Administration SAP

Administration
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Table of content
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2014 SAP SE or an SAP affiliate company. All rights reserved.
Page 1 of 98
Table of content
1 Administration
1.1 Choose Company
1.1.1 Creating New Companies
1.1.2 Creating New Companies Based on Solution Packages
1.1.2.1 Selecting Solution Package
1.1.2.2 Package Information
1.1.2.3 Specifying New Company
1.1.2.4 Selecting Chart of Accounts
1.1.2.5 Specifying Posting Periods
1.1.2.6 Defining the External Database
1.1.2.7 New Company Summary
1.1.3 Logging on to Companies
1.1.3.1 Choose Company Window
1.1.3.2 Create New Company Window
1.2 Exchange Rates and Indexes
1.2.1 Automatic Export and Import of Exchange Rates and Indexes
1.2.2 Defining Index Values
1.2.3 Defining Foreign Currency Exchange Rates
1.2.4 Copying Exchange Rates
1.2.5 Setting Fixed Exchange Rates
1.2.5.1 Exchange Rates and Indexes Window
1.2.5.1.1 Set Rate for Selection Criteria
1.2.5.1.1.1 Set Rate for Selection Criteria Window
1.3 Initializing the System
1.3.1 Company Details
1.3.1.1 Company Details: General Tab
1.3.1.1.1 Counties for Specific State Window: Brazil
1.3.1.2 Company Details: Accounting Data Tab
1.3.1.2.1 Holiday Dates Window
1.3.1.3 Company Details, Accounting Data Tab: Brazil
1.3.1.3.1 List of CNAE Codes Window: Brazil
1.3.1.4 Company Details, Accounting Data Tab: India
1.3.1.5 Company Details: Basic Initialization Tab
1.3.1.5.1 Setting the Local Currency
1.3.1.6 Company Details, Electronic Tax Reporting Tab: Czech Republic, N
1.3.1.7 Issuing Documents in the Customer's Language
1.3.1.7.1 Adding and Removing a Language
1.3.1.7.2 Translating Fields into Foreign Languages and Viewing Translated
1.3.1.7.3 Defining the Language in the Default Layout
1.3.1.7.4 Printing Sales and Purchasing Documents in a Foreign Language
1.3.1.7.5 Multi-Language Support Windows
1.3.1.7.5.1 Company Details: Basic Initialization Tab
1.3.1.7.5.2 Languages - Setup Window
1.3.1.7.5.3 Translations Window
1.3.2 General Settings
1.3.2.1 General Settings: BP Tab
1.3.2.1.1 Defining Credit Limits
1.3.2.2 General Settings: Budget Tab
1.3.2.3 General Settings: Services Tab
1.3.2.4 General Settings: Display Tab
1.3.2.5 General Settings: Font & Bkgd Tab
1.3.2.6 General Settings: Path Tab
1.3.2.7 General Settings: Inventory Tab
1.3.2.8 General Settings: Cockpit Tab
1.3.2.9 General Settings: Time Zone Tab
1.3.2.10 General Settings: Cost Accounting Tab
1.3.2.11 General Settings: Cash Flow Tab
1.3.2.12 General Settings, VAT Tab: Korea
1.3.2.13 General Settings, DEFIR Path Tab: Portugal
1.3.3 Posting Periods Window
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1.3.3.1 Posting Period Window

1.3.3.2 Creating Posting Periods
1.3.3.3 Locking Posting Periods
1.3.3.4 Modifying Posting Periods
1.3.4 Authorizations
1.3.4.1 Defining Authorizations
1.3.4.2 Copying Authorizations for Another User
1.3.4.3 Modifying Authorizations
1.3.4.4 Authorizations for Specific Windows and Documents
1.3.4.5 Tracking Changes in Authorizations
1.3.4.6 Authorizations Window
1.3.4.6.1 Encryption Table: Panama
1.3.4.7 Additional Authorization Creator
1.3.4.8 Data Ownership Authorizations Window
1.3.4.9 Data Ownership Exceptions
1.3.4.10 Change Log Window
1.3.4.11 Differences Window
1.3.5 Document Numbering
1.3.5.1 Defining Additional Numbering Series
1.3.5.1.1 Authorizations for Document Type Series
1.3.5.1.2 Document Numbering - Setup
1.3.5.1.2.1 Series - Document - Setup
1.3.5.1.2.2 Changing Document Names
1.3.5.1.3 Document Numbering: Belgium
1.3.5.1.3.1 Relate Series to Document Window
1.3.5.2 Setting Default Series
1.3.5.3 Check Document Numbering
1.3.5.3.1 Check Folio Numbering: Mexico and Chile
1.3.6 Document Settings
1.3.6.1 Document Settings: General Tab
1.3.6.1.1 Rounding Method
1.3.6.2 Document Settings: Per Document Tab
1.3.7 Print Preferences
1.3.7.1 Printing Documents Automatically
1.3.7.2 Print Preferences: General Tab
1.3.7.3 Print Preferences: Per Document Tab
1.3.7.3.1 Printing Specific Checks in Canada and U.S.
1.3.7.4 Print Preferences, Transaction Journal Tab: China
1.3.8 Menu Structure
1.3.9 Defining E-Mail Signatures
1.3.10 Opening Balances
1.3.10.1 G/L Accounts Opening Balance
1.3.10.1.1 Setting Opening Balances for G/L Accounts
1.3.10.1.1.1 G/L Accounts Opening Balance - Selection Criteria
1.3.10.1.1.2 G/L Accounts Opening Balance Window
1.3.10.2 Business Partners Opening Balance
1.3.10.2.1 Setting Opening Balances for Business Partners
1.3.10.2.1.1 Business Partners Opening Balance - Selection Criteria
1.3.10.2.1.2 Business Partners Opening Balance Window
1.3.10.3 1099 Opening Balance: USA
1.3.10.3.1 1099 Opening Balance - Selection Criteria
1.3.10.3.2 1099 Opening Balance Window
1.3.11 Express Configuration
1.3.11.1 Configuring Companies Using Express Configuration
1.3.11.1.1 Express Configuration: Creating a New Company
1.3.11.1.2 Express Configuration: Step 1 - Company Details
1.3.11.1.3 Express Configuration: Step 2 - Defining Currencies and Exchange
1.3.11.1.4 Express Configuration: Step 2 - Defining the Chart of Accounts
1.3.11.1.5 Express Configuration: Step 2 - Determining G/L Accounts and Tax
1.3.11.1.6 Express Configuration: Step 2 - Defining the Inventory System
1.3.11.1.7 Express Configuration: Step 3 - Banking
1.3.11.1.8 Express Configuration: Step 4 - Business Partners
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1.3.11.1.9 Express Configuration: Step 5 - Inventory

1.3.11.1.10 Express Configuration: Step 6 - Defining Document Settings and D
1.3.11.1.11 Express Configuration: Step 6 - Defining Document Numbering, Gro
1.3.11.1.12 Express Configuration: Step 7 - Users
1.3.11.2 Managing Company Configurations
1.4 Setup
1.4.1 General
1.4.1.1 Defining Users
1.4.1.1.1 Users - Setup Window
1.4.1.1.1.1 Departments - Setup
1.4.1.1.1.2 Branches - Setup Window
1.4.1.1.2 Changing a Password
1.4.1.1.3 Copying Form Settings from One User to Another
1.4.1.2 Defining User Defaults
1.4.1.2.1 User Defaults Window
1.4.1.2.2 User Defaults, General Tab
1.4.1.2.3 User Defaults, Defaults Tab
1.4.1.2.4 User Defaults, Print Tab
1.4.1.2.5 User Defaults: Credit Cards Tab
1.4.1.3 Sales Employees/Buyers - Setup
1.4.1.4 Sales Unit Hierarchy - Setup Window: China, Japan and Korea
1.4.1.5 Defining Territories
1.4.1.6 Territories - Setup
1.4.1.7 States - Setup
1.4.1.8 Commission Groups - Setup
1.4.1.8.1 Defining the Calculation of Commissions
1.4.1.9 Predefined Text - Setup
1.4.1.10 Setting Up Dashboard Parameters
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1 Administration
To prepare SAP Business One for use at your company, you can use this module to do as follows:
Specify information about your company and user information in the system, such as the following:
Currency exchange rates
Authorizations and alerts
Approvals
Internal mail organization, basic E-mail settings and other information
Access information from non-SAP software using data import and export functions
Specify system setup and system parameters
Perform regular maintenance functions for your system such as backup and restore.
Note
Since changes in the Administration module are not logged by the system, you must ensure that changes to user master data or table settings are logged
outside the SAP Business One system. To log these changes, create screen shots displaying the time and the user. To create a screen shot of the
relevant table, in SAP Business One menu bar, choose
Data
Print Preview
. You can send these screen shots to other users using internal mail
or e-mail.
More Information
Choose Company
Exchange Rates and Indexes
Initializing the System
Setup
Data Import/Export
Utilities
Approval Process
License
Add-Ons
Setting Up and Working with Alerts
Send Message
BI OnDemand Integration Configuration
1.1 Choose Company

Use this window to:
Connect to the server on which SAP Business One companies are stored, and log on to the required company with your user name and password
Create new companies in SAP Business One
To open this window, choose
Administration
Choose Company
More Information
Choose Company Window
Creating New Companies
Logging On to Companies
1.1.1 Creating New Companies

Use the following procedure to create a new company in SAP Business One.
Note
For the Israel and Netherlands localizations, new companies can also be created as part of the Year Transfer process.
Procedure
1.
2.
3.
4.
5.
From the SAP Business One Main Menu , choose

Administration
Choose Company
Choose the New button.
In the Site User window, specify the site user password and choose the OK button.
In the Create New Company window, specify all parameters according to your needs.
In the Posting Period window, define the posting periods and choose the Continue button.
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6. In the Create New Company window, choose the OK button.

SAP Business One creates a new database on the connected server. This operation may take some time. Once the new company is created, SAP
Business One logs you on to it automatically.
7. Specify a password for the new company and sign the end user license agreement (EULA).
Result
The new company appears in the list of existing companies in the Choose Company window.
Note
If the new company is not displayed in the Choose Company window, choose Refresh . This triggers database scanning in the server and updates the
display of the Choose Company window.
More Information
Choose Company
Signing EULA
1.1.2 Creating New Companies Based on Solution Packages

ISVs use Solution Packager to create solution packages. To deliver the settings from a certain solution package to a new SAP Business One database, you
use the new company wizard to create a new company based on the solution package.
Prerequisites
The related solution package exists.
Procedure
To start the new company wizard in SAP Business One, proceed as follows:
1. Choose
Administration
Choose Company
.
2. In the Choose Company window, from the Current Server dropdown list, select the server on which you want to create the new company.
If you want to change the displayed server, choose Change Server and select the server from the dropdown list to the left of the field.
Note
Make sure that the version of the Microsoft SQL Server you select here is not lower than the one the ISV used for packaging the solution.
Otherwise, an error message is displayed in the wizard when you are creating the company.
Only if you specify a local server here, are you later able to define, in the Defining the External Database step, an additional database (other than the
SAP Business One database) that is part of the solution. Otherwise, in that step, the External Database Name field is disabled.
3. From the New dropdown list, select New From Package .
4. In the Site User window, specify the password for B1SiteUser .
5. Choose the OK button.
You have started the new company wizard.
Current Server
From the dropdown list, select a server, MSSQL_2005 or MSSQL_2008 . The available SAP Business One servers are listed accordingly in the adjacent dropdown list.
To switch to another SAP Business One server, select it from the dropdown list.
New
Lets you create a new company database.
To create a new company based on a solution package, from the dropdown list, select New From Package .
To create a new company based on a solution package, and to log on to the new company, follow the wizard steps:
1.
2.
3.
4.
5.
6.
7.
Selecting Solution Package on which to base the new company

Confirming the Solution Package Information
Specifying New Company name and database name
Selecting Chart of Accounts
Specifying Posting Periods
Defining the External Database
Confirming the New Company Summary
The wizard starts to create the new company. The Creating New Company Progress window displays the progress in real time.
8. In the New Company Created Successfully window, choose the Close button.
Result
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You have created a new company based on the solution package. The new company inherits the configurations from the solution package.
You have closed the wizard and logged on to the new company in SAP Business One.
Note
If any error occurs during the wizard run, the new company is not created. The wizard displays an error message. Choose the Close button to close the
wizard.
1.1.2.1 Selecting Solution Package

Procedure
In this step ( Step 1 of 9 ), proceed as follows:
1. Choose the Browse button, select a solution package file (the file name suffix is .pak) on which to base the new company.
In the back end, the wizard starts to check:
The solution package that you have selected
The SAP Business One license that you have
In the case the checks obtain all the following results in the back end, the wizard enables the Next button.
The wizard has detected and decrypted a valid summary file.
The wizard has retrieved the package information from the summary file.
The wizard has detected the package UID.
The version of SAP Business One that you are using supports the version of the solution package.
The wizard has detected and decrypted OADM.tex and OACT.txt.
In both the local setting and the predefined folder for the chart of accounts, the wizard has detected and decrypted OASG.tex and OACT.txt.
If the checks do not obtain one or more of the above results, the wizard displays a corresponding error message and keeps the Next button
disabled. You are not able to continue creating the new company.
2. Choose the Next button.
Result
The wizard takes you to the next step: Solution Package Information.
Based on the check result of the SAP Business One license, later in step 7 of 8, the wizard creates the new company with the license described in the
following table.
If the case is...
The wizard creates the new company with...
Examples
You have a localized license, and its localization is the The localized license that you have
You have a license for Germany. The local settings
same as the local settings defined in the solution
defined in the solution package are for Germany. You
package. In addition, you may, or may not have a

global license.
may, or may not have a global license.

The wizard creates the new company with the license
for Germany.
You have a localized license, but its localization differs The global license that you have
You have a license for Germany and a global license.
from the local settings defined in the solution package.
The local settings defined in the solution package are
In addition, you have a global license.
for France.
The wizard creates the new company with the global
license.
You have a localized license, but its localization differs A trial license
You do not have any license or, you have a license for
from the local settings defined in the solution package.
Germany but you do not have a global license. The
You do not have a global license.

