplify accounting processes and adapt to
your needs
Simplified reporting and business analysis with SAP Crystal Reports
Faster execution through streamlined processes, application performance
improvements, and a new data archiving tool
Lower total cost of ownership thanks to the remote support platform, upgrade wizard,
and SAP Business One Software Development Kit
Increased connectivity for rapid integration of headquarters, subsidiaries, divisions,
and third-party locations
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Architecture of the Software
Figure 1: SAP Business One Architecture
Target Audience
Existing SAP Business One User who want to migrate their platform to the Cloud.
Small to Medium Businesses who want an ERP solution on the Cloud to improve
their operations.
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Instructions to launch the Test Drive
1. How to launch the Simulation GSG Lab
By clicking on the Try it now! Button: located at GSG TECH main web page or
through the link below:
http://www.gsgtech.com/testdrivesapb1/
Figure 2: GSG launching page
1.1 System connection procedure for Windows Users
1. You will receive an email with information with IP of the server and user and password:
You will be able to connect via Microsoft Remote Desktop (MRD) with Public IP
address of the newly created EC2 instance bellow.
Sample:
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Public IP address of the newly created EC2 instance:
54.189.XX.XX
2. Windows users search for remote desktop
3. Enter the IP provided
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4. Click connect
5. Enter the Windows User provided
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6. Click Yes if prompted
7. Welcome to the system screen
1.2. System connection procedure for Mac Users
1. We recommend downloading and installing the free app Microsoft Remote Desktop from the
apple store:
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Download
2. Enter the information provided (IP address as PC name, User name and password)
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2. Accessing the application through the remote desktop
Once you are connected through the remote system, you will find (3) icons:
1) SAP Business One User access - .txt file
2) SAP Manual Demo Scripts - .pdf files
3) SAP Business One Client Launcher Access
In other to launch the SAP system you will fist get the user and password from the Notepad file,
second, you will access the folder called SAP Manual scripts and you might download the
manual you want to use for the trial and finally, you will access the system using the keys
provided and following the steps of the demo-manual script you selected. Steps 1 through 3 will
de detail below.
(Remote desktop options)
2.1. Obtain the user and password to access SAP Business One
client system
Click on SAP User Login text file. The notepad will provide you the user name and password
needed to launch Business One environment as follow:
USER: manager
PASSWORD: u123
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(SAP User login- notepad)
2.2. Select the Script Demo Scenario you are interested on.
Go to the folder SAP Manual Scripts on your desktop, click on it and select from the four
(4) Demo Manual options given:
1) 9.0 Bin Location
2) 9.0 Fixed Assets
3) 9.0 Inventory Counting
4) 9.0 PurchaseRequests
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(SAP Demo-Manual scripts folder)
Every option will provide you a scenario description; some master data to be input and
some pre-requisites to be accomplish in order to experiment the functions/features that
business one is able to provide. The manual will lead you to perform some tasks to give you a
real flavor of the possibilities of the system.
2.3. Business One environment screen
Once you have selected the demo manual specialty you want to experiment, you might access
the Business One Client system by clicking on the icon and imputing the data provide in step 1. Then,
follow the instructions given on the demo-manual scripts you selected. Every script will
show you a different and interesting feature of the system.
On the other hand, If you are an experienced B1 user you will be able to go through the
system and perform any activity you wish as you usually do in your on premise version.
(Business One System Screen)
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3. SAP DEMO Scrips
Please select from the following DEMO Scripts
DEMO SCENARIO
SAP Busi ness One 9.0
Bin Locations
CONTENTS
SCENARIO DESCRIPTION .................................................................................................................... 2
MASTER DATA ..................................................................................................................................... 2
PREREQUISITES................................................................................................................................... 3
CREATE A GOODS RECEIPT ................................................................................................................ 4
CREATE PICK LIST ........................................................................ ERROR! BOOKMARK NOT DEFINED.
December 2012 1
SCENARIO DESCRIPTION
Most inventory based businesses require the ability to locate items within their warehouses and therefore
require bin location functionality. A bin location is defined as the smallest section of the warehouse in which
an item of inventory will not be lost. The ability to efficiently locate inventory within a warehouse, facilitates a
number of key business processes from picking through to quality segregation.
In this scenario you will see how the bin location function has been embedded in the goods receipt process
and in the order fulfillment process (pick and delivery).
OEC Computers is going to receive 50 SD memory cards from his supplier CTI Computers. The received
items will be allocated to the dedicated bin locations for this item.
Following, the customer Parameter Technology orders 30 SD memory cards. In the fulfillment process, the
corresponding quantities will be picked from the respective bin locations and delivered to this customer.
MASTER DATA
This scenario is based on the following master data:
Fi el d Data Descri pti on
Item I00013 SDHC 64 GB CLASS 10
Vendor V60000 CTI Computers
Customer C23900 Parameter Technology
This scenario utilizes the following users:
User User Code User Password
J ason Butler manager demo
2
PREREQUISITES

The required bin locations settings exist in the demo database for SAP Business One 9.0 and define the
following:

Warehouse 05 is set as a bin location warehouse
It has three sub levels:
4 aisles (codes: A1-A4)
each aisle has 6 shelves (codes: S1-S6)
each shelf has 3 levels (codes: L1L3)

These specific bin locations dedicated for the product item I00013 (SD memory card) are:
Warehouse 05, Aisle 4, shelf 4, Level 1 (code: 05-A4-S4-L1)

3

CREATE A GOODS RECEIPT

Use
OEC has received 50 SD memory cards from its supplier CTI Computers. A goods receipt needs to be
created in SAP Business One. You are logged in as J ason Butler.

Prerequi si te

The field display of the screen Goods Receipt PO may need to be adjusted in order to show the required
fields. If needed, use Form Settings to adjust.

Procedure
1. To create a Goods Receipt go to Purchasing ->Goods Receipt PO
The Goods Receipt PO window appears.
2. Enter the following data:
Fi el d name Val ue Comments
Vendor V60000
Item No I00013
Quantity 50
Warehouse 05 has been automatically found by the system based on this item.
3. In the field Bin Location Allocation Click the icon
The screen Bin Location Allocation - Receipt opens
4. Allocate the received quantities as follows:
Bi n Locati on Al l ocated Quanti ty Comments
05-A4-S4-L1 25 Since not all 50 SD cards should be
crunched into one bin location, they
should be distributed in two bin
locations, each to contain 25.
05-A4-S4-L2 25
4

Optional: You could explain to the audience that if you would not allocate the quantities to any bin
locations an automatic determination would take place at saving the goods receipt document.
5. Press Update and confirm with OK
6. Press Add to save the Goods Receipt PO and choose Yes to confirm

Resul t
You have successfully created a Goods Receipt PO and allocated the received SD memory cards to the right
bin locations.

5

VIEW INVENTORY REPORT FOR BIN LOCATIONS

Use
J ason Butler wants to check which bin locations have allocated items assigned.

Prerequi si tes

The field display of the screen Bin Location List may need to be adjusted in order to show the required fields.
If needed, use Form Settings to adjust.

The field display of the screen Inventory Posting List by Warehouse Code may need to be adjusted in order
to show the required fields. If needed, use Form Settings to adjust.

Procedure
1. To open the report go to Inventory -> Inventory Reports -> Bin Location Content List
The Selection Criteria for the Bin Location Content List Report will open.
2. Choose OK to proceed
The report appears showing all bin locations which hold any item quantities. You can see from this
report the result of the previous goods receipt process.
6

3. Select the checkboxes in the first column for the bin locations 05-A4-S4-L1 and 05-A4-S4-L2.
4. Press the button Inventory Posting List
All Inventory Postings for the selected bin locations are displayed

Resul t
You have run the report Bin Location Content List and seen that the allocated item quantities have been
successfully posted to the respective bin locations.