You don't have any license.
Note
Before the trial license expires, you must have the
corresponding license or a global license and
associate it to the new company by using License
local settings defined in the solution package are for

France.
The wizard creates the new company with a trial
license.
Administration in the administration module.
1.1.2.2 Package Information

In this step ( Step 2 of 9 ), the wizard retrieves the package information of the solution package that you selected in the previous step and displays it.
Choose the Next button to proceed to the next step: Specifying New Company.
Note
The Country field displays the country setting of the solution package. In the created company, the country setting may differ from the one you see here.
It is the default country of the local settings for the solution package.
To change the country setting for the created company, from the SAP Business One Main Menu , choose
Company Details
General
Local Languages
Country
. Select your preferred country.
Administration
System Initialization
1.1.2.3 Specifying New Company

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Procedure
In this step ( Step 3 of 9 ), proceed as follows to specify the new company:
1. In the Company Name field, specify the name for the new company.
In the Database Name field, the wizard generates and displays the database name according to the company name, and with a prefix of DB.
You can change the database name.
Note
The wizard disables the Next button until all the fields are filled.
In this step, the wizard retrieves the local settings and the base language from the solution package and displays them.
Local settings determine accounting related parameters such as: tax definitions, tax reports, available chart of accounts templates, and the availability of
country-specific features.
The base language is the default language of the user interface and the language in which the default values, such as the default document series, the default
payment term, and property description, are displayed.
Result
The wizard takes you to the next step: Specifying Chart of Accounts.
1.1.2.4 Selecting Chart of Accounts

Procedure
1. In this step ( Step 4 of 9 ), from the Chart of Accounts dropdown list, select the chart of accounts template for the new company.
Chart of Accounts
From the dropdown list, select one of the following options for the chart of accounts:
User-defined - Select this option to have an empty chart of accounts in the new company. You have to build it on your own in SAP Business One.
Predefined - This is the default value for the field. Keep this option to have the new company obtain the chart of accounts that was specified in the solution
package. You are able to adjust it after logging on to the new company.
Other available templates - Select one of the other available templates to have a chart of accounts that is with the common structure in the country. You are
able to adjust it after logging on to the new company.
SAP Business One provides one or more local chart of accounts templates for each localization. These templates represent common structures of chart of
accounts in that particular country. Here the wizard identifies the localization according to the local settings of the solution package that you selected in step
1.
If you have selected Predefined or other available templates, the wizard displays the preview of the chart of accounts in the lower part of the window.
2. Choose the Next button to confirm your selection.
Result
The wizard takes you to the next step: Specifying Posting Periods.
1.1.2.5 Specifying Posting Periods

Procedure
In this step ( Step 5 of 9 ), proceed as follows:
1. Specify the posting periods for the new company. It is the same as specifying posting periods in SAP Business One. For a description of each field,
refer to Posting Period Window.
Result
The wizard takes you to the next step: Defining the External Database.
1.1.2.6 Defining the External Database

In this step (Step 6 of 9), you can define a database in addition to the SAP Business One database.
Prerequisites
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The solution package contains an external database.

If your SAP partner has not packaged an external database for the solution, this step displays No external database exists for this package . Choose the
Next button to go to the next step.
Procedure
1. Specify the name of the external database.
The external database is part of the solution; therefore, the default database name displays the name your SAP partner used when packaging the
solution. You can change the database name.
Note
If earlier in the Choose Company window, you specified a remote SAP Business One server, then in this step, the External Database Name field is
disabled.
Run the new company wizard on the SAP Business One server machine, and you are able to define the additional database.
Result
The wizard takes you to the next step: Confirming the New Company Summary.
1.1.2.7 New Company Summary

This step ( Step 7 of 9 ) displays the summary of the new company that you are going to create based on the solution package.
It is the last step in which you interact with the wizard. After choosing the Next button, you are not able to go back to the last steps. The wizard starts to
create the new company based on the solution package. It takes you to the Creating new company progress window (step 8 of 9) and then the New
company created successfully window (step 9 of 9).
1.1.3 Logging on to Companies

Procedure
1. In the SAP Business One log on window, choose Change Company . Or from the SAP Business One Main Menu , choose
Choose Company
.
2. In the License Server Selection window, specify the license server's IP address.
3. In the Choose Company window, choose you database from the Current Server drop down list.
Administration
Note
Make sure that you can see all the companies on your database.
4. From the Companies on Current Server table, select the company you want to work with.
5. In the Choose Company window, specify your user code and password.
Choose OK .
Result
Once your are logged on to a company, the company name and user name are displayed at the top of the SAP Business One Main Menu . The current
posting period date appears in square brackets next to the user name, for example:
Sales Manager [March 2007]
More Information
Choose Company
1.1.3.1 Choose Company Window

Use this window to select the company database you want to work with, or create a new one.
To access this window, choose
Administration
Choose Company
Choose Company Fields

User Code
Specify your user name for the company you want to log on to.
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Password
Enter your password.
Change User
Clears the user code and password fields and lets you enter new logon information without exiting SAP Business One.
Current Server
From the dropdown list, select a server, MSSQL_2005 or MSSQL_2008 . The available SAP Business One servers are listed accordingly in the adjacent dropdown list.
To switch to another SAP Business One server, select it from the dropdown list.
Companies on Current Server

Displays all company databases defined on the selected SAP Business One server.
Company Name
Displays the company name.
Database Name
Displays the database name, as created on the server.
Localization
Indicates the localizations of the SAP Business One companies listed in this window.
Version
Displays the database version
New
Lets you create a new company database.
To create a new company based on a solution package, from the dropdown list, select New From Package .
Refresh
Displays an updated list of companies on the current server.
More Information
Creating a New Company
1.1.3.2 Create New Company Window

Use this window to specify information for creating a new company.
Administration
Choose Company
New
This window also appears when you perform the first step in the year transfer process.
Create New Company Window

Trial Version
Select this checkbox to indicate that the new company is available for limited use, for 31 days only. This checkbox is enabled only if the license file is not yet installed. For
more information, contact your partner, or check the SAP Business One License Guide available on the SAP Business One DVD.
Company Name
Specify a name for the new company.
If the company is created through the year transfer process, this field displays the name of the current company with the last two digits of the next year.
License
Displays by default the license currently assigned to the company from which you opened the Create New Company window. The license information indicates
whether this is a country-specific or global license. Choose a license to assign to the new company.
If only one license exists, this field is in read-only mode.
If the license file is not yet installed, the text Trial Version is displayed. For more information, contact your partner or check the SAP Business One License Guide .
Local Settings
From the dropdown box, select the required country.
Your selection determines accounting-related parameters such as: tax definitions, tax reports, available chart of accounts templates, and availability of country-specific
features.
The localizations available in this field depend on the type of SAP Business One license your company owns. If the license is country-specific, this country is displayed
by default in the field and cannot be changed. If your company owns a global license, you can assign the local settings of any of the countries listed. For more information
about license types, contact your partner or check the SAP Business One License Guide provided with SAP Business One DVD.
Note
When creating a new company through the year transfer process, this field is disabled and displays, by default, the local settings defined for the source company.
Chart of Accounts
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From the drop-down box, select the required chart of accounts template.
The available options are derived from the country selected in the Local Settings field. These options represent common chart of accounts structures in the selected
country.
Note
The default value in this field is User-Defined. If you keep this value, the chart of accounts in the new company will be empty, and you will have to build it on your
own.
If you choose an option other than User-Defined, the chart of accounts in the new company is created accordingly, but is adjustable.
If the company is created through the year transfer process, this field is disabled and displays, by default, the chart of accounts defined for the source company.
Base Language
From the dropdown list, select the language you want as the default language of the user interface, and the one in which default values, such as document series,
payment terms, and property descriptions, will be displayed.
The default value of this field is derived from the country selected in the Local Settings field.
If the company is created through the year transfer process, this field is disabled and displays, by default, the base language defined for the source company.
Define Posting Periods

Specify the posting periods for the new company. For more information, see the Posting Period Window topic in the online help.
1.2 Exchange Rates and Indexes

This window lets you define, either manually or automatically, rates for indexes, as well as exchange rates for the foreign currencies defined in the Currencies Setup window.
Administration
More Information
Defining Foreign Currency Exchange Rates
Defining Indexes
Setting Fixed Exchange Rates
Exchange Rates and Indexes Window
1.2.1 Automatic Export and Import of Exchange Rates and

Indexes
Use this procedure to automatically export and import foreign currency exchange rates and indexes, from one company to another in SAP Business One.
Prerequisites
The database of the source (exporting) company and that of the target (importing) company are both stored on the same database server.
Procedure
1. Enter the company from which you want to perform the export.
2. Choose
Administration
, and select either the Indexes or Exchange Rates tab, according to the data you want
to export.
3. From the dropdown list, choose the required year; and on the Exchange Rates tab, the month, so the data you need to export is displayed.
4. Select the columns you want to export by clicking their headers. Use either the Ctrl or Shift function to select multiple columns.
Choose Auto. Export .
5. Choose Continue when the following message appears: Export selected exchange rates/indexes to common table?
6. Choose
Administration
Choose Company
, and select the company to which you want to import the data.
7. In the Define Foreign Currency Exchange Rate window, select the relevant tab.
8. Select the columns to which the data should be imported, and then choose Auto. Import . The exported values are now displayed in the selected
columns.
Note
You import data only for the same columns as those from which the export is done. For example, if you export exchange rates for Dollar, you can
import only into the Dollar column in the target company. If you choose the Euro column in the target company, nothing happens.
9. Choose Update to save the data.
More Information

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Use this procedure to define indexes manually.
Procedure
1.
2.
3.
4.

Administration
Indexes
.
From the dropdown list, choose the relevant year. By default, SAP Business One displays the year from the system date.
Place the cursor in the cell where the relevant index and month intersect, and specify the index value.
Specify all the required values and choose Update to save the data.
More Information
1.2.3 Defining Foreign Currency Exchange Rates

Use this procedure to define foreign currency exchange rates manually.
Prerequisites
You have defined all the foreign currencies for which you need to define exchange rates (
Administration
Setup
Financials
Currencies
).
Procedure
1. From the SAP Business One Main Menu , choose
Administration
2. In the window header, select the relevant month and year. The default is the current date.
3. In the required intersecting date line/currency matrix cell, specify the exchange rate.
Exchange Rates
Note
The value of the exchange rate entered depends on the Exchange Rate Posting method selected on the General Settings: Display Tab.
4. After entering all necessary exchange rates, choose Update to save the data.
More Information
Exchange Rates and Indexes Window
1.2.4 Copying Exchange Rates

Use this procedure to copy entries for exchange rates, for example, when a rate does not change over the weekend.
Procedure
1. Hold the mouse button on the entry you want to copy until a rectangle appears in the field.
2. Drag the rectangle to the field to which you want to copy the entry.
3. Release the mouse button.
The entry is copied to the field.
1.2.5 Setting Fixed Exchange Rates

Use this procedure to set a fixed exchange rate for selected currencies over a user-defined date run.
Procedure
1.
2.
3.
4.
5.
6.

Administration
Exchange Rates
Choose Set Rate for Selection Criteria .
At the top of the window, enter a date range of up to one month for which you want to define the exchange rate.
Select the currencies for which you want to define the fixed exchange rate.
Enter the exchange rate for the currency or currencies in the Rate column.
Choose OK .
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The system copies the fixed exchange rate to the table of exchange rates and places them in the cells of the date range for each currency.
7. Once you have entered all the required exchange rates, choose Update to save your data.
More Information
Set Rate for Selection Criteria
1.2.5.1 Exchange Rates and Indexes Window

Use the tabs of this window to specify information for foreign currency exchange rates and indexes.
Administration
Exchange Rates Tab

Year, Month
From the dropdown boxes, specify the required year and month, respectively.
Auto. Export, Auto Import

Lets you import or export exchange rates from one company in SAP Business One to another. For further information, see Automatic Export and Import of Exchange
Rates and Indexes .
Set Rate for Selection Criteria

Lets you determine the currencies and date range to display in the table.
Table
Each column represents a specific currency; each row represents a specific day in the selected month; each cell displays the corresponding exchange rate.
Indexes Tab
Year
Specify the required year.
Auto. Export, Auto. Import

Let you import or export indexes values from one company in SAP Business One to another. For further information see Automatic Export and Import of Exchange Rates
and Indexes .
Table
Each column represents an index; each row represents a month in the selected year; each cell displays the appropriate corresponding value.
Country Specific Fields: Hungary

Exch. Rates for Reports tab
Use this tab to specify the exchange rates to be considered when generating VAT reports. The functionality of this tab is identical to that of the Exchange Rates tab.
More Information
1.2.5.1.1 Set Rate for Selection Criteria

Use this window to specify the currencies and date ranges for which the exchange rate values will be entered. Your definitions are then displayed in the
Exchange Rates and Indexes window.
More Information
Set Rate for Selection Criteria Window
Defining Foreign Currency Exchange Rate
1.2.5.1.1.1 Set Rate for Selection Criteria Window

Use this window to specify selection criteria for setting exchange rates.
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Set Rate for Selection Criteria Window

Date From ... To...
Specify a date range of up to one calendar month for which the fixed rate should be determined.
Selection Column
Select the currencies for which you want to determine a fixed exchange rate.
Currency
Displays all the defined foreign currencies.
Rate
Assign a rate for each currency you selected in the specified date range.
1.3 Initializing the System

To ensure that SAP Business One operates according to your company's specifications, use the system initialization functions to customize all the required
areas and define the default settings.
Customizing includes, for example, defining:
How business transactions are to be processed in the system
Various default settings
Authorizations
Print preferences
Caution
You must perform a separate system initialization for each company defined in SAP Business One. Although SAP Business One functions can operate
without the definition of certain settings, SAP highly recommends you take the time to perform system initialization to establish a more efficient use of the
application.
Prerequisites
You have created a test company to test your configuration.
Do NOT start system initialization for the demo company that is provided with the installation.
Process
Use the following checklist to define the initial settings:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Creating a New Company

Defining the Chart of Accounts Template
Defining Currencies
Setting the Company Address
Defining the Company Calendar
Defining Account Segmentation
Defining G/L Accounts
Defining Purchase Accounting
Defining Document Numbering
Defining Document Settings
Proceed with the following definitions, in any sequence:
Defining Print Preferences
Define Tax Categories
Defining Payment Terms
Defining Sales Employees
Defining Commission Groups
Defining the Calculation of Commissions
Defining Inventory and Item Settings
Defining Business Partner Settings
Defining Cost Accounting
Defining Service Settings
Defining Users
Defining Authorizations
Defining Approval Procedures
Defining Alert Services
Defining Address Formats
Defining Countries
Defining Territories
Defining Display Settings
1.3.1 Company Details