7

CREATE A SALES ORDER
Use
The customer Parameter Technology has ordered 30 SD memory cards. Log in as J ason Butler to create an
sales order.
Prerequi si te
The field display of the screen Sales Order may need to be adjusted in order to show the required fields. If
needed, use Form Settings to adjust.
Procedure
1. To create a Sales Order go to Sales ->Sales Order
The Sales Order window appears.
Customer C23900
Delivery Date Today or a date in the future
Item No I00013
Quantity 30
Warehouse 05 has been automatically found by the system based on this item.
3. Press Add to save the order
Resul t
A sales order has been created to initiate the fulfillment process.
8
PICK FROM BIN LOCATIONS

Use
The fulfillment process for the previous customer order starts with the warehouse manager preparing and
releasing the pick document in SAP Business One.
As a next step warehouse employees will carry out the pick as instructed by this pick document and reports
to the warehouse manager.
Finally, the warehouse manager will maintain the pick document in SAP Business One accordingly.
For simplicity reason we can use J ason Butler to perform the warehouse managers activities.

Prerequi si tes

The field display of the screen Pick and Pack Manager (Open sales orders to be picked) may need to be
adjusted in order to show the required fields. If needed, use Form Settings to adjust.

The field display of the screen Pick and Pack Manager (Released) may need to be adjusted in order to show
the required fields. If needed, use Form Settings to adjust.

9

The field display of the screen Pick List may need to be adjusted in order to show the required fields. If

10

Procedure
1. Go to Inventory ->Pick and Pack ->Pick and Pack Manager
The Selection Criteria for the Pick and Pack Manager will open.
2. Set the criteria to find the to-be-picked quantity for your sales order by entering the following data:
<document drop down> Sales Order
Posting Date today
The Pick and Pack Manager window appears showing the open drawer with the .
3. Select your sales by selecting the checkbox in the first column
4. Press Release to Pick List
The Pick List Generation Wizard appears
5. Press Next in the following screens
Comments: The user could control how to pick the quantities with regards to bin locations. Since we
do not want to restrict the pick to any warehouses or bin locations nor split the pick by any
warehouses or sub levels, we can pass the wizard screens.
6. Press Generate to create the pick list
Back in the Pick and Pack Manager window, the sales order has disappeared from the open
drawer.
7. Choose the drawer Release
You can see that a pick list has been created for the released quantity.
8. In the field Pick No click the icon for your pick list
The Pick List window appears.
Comments: SAP Business One has automatically propose to pick 25 SD cards from bin location 05-
A4-S4-L1 and further 5 pieces from the bin location 05-A4-S4-L2
9. Optional step:
Preview the pick list print form by clicking
Comments: in reality, this printout would be handed to a warehouse employee who will take the
released quantities physically from the bin locations. The following steps happen based on the
scenario assumption that the warehouse employee has carry out the pick as suggested.
10. Press Pick All to accept the proposal of the system and post
11. Choose OK

Resul t
You have successfully released the ordered quantity and have it picked and have the picked quantity
maintained in the system.

11

CREATE A DELIVERY

Use
After the ordered quantity has been picked, the final process is to deliver this quantity to the customer. As
J ason Butler we will create a delivery directly from the pick list window.

Prerequi si te
The field display of the screen Delivery may need to be adjusted in order to show the required fields. If

Procedure
1. Starting from the pick list window: press Create ->Manual Delivery

The Delivery window appears.
2. In the field Bin Location Allocation Click the icon
12

In the appearing window Bin Location Allocation Issue you can see that 25 SD cards has been
taken from the bin location 05-A4-S4-L1 and 5 from 05-A4-S4-L2
3. Click OK
4. Click Add
5. Confirm with Yes
Resul t
You have successfully created a Delivery based on the previous documents and pick list including the bin
location allocation data.