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Use this window to set initial parameters for your company.
Caution
Some of the settings you define here are irreversible; specify values carefully.
Administration
Company Details
More Information
Company Details: General Tab
Company Details: Accounting Data Tab
Company Details: Basic Initialization Tab
1.3.1.1 Company Details: General Tab

Use the Local Language subtab to specify the company details to be printed on documents using the local language layout. Use the Foreign Language
subtab to specify the details to be printed on documents using the foreign language layout.
To access this tab, choose
Administration
Company Details
General

Company Name
Specify the company name. This name:
Appears at the top of the SAP Business One Main Menu
Appears in reports and on printed documents
Address
Displays the formatted address as entered in Address fields .
Address fields
Specify the company's address information as it should be displayed on all documents printed with SAP Business One.
Note
In Japan, the Zip Code comprises eight characters: seven digits and a hyphen as the fourth character, for example, 123-4567.
In Brazil, the Zip Code comprises eight digits, with a hyphen separating digits 5 and 6, for example, 12345-678.
Internet Address
Specify the company's Web site address.
Printing Header
Enter the companys name, as it should be displayed on all documents printed with SAP Business One.
Active Manager
This employee is displayed in the Active Manager field in printed documents. You can enter up to 100 characters in this field.
Telephone 1, Telephone 2, Fax, E-Mail

Enter the active managers phone numbers, fax, and E-mail address.
Alias Name
Specify the alias name of the company.
Japan: enter the KATAKANA name of the company.
Other countries: enter additional information, if applicable.
Country-Specific Fields: Brazil

County
Specify the county.
Note
You must first specify the country and state.
Address Type
Specify the type of address, for example, avenue.
Street No.
Enter the number of the building, as it appears on the street.
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Country-Specific Fields: Germany

General Manager
Specify the general manager of your company. This information can be printed on sales and purchasing documents.
Country-Specific Fields: Russia

CEO
Specify the employee who is the Chief Executive Officer (CEO) of the company. This value is used on specific print layouts where required by the legislature.
Chief Accountant
Choose the appropriate employee from the Human Resource module, who is the Chief Accountant of the company. Value of this field is used on specific print layouts
where required by the legislature.
Country-Specific Field: India

STD Code
Enter the STD code of the SAP Business One company.
More Information
Company Details
Counties for Specific State Window: Brazil
1.3.1.1.1 Counties for Specific State Window: Brazil

Use this window to define a county for a selected state.
Administration
field dropdown list and choose Define New .
Company Details
General
Local/Foreign Language
. Click the County
Counties for Specific State Window Fields

County Code
Specify the county code.
County Name
Specify the county name.
IBGE Code
Specify the IBGE Code.
GIA Code
Specify the GIA Code.
Free Tax Zone

Indicates the county is a tax-free zone.
More Information
Warehouses: General Tab
Customer Equipment Card: Address Tab
Employee Master Data: Address Tab
1.3.1.2 Company Details: Accounting Data Tab

The following table describes the fields that appear on the Accounting Data tab in the Company Details window.
Administration
Company Details
Accounting Data

Tax Office
Enter the name of the tax office responsible for your advance return for tax on sales/purchases here.
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Federal Tax ID 1, 2, 3
Enter your tax number for the tax on sales/purchases and a second or third identification if necessary.
Additional ID
Enter an additional ID number for the company.
For example, the tax authority identifies the company as part of a group of companies by this number.
Company Tax Rate

Enter the percentage of tax that must be withheld from amounts paid to the company.
Exemption Number
If the company has a tax exemption number, enter that number in this field.
Tax Deduction Number

Enter your corporate tax number.
This tax number is used to report data associated with the business function. For example, this number might be used to report information such as location, employment,
and industry of the branches to environmental authorities.
Tax Official
Enter the name of the tax official with whom the company is associated.
Holidays
Select a set of company holiday dates as defined in the Holiday Dates window.
To define a new set of dates, select Define New .
Country-Specific Fields: Austria, Belgium, Germany, Netherlands, Switzerland

Organization Number / Commercial Register No.
Organization Number: Austria, Belgium, Netherlands, Switzerland
This is an identification number for the company, and it is based on the VAT number. This number is also defined according to the location of the company. This
number is printed on marketing documents. In Belgium it is required to display this information on every outgoing document.
Commercial Register No.: Germany
Specify the commercial register number of your company. This information can be printed on sales and purchasing documents.
Country-Specific Fields: Belgium

Minimum Amount for Annual Sales List
Enter an amount above which documents should be included in the Annual Sales List Report .
Country-Specific Fields: Canada, USA

Use Tax
Select to enable Use Tax calculations.
Tax Code
Define the default tax code to be used for the company:
In Service and A/P invoices if the company was defined as tax-liable.
In A/P invoices when choosing an item that is not defined as an inventory item.
Country-Specific Fields: Costa Rica, Guatemala, Mexico

Use Deferred Tax for Customers
Select if you want to recognize tax when the incoming payment takes place and not when the A/R invoice is created.
Use Deferred Tax for Vendors

Select if you want to recognize tax when the outgoing payment takes place and not when the A/P invoice is created.
IEPS Payer
Select to indicate that the company is liable to IEPS tax.
Country-Specific Fields: Denmark

BP Type Code
Determines the string length of the payment reference, which is used in payment slips.
PBS Number
Determines the customer identification number, which is used by the PBS.
PBS Group Number

Determines the customer group number, which is used by the PBS.
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Country-Specific Fields: France, Italy, South Africa, Spain

Use Deferred Tax
Select if you want to recognize tax when the payment takes place and not when the invoice is created.
Country-Specific Fields: Australia & New Zealand, Belgium, Germany, Netherlands, Spain, UK, Czech Republic, Portugal,
Slovakia
Extended Tax Reporting
Generates and saves the tax report for tax authorities.
Selecting this checkbox opens the Period Type for Report Generation dropdown list.
Period Type for Report Generation

Enabled when you select the Extended Tax Reporting checkbox.
Specify the period type for the report generation.
Country-Specific Fields: Israel

Advances on Sales %
Define the percentage that must be withheld in advance on account of corporate income tax.
Tax Liable
Select to indicate that the company is liable to tax.
PCN874 Report Type
Note
The field is visible only after you deselect the Tax Liable checkbox.
Select one of the following:
Registered Business : You are reporting as a registered business. When you create the PCN874 report, the Report Type field in the electronic file displays 1 ,
indicating registered business status.
Finan. Institution/Non-Profit Org. : You are reporting as a financial institution or a nonprofit organization. When you create the PCN874 report, the Report Type
field in the electronic file displays 6 , indicating financial institution or nonprofit organization status.
Note
If the Tax Liable checkbox is selected, SAP Business One regards your status as Registered Business . When you create the PCN874 report, the Report Type
field in the electronic file automatically displays 1 , indicating registered business status.
Tax %
Enter the tax percentage that should be collected and paid by the company.
Country-Specific Fields: Portugal

Headquarters Location
Note
The field is enabled after you select the Extended Tax Reporting checkbox.
Specify where your company is headquartered: Continent , Madeira , or Azores .
Min. Base Annex

Enter the minimum amount for the annex report. Vendors with business volume above the amount defined will be included in the Annex Report .
% of Total Acquisition
Enter a percentage of total acquisition.
Vendors with a business volume less than the amount defined in
Administration
Annex , and which have not reached the defined percentage, are not displayed in the report.
Company Details
Accounting Data
tab Min Base
Min. Base per Document

Enter the minimum amount per document for the Justification Note Report . Documents with smaller amount are not included in the report.
Minimum Amount for Appendix O & P

Enter the minimum amount for the Appendix O & P Report .

% Withholding Tax
Enter the percentage for the withholding tax rate that applies to your company. This field is for information purposes only.
Taxation Method
Choose Define New to define a new set of dates.
Choose the Taxation Method for the Sales Ledger. This is an initialization setting that cannot be changed after the first accounting document is posted. You can choose
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the On Shipment (default) or On Payment method. Depending on the selected method, the appropriate A/R Tax Invoices and payments for its base documents are
registered within the Sales Ledger.
For more information about taxation methods, see Sales and Purchase Ledger Reports - Creation Procedure: RU.
INN
Enter the tax payers identification number.
KPP
Enter the reason for being registered code.
OKPO
Enter the Russian classifier for organizations.
Country-Specific Fields: Spain

Minimum Amount for 347 Report
Enter an amount, above which documents will be included in the 347 report.
Country-Specific Fields: UK
Accounts Office Ref. (AO Ref.)
Enter the Accounts Office Reference.
Unique Taxpayer Ref. (UTR)

Enter the Unique Taxpayer Reference.
Employer's Reference
Enter the Employer's Reference.
More Information
Company Details
1.3.1.2.1 Holiday Dates Window

The following table describes the fields that appear in the Holiday Dates window.
Administration
Company Details
Accounting Data
Holidays
Holiday Dates
Week Numbering
Define the method of calculating week numbers using the following three options. The definition impacts the week numbers and the first day of the week in forecasts and
MRP recommendations based on weeks.
Note
When you update the week numbering definition, the calendar week numbers may change. These changes do not affect existing forecasts and MRP
recommendations data:
For existing forecasts with a View of weekly, the old week numbers remain and no historical data is updated.
For existing recommendations generated by the MRP run on a week basis, the data will NOT be updated with changes to the week number.
Example
This example explains how week numbers of year 2009 vary according to different definitions. January 1, 2009 is a Thursday.
When you select First week starts on January 1 , the year has 52 weeks, counting from December 29, 2008 to December 27, 2009.
When you select First week starts in first 4-day week , the year has 53 weeks, counting from December 29, 2008 to January 3, 2010.
When you select First week starts in first full week , the year has 52 weeks, counting from January 5, 2009 to January 3, 2010.
Holidays
Enter the name of the holidays group you want to enter.
Example
You can enter holidays for each country you work with.
Valid for One Year Only

Applies the holiday table only to the year specified in the holiday dates. Deselect to define the holiday table as year independent.
Ignore Weekends for Payments

Considers weekend days as business days while calculating due dates for payments.
Weekend From ... To...
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Select days for the weekend.
Start Date, End Date

Enter either the exact dates of the holidays for each year, or dates in general for the holidays that are not changed through the years.
Remarks
Enter any additional remarks regarding the holidays or weekends.
1.3.1.3 Company Details, Accounting Data Tab: Brazil

Use this tab to specify basic accounting information for companies in Brazil.
Administration
Company Details
Accounting Data
Accounting Information Fields

CNAE Code
Specify the CNAE code.
CPF
Enter the 11 digit Cadastro de Pessoas Fsicas (CPF) number of the company, using the format: <163.709.278-48>.
Duplicated CPFs are not allowed in SAP Business one. For example, you can not create two customers with the same CPF 163.709.278-48. But you can create a vendor
and a customer with the same CPF. For example, you create a vendor with CPF 163.709.278-48 and a customer with the same CPF 163.709.278-48.
CNPJ
Specify the 14 digit Cadastro Nacional de Pessoas Jurdicas (CNPJ) number of the company, using the format: <54.651.716/0011-50>.
Duplicated CNPJs are not allowed in SAP Business One. For example, you can not create two customers with the same CNPJ 54.651.716/0011-50. But you can create a
vendor and a customer with the same CNPJ. For example, you create a vendor with CNPJ 54.651.716/0011-50 and a customer with the same CNPJ 54.651.716/001150.
I.E
Specify the Inscrio Estadual (I.E.) number of the company.
I.E. Exempt
Displays Isento in the I.E. field, and renders the field uneditable.
I.E.S.T.
Specify the Inscrio Estadual Substituto Tributrio (I.E.S.T.) number of the company.
I.M.
Specify the Inscrio Municipal (I.M.) number of the company.
Nature of Company
Specify the business entity type of the company, indicating how its profits are shared.
Economic Activity Type

Specify the nature of the business in which the company deals.
Credit Contribution Origin

Specify how transactions are reported, whether document by document or collectively, with multiple documents submitted at the same time.
IPI Period
Specify how frequently the IPI tax is collected from the company.
Cooperative Association Type

Specify the type of association the company joins.
Holidays
Accum Amt for WTax Incoming Payments

Specify in local currency the minimum limit for posting the WTax of incoming payments, as defined by the government.
If the accumulated amount paid by one specific customer within a calendar month is lower than the amount you defined in this field, the system does not post the
WTax.
If a certain payment causes the accumulated amount to become higher than the amount you defined in this field, the application posts WTax for both the current
transaction and the previous payments.
If you cancel a payment, and the accumulated amount becomes lower than the amount you defined in this field, the application creates journal entries to reverse
the following:
This payment
The WTax amount related to this payment
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The other WTax amount related to this customer within the month
Accum Amt for WTax Outgoing Payments

Specify in local currency the minimum limit for posting the WTax of outgoing payments, as defined by the government.
If the accumulated amount paid to one specific vendor within a calendar month is lower than the amount you defined in this field, the system does not post the
WTax.
If a certain payment causes the accumulated amount to become higher than the amount you defined in this field, the application posts WTax for both the current
transaction and the previous payments.
If you cancel a payment, and the accumulated amount becomes lower than the amount you defined in this field, the application creates journal entries to reverse
the following:
This payment
The WTax amount related to this payment
The other WTax amount related to this vendor within the month
More Information
List of CNAE Codes Window
1.3.1.3.1 List of CNAE Codes Window: Brazil

Use this window to specify a CNAE code from a list of predefined codes, or create a new one.
TAB .
Administration
Company Details
Accounting Data
, and in the CNAE Code field, press
Find
Specify the CNAE code you need.
Code
Displays the predefined CNAE codes.
Description
Displays the CNAE code descriptions.
New
Choose to define a new CNAE code.
More Information
Company Details: Accounting Data Tab, Brazil
1.3.1.4 Company Details, Accounting Data Tab: India

A tab for defining basic accounting information specific to India per its legal requirements.
Administration
Company Details
Accounting Data
General Subtab Fields

P.A.N. No.
Specify the permanent account number.
P.A.N. Circle, Ward No.

Specify either the P.A.N. circle number or the ward number.
P.A.N. Assessing Officer

Specify the name of the P.A.N. assessing officer.
LST/VAT No.
Specify the local sales tax (LST) number or the value added tax (VAT) number.
CST No.
Specify the central sales tax (CST) number.
Exemption Number
If the company has a tax exemption number, enter that number in this field.
TAN No.
Specify the number of the tax deduction account.
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Service Tax No.