13

2012 SAP AG. All rights reserved.
SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP
BusinessObjects Explorer, StreamWork, SAP HANA, and other SAP
products and services mentioned herein as well as their respective
logos are trademarks or registered trademarks of SAP AG in Germany
and other countries.
Business Objects and the Business Objects logo, BusinessObjects,
Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and
other Business Objects products and services mentioned herein as
well as their respective logos are trademarks or registered trademarks
of Business Objects Software Ltd. Business Objects is an SAP
company.
Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL
Anywhere, and other Sybase products and services mentioned herein
as well as their respective logos are trademarks or registered
trademarks of Sybase Inc. Sybase is an SAP company.
Crossgate, m@gic EDDY, B2B 360, and B2B 360 Services are
registered trademarks of Crossgate AG in Germany and other
countries. Crossgate is an SAP company.
All other product and service names mentioned are the trademarks of
their respective companies. Data contained in this document serves
informational purposes only. National product specifications mayvary.
These materials are subject to change without notice. These materials
are provided by SAP AG and its affiliated companies ("SAP Group")
for informational purposes only, without representation or warranty of
any kind, and SAP Group shall not be liable for errors or omissions
with respect to the materials. The onlywarranties for SAP Group
products and services are those that are set forth in the express
warranty statements accompanying such products and services, if
any. Nothing herein should be construed as constituting an additional
warranty.

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DEMO SCENARIO


Fixed Assets
CONTENTS

SCENARIO DESCRIPTION ....................................................................................................................... 2
CREATE ASSET MASTER DATA.............................................................................................................. 2
CREATE A/P INVOICE .............................................................................................................................. 2
CAPITALI ZATI ON ..................................................................................................................................... 2
DEPRECIATION RUN ............................................................................................................................... 3
REPORTING ............................................................................................................................................. 3

December 2012 1
Fixed Assets in SAP Business One 9.0 enables capturing the whole life cycle of fixed assets. This means
separate account settings, document numbering, fixed assets master data all which is required to meet the
requirements of a small to medium sized business.

In this scenario the process starts with the purchase of a delivery van which OEC Computers will use to
deliver and collect goods. The van will be purchased, capitalized and depreciated for the first year.

CREATE ASSET MASTER DATA

Procedure
1. Navigate to Financials >Fixed Assets >Asset Master Data
2. Activate Add mode by pressing Ctrl +A
Fi el d name User acti on and val ues Comments
Item No. VAN001
Description Delivery Van Item Type will automatically default
to Fixed Assets
Fixed Assets Tab:
Asset Class
Select Motor Vehicles
Fixed Assets Tab:
Asset Group
Motor Vehicles

4. Click Add

CREATE A/P INVOICE

To purchase the newly created delivery van A/P Invoice must be entered into the system.

Procedure
1. Navigate to Purchasing A/P >A/P Invoice
2. Select any vendor
3. Enter posting and due dates
4. Enter item number VAN0001 (the newly created item)
5. Enter quantity and price
6. Click Add

CAPITALIZATION

1. Navigate to Financials >Fixed Assets >Capitalization
2. Select the navigation icon from the top menu bar.
2

The last Capitalization document that was created appears.
3. Navigate to Accounting tab and drill down to Capitalization J ournal Remark.

DEPRECIATION RUN

1. Navigate to Financials >Fixed Assets >Depreciation Run
2. Select depreciation area GAAP
3. Select depreciate to date
4. Click on Preview
5. Check ordinary depreciation
6. Click Execute
7. Click Continue on prompt message
8. Click on back arrow
9. Select Internal depreciation area
10. Click on Preview
11. Check depreciation values
12. Click on Execute
13. Close down the window
14. Should you wish to make demonstrate the journal entry created by GAAP run, go to Financials >
J ournal Entry and select the navigation icon from the top menu bar.

REPORTING

1. Asset History Sheet Selection criteria must be filled out to display results for desired asset class,
balance sheet account and depreciation area. This report enables to display depreciation, like in
previous example, both for GL depreciation as well as for internal depreciations.
2. Asset Status Report Selection criteria must be filled out; select asset number from an to, asset class
from and to and finally check to boxes to display desired assets
3

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company.
warranty.

DEMO SCENARIO


Inventory Counting
CONTENTS

SCENARIO DESCRIPTION .................................................................................................................... 2
MASTER DATA ..................................................................................................................................... 2
PREREQUISITES................................................................................................................................... 3
SETUP CYCLE COUNT ......................................................................................................................... 3
PREPARE AN I NVENTORY COUNT....................................................................................................... 5
POST RESULT IN SYSTEM ................................................................................................................... 7

1
Inventory counting is about making a physical count of each item found in a particular inventory. The purpose
is to ensure that all recorded inventory quantities are accurate. If a physical count does not match the
recorded inventory quantity, procedures must be applied to reconcile the difference. The correct quantity will
be posted in the inventory.

In this demo you are going to setup a new annual cycle count for OEC Computers. Based on this setup, SAP
Business One will raise an alert to the warehouse manager J ason Butler. In the role as warehouse manager
he is responsible to prepare the inventory count by maintaining the inventory count document and later (after
the physical count) to post the result in the system.

MASTER DATA

Item A00006 Rainbow 1200 Laser
Series



PREREQUISITES

All required settings and data exist in the demo database for SAP Business One 9.0.

SETUP CYCLE COUNT
Use
The setup includes the creation of a new cycle count as well as the assignment of this cycle count to a
warehouse and item group. You are logged in as J ason Butler.

Procedure
1. Create a new Cycle Count by going to Administration ->Setup ->Inventory ->Inventory Cycles
The Inventory Cycles - Setup window appears.
Cycle Code Annual Inventory
Sequence Annually Having selected Annually the
system will suggest a date and a
time the start
Repeat On today If you plan a demo which will not
take place today, choose the date
at which you will carry out the demo
3. Press Add
A new Cycle Count has been created.
4. Create a Cycle Count Determination by going to Administration ->Setup ->Inventory ->Cycle Count
Determination
The Cycle Count Determination - Setup window appears.
5. In order to assign the annual cycle count to the warehouse 01, first double-click on (first column
of the entry for warehouse 01)

The Cycle Count Determination Warehouse 01 - Setup window appears.
6. Since we want to apply the annual cycle count to the item group Rainbow Printers within warehouse
01, select in the column Cycle Code for the item group Rainbow Printers the cycle count Annual
Inventory.

7. Set the checkbox Alert for the Rainbow Printers
Comment: J ayson Butler is automatically selected in the column User because he is the logged on
user. You can leave as it is.
8. Press Update and OK to confirm

Resul t
You have successfully setup an annual cycle count which will be applied to all items of the item group
Rainbow Printers in the warehouse 01. J ayson Butler will receive an alert which will remind him to prepare
the inventory count when the start date of the cycle count has been reached.

PREPARE AN INVENTORY COUNT
Use
In this process you act as a warehouse manager who receives a reminder from SAP Business One and
prepare the inventory count by creating an inventory count document. You are logged in as J ason Butler.

Procedure
1. The previous setup process should trigger an alert. If the window Messages/Alerts Overview does
not popup automatically, you can click the icon to open this window.

An alert with the subject Stocktaking Required has been raised.
2. Click on this alert
The details will show up below telling for which items you should carry out an inventory count.
3. Select item A00006
4. Press button Inventory Counting
The Inventory Counting window appears.
5. Comment: In this window you can view and maintain the proposed inventory counting details. They
include who will count what at what date and time.
6. In the field No. of Counters change from One Inventory Counter to Two Inventory Counters.
As a result, a second user/ counter will be displayed in the field Inventory Counter.
Comment: Having two counters is a very common practice in inventory counting to get an accurate
result.
7. Enter a second user which is different from the first one, e.g. select Fred Buyer.
8. Set the checkbox Freeze for the item in the table

This ensures that changes to the inventory will not be allowed as long as inventory counting for this
item takes place.
9. Keep the document number in mind and press button Add to save this document
10. In order to instruct the stocktakers who will carry out the inventory count physically, you can print this
document and hand the printouts to them.
For doing this, you may need to find this inventory document again and go into it.
11. Click on
The print layout will appear which shows how the printout looks like.