Specify the registration number of the service tax.
Service Nature
You use this dropdown box to separate Service Distributor from Service Provider .
Note
You cannot edit the Service Nature field after you select and confirm a value.
Assessee Type, Company Type

Specify the assessee or company type.
Nature of Business
Specify what the company deals with.
TIN No.
Specify the tax identification number.
To setup TIN no. for locations, users are required to maintain state information in the Locations - Setup window.
To setup TIN no. for business partners, users need to maintain state information in business partner master datas Ship to (Customer) / Pay to (Vendor) addresses.
Holidays
Excise Subtab Fields

E.C.C. No., C.E. Registration No., C.E. Range, C.E. Division, C.E. Commissionerate, Manufacturers Code, Jurisdiction
Specify excise registration information for future excise invoice printing and reports generation.
More Information

Use this tab to define basic initialization values for the company.
Administration
Company Details
Basic Initialization
tab.

Chart of Accounts Template
Select the chart of accounts that is the valid legal form for your company, or define your own by selecting User Defined . Alternatively, import the chart of accounts data
from your legacy system.
We recommend using one of the existing standard charts of accounts and adapting it to the companys needs as required. Defining the entire chart of accounts is a long,
complex procedure.
Local Currency
Select the local currency. The currencies defined in SAP Business One are available in the list. To define a new currency, select Define New .
System Currency
SAP Business One can manage all transactions in a system currency parallel to the local currency. Select the required system currency from the list. To define a new
currency, select Define New .
If defining a system currency that is not identical to the local (national) currency, the system currency can be used as the reporting currency. For example, the corporate
group requires a different reporting currency from the national currency. Also define a daily exchange rate for the system currency. Every document, and all reports and
balance sheets are posted in the database in both currencies.
If you do not have a reporting requirement in another currency, set the system currency to your local currency.
Default Account Currency

Determines the default account currency for new accounts:
Local Currency : Transactions can be posted only in the defined local currency.
All Currencies : Transactions can be posted in all currencies defined in the company database; however, balances, totals, and reconciliations are calculated and
displayed in local currency only.
Display Credit Balance with Negative Sign

Select to display credit balances with a negative sign. According to the default settings, debit balances are displayed with a negative sign. This option cannot be
changed after postings have been created in SAP Business One.
This setting influences the entry of beginning balances for the G/L accounts and business partners. Depending on this setting, the opening balances must be entered as
positive or negative numbers. We recommend accepting the default setting, as this reflects the local requirements.
Use Segmentation Accounts
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Select to specify if segments of information should be added to the standard account codes, such as division, region, cost center, and so on, for detailed transaction
tracking and reporting.
Use Negative Amount for Reverse Transaction

Selecting this option results in journal entries where the reversal is booked with negative amounts. If you do not select this option, the journal entry of the reversal is
booked using a debit/credit switch. This setting can be changed at any time.
Note
This field is not available for users in Brazil and Israel.
Permit More than One Document Type per Series

Certain country regulations permit document numbering series that contain more than one document type. All of these documents are part of the same numbering series.
Select this option if these regulations are relevant for the company. This setting determines the settings that are displayed in certain Document Numbering windows,
and cannot be changed after it has been selected.
Note
This field is not available for users in Brazil.
Multi-Language Support
Enables the Multi-Language Support function in the company.
Use this function to translate field names in SAP Business One to foreign languages and print them in documents you send to foreign business partners.
Use Perpetual Inventory

Select this option to indicate management of perpetual inventory accounting system. If selected, each transaction of inventory items is reflected also in the inventory
related G/L accounts.
Note
After the first inventory transaction is posted, this option is disabled, and its status cannot be changed.
Item Groups Valuation Method

Specify the default valuation method for newly added item groups. This field is active only if the Use Perpetual Inventory option is selected.
The available valuation methods are:
Moving Average : Calculates the inventory value by the item cost (see the
Inventory
Item Master Data
Inventory Data
tab).
This field is updated dynamically by every inventory receipt posting.

Standard Price : Calculates the inventory value by a fixed price.
The item's standard price should be set before you start working in your company.
FIFO : Calculates the inventory value by the FIFO (first in first out) method.
Each inventory receipt transaction creates a "layer" of quantities linked to costs.
Each inventory release transaction uses quantities and their corresponding costs from the first open layers.
Note
You can change the selected valuation method at any time; however, the change applies only to item groups added after the change, not retroactively.
Manage Item Cost per Warehouse

This field appears only if you have selected the Use Perpetual Inventory option.
Select this option for calculating inventory pricing for each individual warehouse.
Deselect this option for calculating inventory pricing for all the warehouses combined.
Note
Users in China should select this field to group data by warehouse in the inventory audit report. Otherwise, the inventory audit report is grouped only by item, and the
checkbox Group by Warehouses First is not visible for all the warehouses selected.
Use Purchase Accounts Posting System

In localizations where purchase accounting is used, selecting this option enables purchase accounting. Once journal entries have been made, this setting cannot be
modified.
Note
Allow Stock Release Without Item Cost

Permits items to be included in documents such as deliveries or A/R invoices, even when the item cost has not been determined.
Select when the inventory valuation is performed according to moving average or FIFO. If you selected Standard Price , a cost has already been defined.
Ordering Party
This field is required for the interface with the Payment Engine add-on.
House Bank
Enter the company's default bank account and branch information.
Mask Credit Card Number

Selecting this checkbox masks credit card numbers as ************#### (that is, only the last four digits are displayed) on the user interface.
Deselecting this checkbox unmasks credit card numbers on the user interface.
You can change the checkbox status at any time.
Authorization is required for masking credit card numbers.
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Country-Specific Fields: Austria, Belgium, Brazil, China, Cyprus, Czech Republic, Denmark, Finland, France, Germany,
Hungary, India, Irish Republic, Italy, Japan, Korea, Netherlands, Norway, Poland, Russia, Singapore, Slovakia, Spain,
Sweden, Switzerland, and United Kingdom.
Install Bank Statement Processing
Select this option at any time to work with the bank statement processing functionality.
Caution
If you choose Update after activating this option, the checkbox is disabled and cannot be deselected.
Country-Specific Fields: Belgium, Brazil, Chile, China, France, Italy, Japan, Korea, Portugal, and Spain
Use Bill of Exchange
Select to indicate that the company uses bills of exchange (BoE). If not selected, all references to BoE in SAP Business One are hidden. When a BoE transaction is
added, Use Bill of Exchange cannot be disabled. This option is relevant for Italy, Portugal, Spain and France and activated by default.
Country-Specific Fields: Chile, Costa Rica, Guatemala, and Mexico

Use Folio Number
To activate folio numbering for your company, select this checkbox.
For the Mexican and the Chilean localization, the folio numbering function is always activated.
Country-Specific Field: China

Calculate Cash Discount based on Gross Value
Determines whether gross or net value is used as base amount when cash discount is calculated.
Note
Users in Mainland China should select this option; users in Hong Kong should not.

Hierarchical Deduction at Source
Select to indicate that the company uses hierarchical deduction at source method for tax deduction. Once this option is selected, the Define Deduction Groups button
appears. Choose this button to open the Deduction Groups Setup window, in which you can define the relevant deduction groups for your company.
More Information
Company Details
Issuing Documents in the Customer's Language
1.3.1.5.1 Setting the Local Currency

The local currency is the national currency in which the company reports to the local tax authorities. Note than once a journal entry or an item master data
record has been entered in SAP Business One, the local currency cannot be altered.
Procedure
1. Choose
Administration
System initialization
Company Details
.
2. In the Local Currency field, choose the required local currency, see Company Details, Basic Initialization Tab.
1.3.1.6 Company Details, Electronic Tax Reporting Tab: Czech

Republic, Netherlands, Slovakia
Use this tab to define the basic information for electronic tax reporting in Czech Republic, the Netherlands, and Slovakia. The details you specify on this tab
are necessary for generating the electronic files of BAS reports and EU sales reports.
Note
In Czech Republic and Slovakia, all the fields on this tab are copied to the Company Specific tab of the Electronic BAS Report Information and the
Electronic EU Sales Report Information windows.
The two windows appear when you create electronic files of BAS reports and EU sales reports.
To access the tab, choose
Administration
Company Details
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Company Details, Electronic Tax Reporting Tab: Czech Republic

Tax Authority Code
Enter the tax authority code of up to 3 digits. The field is mandatory.
Key Economic Activity

Enter the code of up to 6 digits defined by the tax authority representing your company's key economic activity. The field is mandatory.
Tax Payer Type

Specify which type of tax payer you are according to the legal regulation, 94 , 96 , or 95a . By default, 94 is selected.
Tax Payer Legal Form

As a tax payer, specify whether you are a Company or a Sole Proprietorship . By default, Company is selected.
Company
If you are a company, enter the Registered Name and the Registered Name Extension .
Sole Proprietorship
If you are a sole proprietorship, enter the First Name , Last Name , and Academic Title of the sole proprietor.
Registered Seat of Company or Permanent Address of Sole Proprietorship

If you are a company, specify the registered seat.
If you are a sole proprietorship, specify the permanent address.
Enter the following details: Street , Street No. , Building No. , Zip Code , City , State , Telephone , and E-Mail .
Data of Representative
If required, specify the detailed information of the tax reporting representative as follows:
Representative Type : Specify whether your tax reporting representative is a Company or a Sole Proprietorship .
Representative Code : Specify the code of your tax reporting representative as defined by the tax authority.
First Name , Last Name , Date of Birth : If your tax representative is a person, enter the name and the date of birth of the person.
Company Name : If your tax representative is a company, enter the name of the company.
Tax Advisor Certificate Number : Enter your tax advisor's certificate number.
Legal Entity ID : Enter the tax reporting representative's legal entity ID.
Person Authorized to Sign

If required, specify the following information of the person who is authorized to sign the electronic tax reports: First Name , Last Name , and Relation to the Company .
Company Details, Electronic Tax Reporting Tab: Netherlands

Report Provider Type
Select one of the following two types:
BPL : Indicates that you do the tax reporting for your own company
INT : Indicates that you do the tax reporting on behalf of other companies
Report Provider ID
If required, enter your ID as the report provider.
Name, Street, City, Zip Code, Telephone

Do one of the following:
If you selected INT as the report provider type, enter the name, street, city, zip code, and telephone of the company for which you do the tax reporting.
If you selected BPL as the report provider type, you can enter the name, street, city, zip code, and telephone of your company, or leave these fields empty.
BAS Report Format

From a list of default or imported EFM files, select the file format for the electronic BAS report you want to create.
EU Sales Report Format

From a list of default or imported EFM files, select the file format for the electronic EU sales report you want to create.
BAS Report Message ID

Displays the message ID automatically generated for the electronic BAS report. If required, enter a new ID of 8 numeric characters that is greater than the current one.
The ID appears later in the electronic XML file of the BAS report.
For example, when you create the electronic BAS report for the first time, the ID 00000001 is automatically generated for the report. The number increases every time
you create a new electronic report.
EU Sales Report Message ID

Displays the message ID automatically generated for the electronic EU sales report. If required, enter a new ID of 7 numeric characters that is greater than the current
one. The ID later appears in the electronic XML file of the EU sales report.
For example, when you create the electronic EU sales report for the first time, the ID 0000001 is automatically generated for the report. The number increases every
time you create a new electronic report.
Company Details, Electronic Tax Reporting Tab: Slovakia
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Tax Office
From the dropdown list, select the tax office to which you report.
Type of Entity Making Declaration

As the entity making the declaration, select which of the following types you are, as defined by the legislation:
VAT payer
Another person registered for tax
Person required to submit a tax declaration/return according to section 78, paragraph 3, 4 and 9
Taxable person according to section 3, subsection 5, when applying a tax deduction
Tax agent when importing goods according to section 69
Authorized Person for Submitting Declaration

Specify the person who is authorized to submit tax declarations to the tax authorities.
Company Telephone, Company Fax

Specify your company's telephone and fax number.
Enter the area code in the field before the slash ( / ) character, and enter the local number in the field after it.
Authorized Person's Telephone

Specify the telephone number of the person who is authorized to submit tax declarations to the tax authorities.
Enter the area code in the field before the slash ( / ) character, and enter the local number in the field after it.
More Information
Business Activity Statement Reporting: Australia, Czech Republic, Netherlands, Portugal and Slovakia
EU Sales Report: Europe
1.3.1.7 Issuing Documents in the Customer's Language

If your company has customers in foreign countries, you may want to issue invoices or other documents in the customers language. For this purpose, you
need to translate your companys specific field values, such as product names and product descriptions. Standard document texts, such as field labels, are
provided automatically, based on the language settings in the master data of the customer as well as the layout settings.
Example
An invoice item for a U.S. and a German customer looks like this:
Item : Supertasty Chocolate Bar
Description : low fat
Artikel : Superlecker Schokoriegel
Beschreibung : fettarm
The translations for the standard texts Item and Description are automatically inserted, based on the master data of the customer and the layout
settings. For the field values Supertasty Chocolate Bar and low fat, you have specified translations.
The following figure shows the workflow for multi-language support:
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Procedure
1. To activate multi-language support, choose
Administration
Company Details
tab and select the
Multi-Language Support checkbox.
2. Create a new language or use a default SAP Business One language (the languages set up by SAP Business One during the creation of the company).
For more information, see Adding and Removing a Language.
3. To define the business partner's language, choose
Business Partners
Business Partner Master Data
General
tab, and choose the language
in the Language field.
4. Translate the fields to a foreign language and/or use the foreign descriptions.
For more information, see Translating Fields to Foreign Languages and Viewing Translated Fields.
5. Define the language in the default layout.
For more information, see Defining the Language in the Default Layout.
6. Define the layout for the business partner.
For more information, see Assigning Default Layouts to Business Partners.
7. When you create a document that is subject to multi-language support, you can do the following:
Print the document in a foreign language. For more information, see Printing Sales and Purchasing Documents in a Foreign Language
Send the document as an internal message, e-mail or fax. For more information, see Sending Data or Documents from SAP Business One.
Export the document. For more information, see Toolbar and File Menu.
More Information
Multi-Language Support Windows
1.3.1.7.1 Adding and Removing a Language

You can add and remove languages in SAP Business One using the Languages - Setup window. The languages in the Languages - Setup window are used
to translate fields in SAP Business One to foreign languages and then to print sales A/R or purchasing A/P documents.
The Languages - Setup window displays all the default languages created when installing SAP Business One and that can be used during the creation of the
company, plus or minus any languages added or removed. For more information, see Languages - Setup Window.
Prerequisites
You have activated the Languages - Setup window by choosing
and selecting the Multi-Language Support checkbox.
Administration
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Company Details
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Procedure
Adding languages
1. Choose
Administration
Setup
General
Languages
.
The Languages - Setup window appears.
2. Specify the languages short and full names.
3. Select the related system language from the dropdown list. The language that you select affects the layout used when printing a document using Print
Layout Designer tool.
4. To save the data, choose the Update button.
Removing languages
1. In the Languages - Setup window, select the language that you want to remove.
2. From the Data menu, choose Remove or right-click in the window and choose Remove .
3. To save the data, choose the Update button.
More Information
Languages - Setup Window
1.3.1.7.2 Translating Fields into Foreign Languages and Viewing

Translated Fields
You can display and print sales A/R and purchasing A/P documents for foreign business partners in their own languages by translating field values to foreign
languages in SAP Business One windows.
In addition, you can specify the foreign descriptions in the master data windows, for example, the Foreign Name field in the Business Partner Master Data
window. This name is printed in documents when you select a layout in a foreign language.
Prerequisites
1. You have activated multi-language support by choosing
Administration
and selecting the Multi-Language Support checkbox.
2. The required languages have been set up in
Administration
Setup
For more information, see Adding and Removing a Language.
General
Languages
Company Details
tab
Procedure
Translating fields to foreign languages
1. Open the window in which you would like to translate field values, for example, the Item Master Data window.
2. From the View menu, choose
Indicator Display
Translatable Fields
.
The ( Translatable ) icon appears next to the fields that can be translated and used by the multi-language support functionality.
3. Place the cursor in the required field and from the Goto menu, choose
Translate
or choose
The Translations window appears.
4. In the Language column, select the languages to which you would like translate the selected field.
5. In the Translation column, enter the translation of the value in the foreign language(s).
6. To create the new translation(s), choose the Add button.
( Translations ) in the required field.
Viewing translated fields in sales A/R and purchasing A/P documents
1. Open a document, for example, a sales order, and select the display language on the Logistics tab.
2. From the View menu, choose the Translated Values option.
The translated fields appear in gray according to the defined language of the customer or vendor.
More Information
Translations Window
1.3.1.7.3 Defining the Language in the Default Layout

You can customize the default layout of documents for multi-language support in the Print Layout Designer tool according to your requirements for the
following documents in SAP Business One:
Sales A/R and purchasing A/P documents, for example, invoices, deliveries, and so on
Payments, for example, incoming payments, outgoing payments, and so on
Checks for payment and sales opportunities
For more information, see Checks for Payment.
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This enables you to define the language for the layout of the document. You can define one of the layouts as a default and assign specific layouts to selected
business partners. For more information, see Assigning Default Layouts to Business Partners.
Prerequisites
You have chosen the required language in the document that you want to print in the Language field on the Logistics tab.
Procedure
1. Open the required document.
2. Do one of the following:
Choose
Tools
Layout Designer...
3.
4.
5.
6.
7.
8.
9.
In the toolbar, choose

( Layout Designer... ).
The Layout and Sequence window appears.
For more information, see the document How to Customize Printing Templates with the Print Layout Designer, which you can download from the
documentation area of the SAP Business One Customer Portal (http://service.sap.com/smb/sbocustomer/documentation).
Select the required layout and choose the Manage Layout button.
The Report and Layout Management window appears.
On the Layouts tab, choose the required PLD-type layout.
Choose the Edit button. The selected layout appears.
From the Print Layout Designer menu, choose
Display Document Properties
General
tab.
The Document Properties window appears.
In the Language dropdown list, select the required language. By default, the language in which the document was created is displayed.
To print one of the following in a foreign language, choose the Foreign checkbox (optional):
The international currency code and description
For more information, see Currencies - Setup Window.
G/L accounts for reports
Items for documents
To save the layout, choose the Update button and the OK button.
More Information
Layout Designer
Print Layout Designer
1.3.1.7.4 Printing Sales and Purchasing Documents in a Foreign

Language
You can print a document in a foreign language for foreign business partners.
Prerequisites
You have selected the required languages for the sales, or purchasing document that you want to print in the Language field on the Logistics tab in the
required document.
Procedure
1. Open the sales or purchasing document that you want to print.
2. From the File menu, choose the Print option.
More Information
1.3.1.7.5 Multi-Language Support Windows

Use the following windows to set up multi-language support:
Languages - Setup Window
Translations Window
More Information
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Use this tab to define basic initialization values for the company.
Administration
Company Details
tab.

complex procedure.
Local Currency
System Currency




Note

Note
Multi-Language Support
Enables the Multi-Language Support function in the company.
Use this function to translate field names in SAP Business One to foreign languages and print them in documents you send to foreign business partners.

Note

Inventory
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Item Master Data
Inventory Data
tab).
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Note

Note

modified.
Note

Ordering Party
This field is required for the interface with the Payment Engine add-on.
House Bank
Mask Credit Card Number

Selecting this checkbox masks credit card numbers as ************#### (that is, only the last four digits are displayed) on the user interface.
Deselecting this checkbox unmasks credit card numbers on the user interface.
You can change the checkbox status at any time.
Authorization is required for masking credit card numbers.
Country-Specific Fields: Austria, Belgium, Brazil, China, Cyprus, Czech Republic, Denmark, Finland, France, Germany,
Hungary, India, Irish Republic, Italy, Japan, Korea, Netherlands, Norway, Poland, Russia, Singapore, Slovakia, Spain,
Sweden, Switzerland, and United Kingdom.
Install Bank Statement Processing
Select this option at any time to work with the bank statement processing functionality.
Caution
If you choose Update after activating this option, the checkbox is disabled and cannot be deselected.
Country-Specific Fields: Belgium, Brazil, Chile, China, France, Italy, Japan, Korea, Portugal, and Spain
Use Bill of Exchange
Select to indicate that the company uses bills of exchange (BoE). If not selected, all references to BoE in SAP Business One are hidden. When a BoE transaction is
added, Use Bill of Exchange cannot be disabled. This option is relevant for Italy, Portugal, Spain and France and activated by default.
Country-Specific Fields: Chile, Costa Rica, Guatemala, and Mexico

Use Folio Number
To activate folio numbering for your company, select this checkbox.
For the Mexican and the Chilean localization, the folio numbering function is always activated.

Calculate Cash Discount based on Gross Value
Determines whether gross or net value is used as base amount when cash discount is calculated.
Note
Users in Mainland China should select this option; users in Hong Kong should not.
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Hierarchical Deduction at Source

Select to indicate that the company uses hierarchical deduction at source method for tax deduction. Once this option is selected, the Define Deduction Groups button
appears. Choose this button to open the Deduction Groups Setup window, in which you can define the relevant deduction groups for your company.
More Information
Company Details
1.3.1.7.5.2 Languages - Setup Window

Use this window to define the languages your company requires when dealing with foreign business partners. The window displays all the default languages set
up by SAP Business One during the creation of the company.
You can define additional languages and relate each one with a system language in SAP Business One. For more information, see Adding and Removing a
Language.
Administration
Setup
General
Languages
Note
The Languages Setup window is available only if the Multi Language Support option is selected on the Basic Initialization tab of the Company
Details window. To access the Company Details window, choose
Administration
Company Details
.
Languages - Setup Window Fields

Language Short Name
Language code; for example, DE is the language code for German.
Language Full Name

Full name of the language.
Related System Language

The languages available in SAP Business One. You must relate a system language to every new language you add.
More Information
Adding and Removing a Language
1.3.1.7.5.3 Translations Window

Use this window to translate field values to foreign languages. When the field values are translated, the translations can be used later by multi-language
support for displaying and printing documents for foreign business partners in their own language.
For more information about how to open the Translations window, see Translating Fields to Foreign Languages and Viewing Translated Fields.
Translations Window
Table
Displays the system table to which the field belongs.
For example, the field Item Description in the Item Master Data window belongs to the Items table.
Field
Displays the name of the field for which you are translating values.
Code
Displays the translated value's code.
For example, when translating values for the Item Description field, the item's number is displayed in this field.
Default Description
Displays the description of the item in the translated field in your local language.
For example, if you are translating the description of an item to other languages, the item's description is displayed in your local language in this field. For example, if
your local language is English the item description is Computer .
Translated Values
This table displays the translations of the selected value to foreign languages.
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Language
Select the foreign language to which you want to translate the field value, for example, Spanish . The list displays the default SAP Business One languages and any
languages that have been added.
For more information about adding a language, see the online help topic Adding and Removing a Language .
Translation
Enter or display the translation of the value in the foreign language.
For example, if the item description Computer was translated to Spanish, the value Computador appears in this field.
More Information
1.3.2 General Settings

Use the General Settings window to maintain general settings such as interface language and color, defaults for new business partners, budget management,
and more. Once the entries have been completed, choose Update to save the data.
Administration
General Settings
More Information
General Settings: BP Tab
General Settings: Budget Tab
General Settings: Services Tab
General Settings: Display Tab
General Settings: Font & Bkgd Tab
General Settings: Path Tab
General Settings: Inventory Tab
General Settings: Cockpit Tab
General Settings: Time Zone Tab
General Settings: Cost Accounting Tab
General Settings: Cash Flow Tab
General Settings, VAT Tab: Korea
General Settings, DEFIR Path Tab: Portugal
1.3.2.1 General Settings: BP Tab

Use this tab to specify the default settings for the business partners defined in your company; set activity restrictions for your customers; and enable
document generation authorizations.
Administration
General Settings
BP
BP Tab
Customer Activity Restrictions
You can restrict the creation of sales documents for customers and prompt a warning message according to the following parameters:
Credit Limit Checks whether adding the sales document for the customer causes deviation from the credit limit defined for the customer ( Payment Terms tab
in the Business Partner Master Data window).
A warning message appears if <the customer's account balance> + <the amount of the current document> exceeds the customer's credit line.
Commitment Limit Checks whether adding the sales document for the customer causes deviation from the commitment limit defined for the customer ( Payment
Terms tab in the Business Partner Master Data window).
A warning message appears if <the customer's account balance>+ <the total amount in undeposited checks> + <the amount of the current
document> exceeds the customer's commitment limit.
Once you select the required option(s) described above, select the type of documents to which the restrictions apply and for which a warning message is launched:
A/R Invoice
Delivery
Sales Order
Pick List
These settings are updated immediately per company, for all users.
Set Commission by
Define how commissions are calculated. A commission can be awarded based on the sales employee, item, or customer specified in the document.
Select one or more of these options depending on how you want SAP Business One to calculate commissions.
This setting influences where you can specify the sales commission percentage, but does not automatically calculate any commission transactions.
You can change this setting at any time.
Consider Deliveries Balance
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Checks the customer's account balance and the balance of open deliveries, while applying the selected restrictions for customer activity.
This setting is updated immediately per company, for all users.
Default Payment Term for Customer

Click and select the default payment term to be assigned to new customers.
Your selection is assigned to all future new customer master records; however, it does not override the payment terms already assigned to existing customers. This
setting is updated immediately per company, for all users.
Default Payment Term for Vendor

Click and select the default payment term to be assigned to new vendors.
The default payment terms are assigned to every new vendor master record that is created in the future; however, they will not override the payment terms already
assigned to existing vendors. When modified, this setting is updated per company, for all users.
Default Payment Method for Customer

Click and choose a default payment method for new customers.
Your selection is marked as default in every future new customer master record; however, it does not override the payment method already marked as default for
existing customers.
Default Payment Method for Vendor

Click and select a default payment method for new vendors.
Your selection is marked as default in every future new vendor master record; however, it does not override the payment method already marked as default for existing
vendors.
Submit Credit Vouchers

Defines the deposit method of credit card vouchers:
Automatically determines that the due dates in the transaction of the credit card voucher deposit are the same as the due dates in the incoming payments
document.
Manually determines that the due dates in the transaction of the credit card voucher deposit are derived from the deposit document.
When modified, this setting is updated immediately per company, for all users.
Default Dunning Term for Customer

Specify the default dunning term to be assigned to new customers.
When modified, this setting is updated per company, for all users.
Activate Approval Procedures

Activates the Approval Process function for the creation of sales, purchasing and inventory documents.
Country-Specific Field: Japan

Default Customer Closing Date Proc., Default Vendor Closing Date Proc.
Specify a closing date procedure to display by default when a new business partner master data record is created.
Note
To open the relevant closing date procedure definition window, click
( Link Arrow ) before the field.
The default closing date procedure is Closing on EOM .
More Information
General Settings
1.3.2.1.1 Defining Credit Limits

When defining a credit limit, the maximum permissible credit and/or commitment level for each customer in the master record must be maintained.
The credit limit defaults as the first level from the payment terms.
The most cautious setting is Order Restriction. To use restriction on order level, choose Sales Restriction, Delivery Restriction and Order Restriction, because
not every delivery note or invoice is always based on an order. Therefore, include the higher restrictions.
The credit limit setting can be modified at any time. The credit limit includes payments with a future date. This is important if check payments are received
with postdated checks. The commitment limit does not consider these types of payments.
This setting is mandatory to use credit limit checks.
Procedure
1.
2.
3.
4.
Choose
Administration
General Settings
BP
.
To maintain credit limits, set Customer Activity Restrictions to either Credit Limit and/or Commitment Limit .
Define to which documents the restriction applies.
Check Consider Deliveries Balance to include the delivery notes balances.
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More Information
General Settings, Sales Tab
1.3.2.2 General Settings: Budget Tab

The following table describes the fields that appear on the Budget tab of the General Settings window.
Administration
General Settings
Budget
General Settings: Budget Tab

Budget Initialization
Select to manage the budget in your company. Once this option is selected, the budget-related functions appear in the Financials module, and the following fields
appear in the current window.
Note
Except for the field For Annual Budget/For Monthly Budget , all the settings below are updated per company, for all users.
Block Deviation from Budget Blocks the creation of transactions that cause the budget to be exceeded.
Warning Sends an alert when the budget is exceeded. You can confirm and add the transaction, or cancel.
Without Warning Adds, without any restriction or warning, transactions that exceed the budget.
Selecting either Block Deviation from Budget or Warning , displays the following fields in the window:
For Annual Budget/For Monthly Budget For the annual budget, this setting is updated per user. For the monthly budget, it is updated only after the next logon for
all users in the company.
Purchase Orders A check is made against the budget during the issuing of purchase orders, including all open purchase orders and the current one.
Goods Receipt POs A check is made against the budget during the issuing of goods receipt POs, including all open goods receipt POs and the current one.
Accounting A check is conducted during the issuing of an A/P invoice or any other accounting transaction that involves a G/L account relevant to the budget.
More Information
General Settings
Budget
1.3.2.3 General Settings: Services Tab

Use this tab to define which checks and procedures are started automatically when you log on to SAP Business One or begin working with the data.
To access this tab, from the SAP Business One Main Menu , choose
Administration
General Settings
Services
tab.
Services Tab Fields

At the Beginning of Each Session
Data checks and actions specified under this heading are carried out each time the user logs on to this company.
Perform Data Check

SAP Business One performs a brief data check during each logon and generates an appropriate message if any inconsistencies are detected.
We recommend selecting this setting because it activates an automatic, regular check of the database tables.
This setting is updated per user.
Open Exchange Rates Table

Opens the exchange rate table at logon.
If you manage transactions in a foreign currency in SAP Business One, you require up-to-date exchange rates at all times.
If an exchange rate has not been defined, SAP Business One automatically opens the window with the exchange rate table whenever a transaction is entered in the
corresponding foreign currency. You can then specify the exchange rate. However, if the current exchange rates are already present, it provides a more efficient
workflow.
Display Recurring Postings on Execution

Displays at logon:
All recurring postings for processing on todays date
You can process the postings directly from this window.
An appropriate message, if there are no postings for processing today
Display Recurring Transactions on Execution

Displays at logon all recurring transactions for processing on todays date. You can process the transactions directly from this window.
Send Alert for Activities Scheduled for Today

At logon, SAP Business One automatically sends you a message listing all activities scheduled for today. You can process activities directly from the message.
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Display Inbox When New Message Arrives

Opens your Messages/Alert Overview window whenever a new message arrives.
Open Window for Credit Voucher Ref. Update

At logon, the appropriate window for credit vouchers opens automatically.
You can update the references from this window.
You have to specify, in days, the planning interval for the due date of the vouchers.
Open Postdated Checks Window

At logon, SAP Business One automatically opens a window displaying postdated checks for which the due date has passed. This ensures the processing of all checks
that can be deposited today. You can deposit the checks directly from this window.
Update Messages (Min.)