Resul t
As a warehouse manager you have successfully prepared the inventory counting. By creating the inventory
document you have decided who will count what at what date and time. The next step for you will be to get
the result from the stocktakers and post it in the system.

POST RESULT IN SYSTEM
Use
You have received the counting result from the stocktakers. Now you are going to maintain it in the system.
You are logged in as J ason Butler.

Procedure
1. Go to Inventory ->Inventory Transactions ->Inventory Counting Transactions ->Inventory Counting
The Inventory Counting window appears.
2. Maintain the following count result for the item A00006:
Counter 1 Count 69 This means, the first counter has
counted 69.
Counter 2 Count 68 The second counter has reported
68.

3. Press Update
Comment: Notice that the checkbox Counted has been set automatically because you have entered
values in the count fields.
The table line appears in red because there is a mismatch between the should-be-quantity and the
counted results.
Comment: A mismatch usually means that a recount will happen or other measures are to be taken
to find out the real quantity.
4. Assuming that the second counter has counted correctly and you want to post his result, press Copy
to Inventory Posting Counter 2 Count
The Inventory Posting window appears.
Comment: In this posting you can see that the result of stocktaker two will be posted.
5. Press Add

The Serial Number Posting window appears.
Comment: Since the actual stock of A00006 is lower than formerly recorded and this item is a serial
managed item, you are required to enter which of the serial numbers is not in stock anymore.
6. Under Available Serial Numbers, select the serial numbers A6-000284 and A6-000285 and move
them into the right table Serial Numbers Difference
7. Press Update and then OK
8. Back in the Inventory Posting window, press Add and then Yes to confirm

Resul t
You have successfully posted the counting result in the system.

CHECK INVENTORY REPORT
Use
You have received the counting result from the stocktakers. Now you are going to maintain it in the system.
You are logged in as J ason Butler.

Procedure
1. Go to Inventory ->Inventory Reports ->Inventory Counting Transactions Reports
The Inventory Counting Transactions Reports Selection Criteria window appears.
2. Click OK to procede
The Inventory Counting Transactions Reports window appears.
Comment: You can see from this report for each item when it has been counted with what result and
what variance.

Resul t
You have used the Inventory Counting Transactions Reports to get an overview of the inventory counting
results.

company.
warranty.

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DEMO SCENARIO


Purchase Requests
CONTENTS

SCENARIO DESCRIPTION ....................................................................................................................... 2
MASTER DATA ........................................................................................................................................ 2
PREREQUISITES...................................................................................................................................... 2
CREATE PURCHASE REQUEST .............................................................................................................. 4
LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER ........................................................................ 5
CREATE PURCHASE ORDER FROM PURCHASE REQUEST REPORT .................................................... 5
CREATE PURCHASE QUOTATI ON USI NG PURCHASE QUOTATION GENERATION WIZARD ................. 6
LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER ........................................................................ 8
REVIEW STATUS OF PURCHASE REQUEST ........................................................................................... 8