Enter an editable value, in minutes (default = 5), to define how often the application checks your inbox for updates.
A new messages opens the Messages/Alert Overview window.
Screen Locking Time (Min.)

Define the length of idle time, in minutes, after which, for security reasons, SAP Business One locks itself. To unlock the screen, you need a valid user name and
password.
Open Postdated Credit Vouchers Window

Select whether and how the window for postdated credit vouchers automatically opens at logon. You can deposit the vouchers from this window.
From the drop-down list select:
Always To always open the window for postdated credit vouchers at logon
No To prevent the window from opening at logon
By Date To open the window on certain dates
In the fields Day 1 and Day 2 , enter the days of the month on which you want the window to open.
Internet Definitions
Use the fields under this title to enter information on your internet connection.
Use Proxy Server for Web Connection

Select to access the World Wide Web (Internet) from within SAP Business One, using a proxy server. After selection, additional fields are displayed for entering the IP
address of the server and a port for the connection.
This function:
Is used to import the exchange rates table from the Internet
Is not supported in all localizations
This setting is updated per company, for all users.
Telephone
To place calls directly through SAP Business One if a phone system or modem is installed on your computer or in your network, in these fields specify the area code and
the number to dial for an outside line.
History / Log
Sets the number of records to be saved in the log file.
The log file saves the history of changes made in master records (items, business partners, and G/L accounts), documents, and other windows in SAP Business One.
This setting is updated per company, for all users.
To view the history log for a certain window, from the menu bar choose
Tools
Change Log
.
Map Service
Use this dropdown menu to select an existing map service or define new map services:
Existing map services are displayed in the dropdown list. You can select from the list the map service you want to use.
To define a new map service, choose Define New
For more information, see Working with Map Services.
More Information
General Settings
1.3.2.4 General Settings: Display Tab

Use this tab to define how different variables, such as dates, numerical values, and currencies are displayed.
Administration
General Settings
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Display
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Display Tab Fields

Language
Select the SAP Business One display language.
When modified, this setting is updated per company, for all users, after the next logon.
Skin Style
Select the style for the graphic interface of SAP Business One . The defaulted style is SAP Signature Design . To operate SAP Business One with the skin style used in
releases earlier than 8.8, select Classic , and choose the Update button.
Color
Select the background color for the active windows.
Select Combined to define a background color individually for different windows in various colors.
To select a background color for a window, open the required window and choose from the menu bar
Window
Color
. Select the required color.
Default Length UoM, Default Weight UoM

Define the default length and weight units for items in the company. When a new item is created in SAP Business One, these length and weight units are proposed
automatically.
When modified, this setting is updated per company, for all users, upon the next logon.
Time Format
Define whether SAP Business One displays time in a 12-hour or 24-hour format.
With a 24-hour format, 1 p.m. is displayed as 13:00.
With a 12-hour format, 1 p.m. is displayed as 1:00.
Date Format
Defines how dates are displayed throughout SAP Business One.
Note
These settings do not affect how dates are entered in SAP Business One.
Dates can be displayed differently from the way they are entered.
When modified, this setting is updated immediately per company, for all users
Separator
Define the character that will be displayed in the date format between the date fields, that is, between the day and month, and month and year. When modified, this
Manage Company Time

When you select this checkbox, the Time Zone tab appears in the General Settings window.
When you deselect this checkbox, the Time Zone tab is removed from the General Settings window, and the time in the company database becomes the same as that
on the server.
By default, the checkbox is deselected. When modified, this setting is updated immediately per company, for all users.
Note
This checkbox is useful only when the SAP Business One server is in one time zone and all its users are in a different time zone.
Note
Only superusers can edit this checkbox.
Ext. Image Processing

Define the resolution SAP Business One uses to display images. If you choose Full , the image will be displayed in the resolution saved in the image file. Try to print
images using the default option first. If the images are not printed as desired, select a different option for this field.
Note
The selected value only affects the logged in user.
No. of Rows in 'List of' Windows

Define the maximum number of rows that will be displayed in any 'List of' window.
Account Segment Separator

Define the character for separating between G/L account segments. This separator is used for display purposes only. A dash ( ) is recommended. Do not use any
letters, numbers or an asterisk as a separator. The G/L account code must not contain the same character as the separator.
This option appears only if the Use Segmentation Accounts option in
Administration
Company Details
tab is
selected.
Decimal Places (0...6)

Define the number of decimal places displayed for amounts, prices, exchange rates, quantities, percentages, units, and calculated values in queries.
For all of the decimal settings, except for calculated values in queries, the following applies:
If no journal entry has been posted, you can increase or decrease the number of decimal places.
After a journal entry has been posted, you can only increase the number of decimal places, up to 6 digits. This change is irreversible. Decreasing the number of
decimal places after a journal entry has been posted is impossible.
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Note
The decimal places definition affects the calculations in SAP Business One, and the values that are saved in the database. For example, if you choose 2 decimal
places for amounts and you work with 6 decimal places for very small prices and quantities, totals might be not accurate.
Separator
Define which character to use to separate the decimal places from the integer. The U.S. and U.K. use a decimal point, for example, while German-speaking countries
generally use a decimal comma. When modified, this setting is updated per company, for all users, upon the next logon.
Thousands Sep.
Define which character to use as the thousands separator.
For example, the U.S. and U.K. use a comma, while German-speaking countries generally use a period.
Display Currency on the Right

Currency or currency symbol is displayed on the right side in amount fields.
By default, the currency symbol appears on the left of the amount.
Exchange Rate Posting

Determines the display of exchange rates in SAP Business One. The exchange rate values are always saved in the system according to the direct rate. The indirect rate
is for display use only.
This setting affects the calculation that you use to enter the exchange rates in the Exchange Rates and Indexes window.
Select Direct to display the exchange rate according to the local currency (that is, the local currency price of one unit of a foreign currency).
Select Indirect to display the exchange rate according to the foreign currency (that is, the foreign currency price of one unit of a local currency).
Note
This setting is updated per company, for all users, after the next logon, but cannot be changed after transactions are recorded in the company.
Example
The local currency is the US dollar and the foreign currency is the Canadian dollar. Today's rates are USD 1 = CAD 2.
If you chose the Direct option, then on the Exchange Rates tab of the Exchange Rates and Indexes window, you would enter 0.5 as today's rate for the
Canadian dollar rate.
If you chose Indirect , to indicate how many Canadian dollars are in one US dollar, you would enter 2 as today's rate for the Canadian dollar rate.
More Information
General Settings
General Settings: Time Zone Tab

Use this tab to set the font you use for displaying texts in SAP Business One, and to place your company logo or other graphic as the background image in
the main SAP Business One window.
Administration
General Settings, Font & Bkgd.

Font
Select the font for displaying all text in SAP Business One. The default font is Tahoma.
Note
Changing the font might increase or decrease the size of the windows.
Font Size
Select the font size of the displayed text. The default size is 10. When modified, this setting is updated per company, for all users, after the next logon.
Preview
Displays a preview of how the selected font and font size are to be displayed after choosing Update in this window.
Background, Browse
Select a picture to be displayed as the background for the main SAP Business One window.
The default value Without displays no background picture.
Choose Browse to search for an image on your computer or on the network. The selected image is also saved in the SAP Business One Picture folder. This setting is
updated per user.
Preview
Displays a preview of how the selected picture will be displayed as the background after choosing Update in this window.
Image Display
Indicates how the background picture is displayed: Centralized , as a Full Screen , or Tiled .
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More Information
General Settings
1.3.2.6 General Settings: Path Tab

Use this tab to define paths to the folders where you want to store various files, and information such as images and attachments.
Administration
General Settings
Path
General Settings: Path Tab

Microsoft Word Templates Folder
Select the directory where you want to store MS Word templates for exporting data to Microsoft Word. When modified, this setting is updated immediately per company,
for all users.
Microsoft Excel Folder

Select the directory where you want to store MS Excel templates for exporting data to Microsoft Excel. When modified, this setting is updated per company for all users.
Pictures Folder
Select the directory where you want to store images, such as company logos, for integration through user fields.
Caution
If you do not specify a directory path for the pictures folder, you cannot perform certain actions, such as adding graphic images to master data records, printing
documents with logos, and so on.
Attachments Folder
Select the directory where you want to store attachments, such as customer Web pages, for integration through user fields. When updated, this setting is updated per
company, for all users.
Extensions Folder
Select the directory where secured images are stored.
Secured images include official stamps, which, due to legal requirements, can be saved on your computer as *.dll files only, and not in regular picture formats.
Current Scanner
If a scanner is connected to your computer, you can scan documents directly and link them with the corresponding object in SAP Business One. The location of the
connected scanner is automatically detected and copied to this field, and a button for activating the scan button appears in all the relevant processing screens.
For example, when you enter an item, you can scan an image directly from within the images tab for a master record.
When modified, this setting is updated per company for all users.
XML Files Folder

Select the directory where you want to store XML files created, either by choosing the Create File button in various report windows, or by using the Export Form to
XML function.
Country-Specific Fields: China

GB Data Interface Folder
Specify the path to the folder that saves exported data files. The application saves exported reports in *.TXT format and the GB description report: GSSM.TXT.
Open GB data file when exporting

Opens the GB data file when you export reports.
Clear Description Report

Deletes the description report GSSM.TXT.
More Information
General Setting
1.3.2.7 General Settings: Inventory Tab

On this tab, you make settings that are related to items, planning, and reporting.
Items
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Use this subtab to define:

The management method for serial numbers and batches
The default warehouse
The inventory G/L method
Planning
Use this subtab to enter MRP-related information. You can define whether sales orders consume the sales forecast, or are added to the sales forecast.
These settings are updated immediately, per company, for all users.
Reporting
Use this subtab for the Chilean localization to specify which version of the inventory valuation simulation report you want to use.
Items Subtab
Management Method
Choose the required method for assigning serial and batch-managed numbers to items:
On Every Transaction you are required to assign serial or batch numbers for every inventory transaction.
On Release Only you are required to assign serial or batch numbers for inventory release transactions only. It is optional for other transactions.
Automatic Serial Number Creation on Receipt

This box is displayed only when the management method selected is On Release Only .
When you select this checkbox, SAP Business One does the following:
Creates unique sequential serial numbers in the System Number field, with no user intervention.
Leaves the Serial Number field blank, so that you can select serial numbers during sales transactions, and then update them later in the Serial Numbers
Management Update window.
This option is useful for the following users:
Users who receive a large number of documents with serial numbers management items, and who do not wish to specify serial numbers when generating
documents.
Users who are interested in sequential numbering only, and not in specific serial numbers for items.
Unique Serial Numbers by

It is possible to use one of the following field values as a unique serial number for managing an item:
None - no unique number is managed and you can update all the fields, for example, lot number or serial number. You can use serial numbers or manufacturer
serial numbers or lot numbers but they do not have to be unique. You can use the same serial number more than once for the same item (as the serial number is
not defined as a unique field).
Note
Unique fields are colored in blue.
Mfr. Serial No. - the manufacturer serial number is unique and you cannot update it. You can update all the other nonunique fields.
Serial Number - the serial number is unique and you cannot update it. You can update all the other nonunique fields.
Lot Number - the lot number is unique and you cannot update it. You can update all the other nonunique fields.
In addition to all these options, SAP Business One manages a unique internal number in the System Number field, and it cannot be changed.
You can assign the same serial number to different items as the validation for uniqueness is done using the item code and serial number and not just the serial number.
However, you cannot use the same serial number for the same item (if the serial number is defined as a unique field).
If you select an option this number is unique and it cannot be changed in the Serial Number Details window, however it can be changed in the Serial Number
Management - Update window.
A company can use more than one number type for the same item but only one of them is unique.
Note
When you define this parameter, SAP Business One checks all the serial numbers in the system to locate duplicates of the designated unique number. If it finds any
duplicate numbers in the system, you cannot change this parameter until you remove these numbers.
The option that you select depends on the working procedures in the company.
Example
If your company manufactures an item, you can assign it a unique serial number.
If your company purchases items from a vendor, you can use this option to manage these items and assign them your own serial numbers (to identify the item when
you are dealing with a customer). In addition, you can use the manufacturer serial number, which is the serial number assigned by the manufacturer (to identify the
item when you are dealing with a vendor).
Alternatively, you can define the manufacturer serial number as unique, if you use the same serial number that was assigned by the manufacturer. In this case you
define the manufacturer serial number as the unique field.
Auto Create Customer Equipment Card

Enables you to automatically create customer equipment cards when you add delivery or A/R invoices that include serial numbers.
Basic Setting for Batch Status

You use the status mainly to distinguish between Locked and Not Accessible batches in reports. Choose an option to define the default status for item batches:
Released you can perform transactions on a batch.
Not Accessible you cannot release a batch in sales documents or in A/P credit memos because the status defines batches in the middle of a production
process or a quality check. However, you can release a batch in inventory transfer documents.
Locked you can release the batch in inventory documents only, for example, inventory transfers or goods issue documents.
Note
If the batch is Not Accessible or Locked , SAP Business One neither prevents you from working with the batch, nor displays a warning. Therefore, the status is
informative only.
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Default Warehouse
Choose a default warehouse for new item records.
Set G/L Accounts by

Choose one of the following to define whether you relate G/L accounts to items by:
Warehouse
Item Group
Item Level
Auto. Add All Warehouses to New Items

Select if you want to add all warehouses each time you create a new item, or to automatically add a new warehouse to existing items.
Planning Subtab
Consume Forecast
Subtracts the sales order from the Forecast quantity. The checkbox defines the default value for the sales order lines. The MRP run checks consumption in the order
lines only.
When modified, this setting is updated immediately per company for all users.
Consumption Method
Choose how forecast consumption is performed:
Backward-Forward
Forward-Backward
Days Backward
Enter the number of days to search back for a forecast to consume.
Days Forward
Enter the number of days to search forward for a forecast to consume.
Reporting Subtab
Classic Valuation Report/Enhanced Valuation Report
If your company is defined for the Chilean localization, you have two options for the way you run the inventory valuation simulation report:
Classic Valuation Report, Excluding Item Master Valuation
This option is the default. It was available in release versions prior to SAP Business One 8.81. The simulation run uses the calculation method you specify in the
report's selection criteria to valuate all selected items.
Enhanced Valuation Report, Including All Valuation Methods
The enhanced valuation report lets you valuate each item on the basis of the valuation method in the item master data; that is, different items may be valuated
using different valuation methods. Therefore, if you specify the common selection criteria for this report and for the inventory audit report identically, then the results
of both reports are also the same. Alternatively, you can select any of the calculation methods offered in the classic report.
You also have the option to filter out inflation-based revaluations from the report. It is a requirement of IFRS not to include inflation-based revaluations in inventory
valuation. Alternatively, if required by local GAAP, you can take inflation-based revaluations into account.
You can change this company-specific setting at any time.
More Information
General Settings
1.3.2.8 General Settings: Cockpit Tab

Use this tab to manage general settings for the cockpit and dashboards widgets. For more information about how to use the cockpit, see Working with the
Cockpit.
Administration
General Settings
Cockpit
Note
This topic documents fields and other elements in this window that either are not self-explanatory or require additional information.
General Settings: Cockpit Tab

Enable Cockpit at Company Level
Select this checkbox to enable the cockpit at company level.
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After the cockpit is enabled at company level, company users can decide individually whether to work with the cockpit or not.
Deselect this checkbox to disable the cockpit at company level.
This prevents all the users in the company from viewing or accessing the cockpit, even if they have enabled the cockpit for themselves.
For more information, see Enabling and Disabling the Cockpit .
Enable Dashboard Widget

Enables the display of dashboards at the company level.
B1i Server Address

Specify the address of the B1i server.
The server you specify can be either a secure server or a nonsecure server.
Note
To enable the display of dashboards at the company level, you must also select the Enable Dashboard Widget checkbox.
1.3.2.9 General Settings: Time Zone Tab

Use this tab to record the date and time information in the company database according to the user's location, and not according to the server's location.
This tab is useful only when the SAP Business One server is in one time zone and all its users are in a different time zone.
Administration
General Settings
Time Zone
Prerequisites
You have:
Selected the Manage Company Time checkbox on the Display tab of the General Settings window
Superuser authorization in SAP Business One
Note
The time settings modification does not affect the dates already recorded in the company database.
Caution
When modifying the time settings, make sure that:
No one else is connected to the company database.
No data is entered during the time shift period caused by the modification.
You have considered the consequence of the time shift, especially around the year end/beginning.
You understand your responsibility to modify the time settings correctly.
Server Time section

Time Zone
Read-only time zone of the SAP Business One server.
Server Time
Read-only time of the SAP Business One server.
Company Time Settings section

Time Zone
In the dropdown list, select the time zone of the company. The default value is the server time zone. The company time zone is displayed with its localization, for
example, (GMT + 03:00) Moscow.
Note
When you select a time zone in which the updated time is earlier than the creation time of any existing transaction, SAP Business One prevents updating the
company time settings.
Recommendation
You can update the company time settings during off hours, for example, on weekends. This ensures that the updated time is no earlier than the creation time of any
existing transaction.
Daylight Saving Time

Selecting this checkbox displays and updates the DST Started At field, below. Deselecting this checkbox displays and updates the DST Ended At field, below.
DST Started At, DST Ended At

Displays the starting or ending time of DST according to the current company database time.
Company Time
Displays the company time according to the time zone and DST settings.
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More Information
General Settings
1.3.2.10 General Settings: Cost Accounting Tab

Use this tab to set configurations relevant to cost accounting.
Administration
General Settings
Cost Accounting
Note
When modified, settings on this tab are updated immediately per company, for all users. There is no auto refresh for currently opened windows.
Cost Accounting Tab Fields

Use Multidimensions
Selecting the checkbox:
Enables all fields related to cost centers and distribution rules to be multi-dimensional
Adds to the application a new window named Dimensions (
Financials
Cost Accounting
dimensions
Adds the Dimension field to several windows and reports
Stores previous distribution rule information to Dimension 1 of the Dimensions window
Enables you to create manual distribution rules for individual transactions
Dimensions
), in which you can define up to five
Note
Not all transactions support manual distribution rules. For more information, see Working with Distribution Rules.
You can select the checkbox at any time.
Note
Once dimensions other than Dimension 1 are activated (select the Act. checkbox of the corresponding dimension in the Dimensions window), you cannot
deselect the Use Multidimensions checkbox.
Display Distribution Rules

Select In a Unified Column to display distribution rules of several dimensions in one column, separated by ; . You can manually enter distribution rules for
corresponding dimensions separated by ; , or choose the
distribution rules for corresponding dimensions.
( Choose from List ) icon to open the Select Distr. Rule window, in which you can define
Example
If you enter ; DR2; DR3 in the Distr. Rule field, theres no distribution rule for dimension 1, distribution rule DR2 is for dimension 2, and distribution rule
DR3 is for dimension 3.
Select In Separate Columns to display all active dimensions in separate columns.
You can change the radio button status at any time. The change only affects the way in which distribution rules are displayed; it does not affect the database.
Note
The two radio buttons are displayed only when you selected the Use Multidimensions checkbox.
Specify how a journal entry line without a distribution rule and/or project should be posted if the G/L account is set up for cost accounting
SAP Business One performs actions that you defined here for postings without distribution rule or project code assignment.
Distribution Rule
For G/L accounts for which you selected one or more dimension checkboxes in the Chart of Accounts window, SAP Business One performs actions that you selected
here for postings in which such G/L accounts have no distribution rule assigned to the selected dimensions.
If you select:
Without Warning , SAP Business One release the posting without warning
Block Posting , SAP Business One prevents releasing the posting with an error message
There are two situations:
The Use Multidimensions checkbox is selected: choose the
( Browse ) icon to open the Distribution Rule on Dimensions window, and select options from
the dropdown lists for active dimensions.
The Use Multidimensions checkbox is not selected: select options from the dropdown list.
The default option is Without Warning . You can change the options at any time.
Project Code
For G/L accounts for which you selected the Project checkbox in the Chart of Accounts window, SAP Business One performs actions that you selected here for
postings in which such G/L accounts are without project assignment.
If you select:
Without Warning , SAP Business One release the posting without warning
Block Posting , SAP Business One prevents releasing the posting with an error message
The default option is Without Warning . You can change the options at any time.
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More Information
General Settings
Working with Dimensions
1.3.2.11 General Settings: Cash Flow Tab

Use this tab to define the global setting for assigning cash flow line items to cash flow relevant transactions.
Administration
General Settings
Assignment of Cash Flow Line Item: Mandatory

By selecting this field you define a mandatory assignment of a cash flow line item to a cash flow relevant transaction. Failure to do so generates an error message, and
the transaction is not added to the system.
Assignment of Cash Flow Line Item: Optional

Selecting this field defines the optional allocation of a cash flow line item to a cash flow relevant transaction.
Incoming, Outgoing Payment

Use these fields to define the default primary cash flow line item assigned to cash flow relevant transactions, as well as the default setting for an incoming and outgoing
payment.
Assignment in Transaction with All Relevant Cash Flow: Ignore Without Warning
Disables the cash flow assignment in a transaction with all cash flow relevant G/L accounts, even if some cash flow line items are already assigned. This transaction can
be posted directly without a warning.
Note
Transactions with a disabled cash flow assignment do not appear in the cash flow reference report if you choose Unassigned Transactions Relevant to Cash Flow .
However, they do appear if you choose All Transactions Relevant to Cash Flow .
Assignment in Transaction with All Relevant Cash Flow: Warning Only

The application generates a warning message asking whether the assignment is needed or ignored when you post a transaction with all cash flow relevant G/L
accounts.
Needed: you are able to perform the cash flow assignment.
Ignored: the application disables the cash flow assignment and posts the transaction.
More Information
Combined Cash Flow Assignment Window
1.3.2.12 General Settings, VAT Tab: Korea

Use this tab to define the general settings for the VAT report.
Administration
General Settings
VAT
General Settings: VAT Tab Fields

Tax Invoice Numbering
A table used to define the numbering range for the tax invoice report.
Note
There is no limitation for defining different numbering series, but overlapping numbering is not allowed.
Numbering Name
Specify a name for the numbering system.
First Number
Specify the initial number.
Next Number
The field Next is recorded automatically, based on the number defined in field First , before a tax invoice is generated. Each time you print a tax invoice report, the
number in field Next increases automatically by 1.
Year Dependent
Causes the last two digits of the current year to be used as the first two digits for the numbering series.
Set as Default
Sets a numbering series as the default; otherwise, the first numbering series is used.
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DME
Specify the file directory to which to download the required data records.
Note
Once the numbering series has been used, the First , Next , and Year Dependent fields are not editable.
1.3.2.13 General Settings, DEFIR Path Tab: Portugal

Companies in the Portugal localization need to submit various kinds of tax reports to the authorities on a regular basis. SAP Business One lets you create
electronic files of reports such as the BAS report, the EU sales report, and the trial balance report in txt. format. With the third-party add-on DEFIR, these
electronic report files can be converted into a new format that can be submitted directly to the tax authorities.
Use this tab to define paths to where you want to store various files relevant to the Portuguese third-party add-on DEFIR in the tax reporting process.
To access the tab, from the SAP Business One Main Menu , choose
Administration
General Settings
DEFIR Path
General Settings: DEFIR Path Tab

Export Folder
Specify the path to the folder where you want to store the electronic txt. files of BAS report, EU sales report and trial balance report generated in SAP Business One.
Ensure that no folder name in the path contains space, or exceeds eight characters.
Note
If you do not specify a path here, you cannot create the electronic files for BAS report, EU sales report or trial balance report.
DEFIR Database Path

Specify the path to the folder where the DEFIR database file is located. Ensure that no folder name in the path contains space, or exceeds eight characters.
Note
If you do not specify a path here, you cannot create the electronic files for BAS report, EU sales report or trial balance report.
More Information
Business Activity Statement Reporting: Australia, Czech Republic, Netherlands, Portugal and Slovakia
1.3.3 Posting Periods Window

The following table describes the fields that appear in the Posting Periods window. To display this window choose
Posting Periods
.
Administration
System Initializations
Posting Periods
Period Code
The period code as defined in the Posting Period window. To display further details of this posting period, click
( Link Arrow ).
Period Name
The period name as defined in the Posting Period window.
Period Status
The status of the period as assigned in the Posting Period window. Each status indicates which transactions and documents can be posted within the date range of
each posting period:
Unlocked All types of transactions and documents
Unlocked Except Sales All types of transactions and documents, except for documents in the Sales A/R module
Period Closing Users with period closing authorization can post all types of transactions and documents.
Locked Neither transactions nor documents can be posted.
Archived Neither transactions nor documents can be posted. This status was assigned automatically by the data archive wizard.
Posting Date From... To...

Posting date range defined for each period.
Due Date From... To...

Due date range defined for each period.
Automatic Change of Period Status to 'Closing Period'

Automatically assigns the status Closing Period to periods that have already ended. When you log on to SAP Business One, the system date is compared with the
Posting Date To defined for the existing posting periods. Each posting period with a Posting Date To that is earlier than the current system date gets the status
Closing Period .
An authorized user can change the status of the existing posting periods.
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Date When Automatic Change Is Applied

Appears only when the option Automatic Change of Period Status to 'Closing Period' is selected.
Specify the date in which the automatic change of status for already ended posting periods to Closing Period should apply. By default, the value in this field is 1.
Example
The value specified in this field is: 10. The posting period related to last year has ended on 31.12.0X, and the current system date is 2.1.0X+1. In this case, although
the posting period of year 0X already ended, its status will not be changed until the 10.01.0X+1.
New Period
Opens the Posting Period window in which you can define new posting period.
1.3.3.1 Posting Period Window

The following table describes the fields that appear in the Posting Period window.
To open the window, choose
Administration
Posting Periods
New Period
Posting Period
Period Code
Specify a code for the posting period. The code can be up to 20 characters.
Period Name
Specify a name for the posting period. The name can be up to 20 characters. The name of the period that includes the current date is displayed at the top of the Main
Menu window.
Sub Periods
Select one of the following options. This setting determines the number of additional posting periods to be created automatically by SAP Business One:
Year Choose this option to manage a single period during a fiscal year. SAP Business One will not create additional posting periods automatically when
choosing this option.
Quarters Choose this option to manage 4 posting periods during a fiscal year. When you choose Quarters , the number 4 is entered automatically in the No.
of Periods field and SAP Business One creates 4 new posting periods respectively.
Months - Choose this option to manage 12 posting periods during a fiscal year. When you choose Months , the number 12 is entered automatically in the No. of
Periods field and SAP Business One creates 12 new posting periods respectively.
Days When you choose this option, the No. of Periods field becomes active. Enter the number of required posting periods. SAP Business One will then create
respective periods. For example, if you need to manage one posting period per week, enter 52 in the No. of Periods field. SAP Business One will then create 52
periods; one for each week.
When you select an entry that consists of more than one posting period, the value entered in the field Period Code will then be used as the base code for creating the
codes of the additional posting periods. For example, if 2006 is entered as the Period Code and the value Quarters is selected in the field Sub-Periods , the codes of
the four new posting periods would be 2006-1, 2006-2 and so on.
No. of Periods
Displays the number of posting periods according to the option selected in the Sub-Periods field. This field will be active only when Days is chosen in the SubPeriods field.
Period Indicator
The Period Indicator refers to each document series (row) that can be connected to one or more Accounting Periods . Each document series must be connected to an
indicator, to enable document numbering starting with 1 for each fiscal year.
Choose the period indicator to connect to the accounting period. The period indicator can be connected to more than one period in the same company.
Period Status
Assign to the posting period the required status:
Unlocked All users, with respect to their authorizations, can post all types of transactions and documents to this period. This status is assigned by default to new
posting periods.
Unlocked Except Sales All users with respect to their authorizations, can post to this period all types of transactions and documents, except for documents of the
Sales A/R module. Assign this status once the period ends, but there are still purchasing documents, such as late A/P invoices, and other transactions that should be
posted to this period.
Period Closing Users with full PeriodEnd Closing authorization can post to this period all types of documents and transactions. Assign this status to the period if
the following conditions apply:
The period has ended.
All late transactions have been posted.
Only year-end closing remains to be done.
Locked Neither documents nor transactions can be posted to the period. Assign this status to the period after all adjustments have been posted and the year-end
closing process is complete for this period.
Archived Neither transactions nor documents can be posted. This status is assigned automatically by the data archive wizard. Using the data archive wizard, you can
archive previously locked periods that are at least two years old.
Posting Date From... To...