December 2012 1
Purchase Requests are used as a preliminary step to the whole purchasing process. A Purchase Request is a
document generated by a user department or storeroom-personnel to notify the purchasing department of
items it needs to order, the quantity, and a timeframe in which they need these items. It may also contain
authorization information to proceed with the purchase. Purchase Requests are also known as purchase
requisitions.
J ason Butler is the General Manager for OEC Computers. His sales team is planning a sales road show at the
end of the month. J ason would like to purchase 3 Tablets PCs for his Sales Managers in preparation for their
road show. To do this, J ason creates a Purchase Request for delivery in time for the road show.
Fred Buyer is the Purchasing Manager for OEC Computers. Fred checks the Purchase Request Report and
creates a Purchase Quotation and Purchase Order for Purchase Requests listed in the report.
MASTER DATA
Item Z00001 Tablet PC 64GB Black
Item P10001 PC - 8x core, DDR
32GB, 2TB HDD
Item P10002 PC - 12x core, 64GB, 5 x
150GB SSD
Vendor V50000 Lumarx
Fred Buyer fred demo
PREREQUISITES
1. The user Jason Butler from OEC Computers has full authorization to the Purchasing module
2. The user Fred Buyer from OEC Computers has full authorization to the Purchasing module
2
3. Form Settings Purchase Request document
3
CREATE PURCHASE REQUEST
Use
You are logged in as J ason Butler from OEC Computers. You will create a Purchase Request for 3 Tablets
PCs for your Sales Managers in preparation for the sales road show. You will define the items to be
purchased, the required quantity and the required date to receive these goods. At OEC Computers, you need
authorization to create any Purchase Requests that exceed $250. You will also authorize this Purchase
Request.
Procedure
1. To create a Purchase Request go to Purchasing ->Purchase Request
The Purchase Request window appears.
Required Date [Select a date for one weeks
time]
Select a date for one weeks time
to indicate when the goods are
needed.
Item No Z00001
Required Qty 3
Send E-Mail if PO or
GRPO is Added
[Box Checked] Check this box to ensure that a
notification is sent to the user
requesting the goods when a PO
or GRPO is created for the
Purchase Request.
3. Choose Add to add the Purchase Request to the system.
The Authorization window appears.
Remarks sales road show Purchase Requests over $250
require management approval.
Enter a remark relating to the
Purchase Request.
5. Choose OK to submit the autorisation request.
6. Close the Purchase Request window by selecting the icon
The Messages/Alerts Overview window appears with a Request for Document Approval message in
the Inbox tab.
7. In the Inbox tab select the Request for Document Approval row.
8. Drill down into the Request for Approval document using the icon.
The Request for Approval document appears.
Decision Approved
4
10. Choose Update then OK to close the Request for Approval window.
The Messages/Alerts Overview window appears with a Document generation approved message.
11. In the Inbox tab select the Document generation approved row.
12. Drill down into the Purchase Request document listed in the table below using the icon.
The Purchase Request window appears. The Purchase Request document is still in draft mode but
has been approved.
13. Choose Add to commit the Purchase Request document to the system. To close the Purchase
Request window, click on icon

Resul t

You successfully created a Purchase Request outlining the type of items, quantity and required date for the
goods and authorized the purchase of these items.

LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER
Use

Fred Buyer is the Purchasing Manager for OEC computers. Log in to SAP Business One as Fred Buyer who
will process any Purchase Requests in the Purchase Request Report. Purchase requests save time for the
purchasing department because it gives them all the information they need to create a Purchase Quotation or
Purchase Order.

Procedure
1. To log in to SAP Business One as a different user, go to Administration ->Choose Company
The Choose Company window appears.
2. Select Change User.
User ID fred
Password demo

4. Choose OK.

Resul t

You are now logged into SAP Business One as Fred Buyer from OEC Computers.

CREATE PURCHASE ORDER FROM PURCHASE REQUEST REPORT
Use

Fred Buyer from OEC computers checks the Purchase Request Report daily to see if there are any open
Purchase Requests outstanding. The Purchase Request Report lists all Purchase Requests that have been
created. You will create a Purchase Order for an item directly from the Purchase Request Report.

5

Procedure
1. To open the Purchase Request Report, go to Purchasing ->Purchasing Reports -> Purchase Request
Report
The Purchase Request Report Selection Criteria window appears.
Display Open Purchase
Requests Only
[Box Checked] Check this box to ensure that only
open Purchase Requests are
listed in the report.
3. Choose OK.
The Purchase Request Report window appears.
4. Right click on Item Code Z00001 and select Alternative Items from the list.
The Alternative Items window appears.
5. Check that there is an alternative item for Item No. Z00001 if this item is not in stock.
Choose OK, to close the Alternative Items window.
6. Uncheck all of the selected check boxes by double clicking on the Selected field name.
Selected Tick box for Item Code Z00001
Vendor Code Lumarx Choose the preferred Vendor
8. Select Create -> Purchase Orders
9. Choose Yes. To close the Purchase Request Report window, click on icon.

Resul t

A Purchase Order has automatically been created for this Purchase Request directly from the Purchase
Request Report.

CREATE PURCHASE QUOTATION USING PURCHASE QUOTATION GENERATION WIZARD
Use

You will create a Purchase Quotation for 2 Purchase Request items using the Purchase Quotation Generation
Wizard.

Procedure
1. To open the Purchasing Quotation Generation Wizard, go to Purchasing ->Purchasing Quotation
Generation Wizard
The Purchasing Quotation Generation Wizard window appears.

6

2. Enter the following data for Step 1 of 7:
New parameter Set [Radio button selected] Select this radio button to define
new parameters for the Purchase
Quotation.
Set Name Purchase Request
3. Choose Next.
Base on Purchase
Requests
[Radio button selected] Select this radio button to create a
Purchase Quotation based on
Purchase Requests.
5. Choose Next.
6. Choose Next for Step 3 of 7:
Row # Fi el d name User acti on and val ues Comments
2 Vendor Lumarx
3 Vendor Lumarx
4 Vendor Lumarx
5 Vendor Lumarx
8. Choose Next.
9. In Step 5 of 7, preview results and choose Next.
Execute [Radio button selected] Select this radio button to
generate the Purchase Quotation
11. Choose Next and then select Yes.
12. In Step 7 of 7, which is the Summary Report, drill down into the Purchase Quotation using the icon
to view the Purchase Quotation document that was created by the Purchase Quotation Generation
Wizard.
Resul t
You have successfully created a single Purchase Quotation for 2 Purchase Requests directly from the
Purchase Quotation Generation Wizard.
7
LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER
Use

Log in to SAP Business One as J ason Butler to check the progress of the Purchase Request for 3 Tablet PCs.

Procedure
1. To log in to SAP Business One as a different user, go to Administration ->Choose Company
The Choose Company window appears.
2. Select Change User.
User ID manager
Password demo

4. Choose OK.

Resul t

You are now logged into SAP Business One as J ason Butler from OEC Computers.

REVIEW STATUS OF PURCHASE REQUEST
Use

You would like to check the progress of the Purchase Request for 3 Tablet PCs. You have just received a
notification in your Messages/Alerts Overview window that a Purchase Request has been copied to a
Purchase Order.

Procedure
1. In the Inbox of the Messages/Alerts Overview window, select the Purchase Request Copied to PO
message.
An additional table will appear below with the relevant Purchase Request document information.
2. Drill down into the Purchase Request document listed in the table below using the icon.
3. The Purchase Request window appears. The Status of the approved Purchase Request is now
Closed.
4. Right click on the Purchase Request document and select Relationship Map.
The Relationship Map window appears, providing an overview of the documents that were created
based on your Purchase Request.
5. Double click on the Purchase Order box in the Document Tree.
The Purchase Order window opens and you are able to check that the items have been ordered and
the delivery date will meet your deadline.

Resul t

You received a notification that a Purchase Order was created based on the Purchase Request for 3 Tablet
PCs. From the notification, you were able to drill down into the original Purchase Request document and open
up the Relationship Map to show the Purchase Order details for your Purchase Request.
8

www.sap.c om

company.
warranty.
53 WWW.GSGTECH.COM
4. Support
We hope you are interested in running your business in a different level with the best
combination of software + platform in the world.
Please, contact us during or after the Lab.
USA: +1-800-303-2603
support@gsgtech.com

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