Specify the posting date range for the new period. By default, the From date is the day after the end date of the latest posting period exists, and the To date is one year
later.
Example
The latest period defined ends on 31.03.07. By default the posting date range of a new period is 01.04.07 31.03.08.
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Note
Posting date ranges of different posting periods must not overlap. In other words, the start posting date of one period can not be earlier than the end posting date of
the another period.
Due Date From... To...

Specify the due date range of the new period. The due date range can be longer than the posting date range.
Document Date From... To...

Specify the document date range of the new period. The document date range can be longer than the posting dates range.
Start of Fiscal Year

Specify the starting date of the fiscal year to which the period relates.
Fiscal Year
Specify the fiscal year to which the period relates.
Add
Choose to add the new posting period. If you have chosen to create a period containing a number of sub-periods, these will be created automatically and will be divided
according to the appropriate range of dates
1.3.3.2 Creating Posting Periods

The following procedure explains how to create a new posting period.
Procedure
2. Choose New Period .
The Posting Periods window appears
3. Enter the relevant values in the fields.
4. Choose Add .
Administration
Posting Periods
Result
The new posting period appears on the Posting Periods tab in the General Settings window. If the new period contains sub-periods, each sub-period is
displayed in this window in a separate row.
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training:
Ledger
Define New Posting Periods
.
Financials
General
1.3.3.3 Locking Posting Periods

The following procedure explains how to lock a posting period and thus prevent the future submission of any updates in that period. You perform this task after
you have completed the year-end closing process.
Prerequisites
In the Authorizations window, the Change Period Status authorization under
Administration
Posting Period
has
been set to No Authorization for users who should not be allowed to lock or unlock posting periods and to Full Authorization for users who need to
perform this procedure.
The year-end closing process has been completed. For more information, see the how-to guide Tips for Year-End Closing in the documentation area of
SAP Business One Customer Portal at http://service.sap.com/smb/sbocustomer/howtoguides88.
Procedure
Administration
2. Click the
( Link Arrow ) icon of the period you want to lock.
The Posting Period window appears.
3. In the Period Status field, change the value to Locked .
4. Choose Update and choose OK .
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Result
From now on, it is impossible to submit any updates against the locked period. If you need to do this, you must first unlock the posting period.
The application has registered the locking action in a log file, together with the date and the name of the user who performed the action. To see this log
file, open the Posting Period window of the period in question and, from the menu bar, choose
Tools
Change Log...
.
More Information
Posting Periods
1.3.3.4 Modifying Posting Periods

The following procedure shows how to edit the posting periods name, date ranges, active and locked fields in existing posting periods.
Procedure
1.
2.
3.
4.
In the SAP Business One Main Menu , choose

Administration
Posting Periods
Click
( Link Arrow ) next to the posting period you want to edit. The Posting Periods window appears
You may change now the periods name, date ranges and the fields Active and Locked .
Choose Update .
Recommendation
For more information, go to the Education tab of the SAP Business One Customer Portal and take the following training:
Ledger
Change Posting Period Status
.
Financials
General
1.3.4 Authorizations
Authorizations allow users to view, create, and update documents that you assign to them, according to data ownership definitions. By default, a new user has
no authorizations. Each user can have only one manager who assigns permissions.
You can define users as either regular users or superusers. You can also define an unlimited number of superusers, although that is not advisable.
Regular users:
Cannot assign authorization to other users
Can perform certain actions, for example, award discounts, change prices, or access confidential accounts, with proper authorization
Superusers can:
Define permissions for other users
Have full and unrestricted authorization for everyone except themselves
Automatically have full authorization for all functions in the system
You define authorizations in the Authorizations window, per module. Authorizations are also affected by the settings in the General section of the window.
For example, if a user has permission to display the business partner master data, but lacks permission to see account balances of business partners, as
defined in the General section, the system does not display account balances in the Business Partner Master Data window.
Users who do not have permission to alter authorizations do not have the Authorizations folder in their view of the Administration module.
Prerequisites
You have defined the users in the system and specified which ones are superusers.
Features
You can give users authorization to only display information, or exclude users from a function altogether.
You can restrict user access to documents. For example, you can limit access to sales quotations within a certain number series only, to quotations in
other series, or you can deny access completely.
You can override authorizations in specific circumstances. For example, if a user has no permissions to create a certain sales document, but attempts
to do so, the system prompts the user to request an authorized user to enter his or her user name and password. This enables the unauthorized user to
save the document for that specific occurrence only.
You can define approval procedures for the purchasing and sales transactions in the system that override the standard permissions. For example, if a
user is authorized to add an invoice, even if it exceeds the customers credit limit, you can activate an additional release procedure whenever the credit
limit is exceeded by a specific amount.
More Information
Authorizations Window
Modifying Authorizations
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Tracking Changes in Authorizations

Copying Authorizations for Another User
Authorizations for Document Type Series
Data Ownership Authorizations
Data Ownership Exceptions
1.3.4.1 Defining Authorizations

Authorizations are defined per user. Each user can have the same permissions throughout the system, or can have different permissions per module and sub
module. Note that permissions for super users cannot be modified.
The following options are available for defining the various authorizations for a user:
Full Authorization : the user is able to display and modify data for that function. per module.
Read Only : the user can only view, but not change data.
No Authorization : the user has no access to that function.
Each user's authorizations are displayed in the Authorizations window. Various Authorizations is displayed for modules with mixed authorizations, such as
full authorization for some submodules and read-only for other submodules.
The main menu is not automatically updated according to the authorizations. To display or hide certain modules or submodules, use the Form Settings Main
Menu window, and select or deselect the Visible boxes as appropriate for each module.
Encryption can also be used to hide confidential data in the system. For certain users, the encoded characters are displayed instead of the actual digits and
characters.
Prerequisites
Users must be predefined in the system, as either regular or superusers.
Procedure
1. Choose
Administration
Authorizations
General Authorizations
. The Authorizations window displays with the list
of users.
2. To grant full authorization to a user for all functions in all modules, choose the Full Authorization button at the bottom of the window.
3. To grant read authorization to a user for all functions in all modules, choose the Read Only button at the bottom of the window. The user can then
display all the data in the system, but cannot make any changes.
4. To completely limit access, choose the No Authorization button at the bottom of the window. The user will not be able to view or change any of the
data.
5. To provide different permissions for each module or sub module, in the table, click on the authorization and select the required permission from the
dropdown list.
6. To set a global maximum discount, enter the required discount in the Max. Discount field, up to 100%.
7. To set a maximum cash amount a user can enter in an incoming payment, select the Max. Cash Total box and enter the required amount.
8. To hide certain data using encryption, select the Use Encryption box, then choose the Encryption Table button. In the Encryption Table window that
displays, enter the character that should appear in place of that character. Choose OK to save the changes.
9. Choose Update to save the changes in the Authorizations window.
More Information
Modifying Authorizations
1.3.4.2 Copying Authorizations for Another User

To use SAP Business One more efficiently, once authorizations have been defined for one user, this authorization profile can be copied to another user. For
example, by copying an authorization profile, the same permissions can be granted to all the employees who work in the same department.
SAP Business One is equipped with a comprehensive authorization facility that can be tailored to every user. During the implementation phase, the system
administrator should devise an authorization policy to prevent unauthorized access to the database.
Note that changes to the history for user and authorization settings are not recorded. Any changes in customization (system configuration) and user settings
must be documented manually. Since changes to system parameters are part of the internal monitoring system, they must also be documented.
Documentation can take the form of a simple printout of the table contents, or screenshots.
Certain precautions must be taken to ensure that access to the data is monitored. In the General Ledger, users who do not have authorization for the
document journal but are authorized for journal entries can use the data record pushbuttons to scroll through the database and view documents. In this way,
they can display other entries, even though they are not authorized to display lists, for example in the document journal.
By assigning the correct authorization, changes to document fields can be restricted. This does not apply to users who have been defined as superusers.
Procedure
1. In the
Administration
Authorizations
window, choose the name of the user whose authorizations are to be copied.
Hold the mouse button until a rectangle appears around the user name.
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2.
3.
4.
5.
Drag the rectangle to the name of the user to whom to grant the authorizations.
Release the mouse button.
A system message prompts for confirmation of the copy operation.
Choose OK to confirm the operation. The authorizations are copied completely to the second user.
More Information
Authorizations
1.3.4.3 Modifying Authorizations

When an authorization for a module or a parent function is granted, the authorization is automatically copied to all the child functions. For example, if No
Authorization is granted for the Sales module, the user does not have any authorizations for any function throughout the entire module.
Only a superuser can modify permissions for other users. However, the superuser cannot modify the authorizations for him or herself.
Procedure
To define or restrict different authorizations for individual functions in an application:
1. Choose
Administration
Authorizations
. The Authorizations window displays.
2. Choose the user name in the left column.
3. Click the
icon to the left of an application or function in the list to expand to the next level of authorizations. To show or hide all the functions of an
application at once, choose Expand or Collapse , respectively.
4. To change a users authorization for a function or an entire module, single-click the authorization in the list to the right. A dropdown list appears with the
possible authorizations for the function or application. Choose an entry from the list to select it.
5. Once a user has been selected, display and change the corresponding authorizations as required. Superusers appear in gray in the list, as their
permissions cannot be altered.
More Information
1.3.4.4 Authorizations for Specific Windows and Documents

Authorizations can be overridden in specific circumstances. For example, if a manager is out of the office, he can permit one of his staff to add a document on
a one time basis. In addition, this function permits those without authorizations to view reports and other windows to which they may not otherwise have
access. The user who lacks permissions is challenged each time for the overriding permissions.
Prerequisites
To display windows that the user may not have permission to display, choose the Main Menu - Settings icon from the toolbar and make all of the required
options Visible .
Procedure
1.
2.
3.
4.
Open the required document. A system message displays stating that the user does not have permission to perform this action.
Choose Authorization by Another User .
Enter the user name (code) and password of the manager or user with the required permissions.
The transaction is then completed as required.
More Information
Authorizations
1.3.4.5 Tracking Changes in Authorizations

All the changes in authorizations that were made in any category and by any user can be tracked. These include a detailed list of the changes, who made
them and when they were made. In addition, the Authorization window as it was on a specific date, or after a specific update can be displayed.
Prerequisites
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To view changes in authorizations, full authorization to the Change Log option, under General is required. Super users in the system have full authorizations
automatically.
Each time a user updates the Authorizations window, the system creates a new instance of the Authorizations window, and saves it in the Change Log
window along with the date and the user who made the update.
Procedure
1.
2.
3.
4.
Open the Authorizations window from

Administration
Authorizations
.
Choose the user for whom the changes are to be tracked.
From the Tools menu, choose Change Log . The Change Log window displays.
In the Change Log window, double-click a row to display the required instance of the Authorizations window. The instance provides a view of the
Authorizations window as it was after the update. For more information, see the Change Log Window.
5. Choose the Show Differences button to view a detailed list of the changes made in the selected instance. For more information, see the Differences
Window.
More Information
1.3.4.6 Authorizations Window

Use the Authorizations window to assign permissions to each user. Superusers have full permissions that cannot be altered. Regular users can have full or
partial permissions, for each module and sub-module.
To access the Authorizations window, choose
Administration
Authorizations
Note
You have defined your users as either regular or superusers.
Authorizations Window Fields

Max. Discount Sales
Specify the maximum discount that the user is authorized to enter in sales business documents. If you enter 0, the user is not able to enter any amounts for which
automatic rounding has been defined, because automatic rounding represents a discount.
Max. Discount Purchasing

Specify the maximum discount that the user is authorized to enter in purchasing business documents. If you enter 0, the user is not able to enter any amounts for which
automatic rounding has been defined, because automatic rounding represents a discount.
Max. Discount General

Specify the maximum discount that the user is authorized to enter for the followings:
Business partner master data
Payment terms
Goods issue, goods receipt, and inventory transfer
Special prices
If you enter 0, the user is not able to enter any amounts for which automatic rounding has been defined, because automatic rounding represents a discount.
Max. Cash Amount for Incoming Payments

Select and enter the maximum cash amount the regular user is authorized to enter in an incoming payment ( Payment Means window, Cash tab). This can be
overridden for specific documents with a supervisor's permission.
This option is not active for superusers.
Full Authorization
Choose to grant full authorization to a user for all functions in all applications.
Read Only
Choose to grant read-only authorization to a user for all functions in all applications. The user can then display all data but cannot make any changes.
No Authorization
Choose to grant no authorizations for any functions in any application. The user will be unable to display or change any data.
Country-Specific Fields: Panama
Note
This option is available in other localizations as well, only if you have upgraded to SAP Business One 2007 from previous releases.
Use Encryption
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Define encryption for a user for the following confidential data in the system.
G/L account balances
Price lists
When you select this option, SAP Business One displays the Encryption Table button. Choose to display the Encryption window for defining the encryption. A different
display character can be defined for each character in the table.
Note
The encryption does not apply to financial reports.
More Information
Authorizations
Authorizations for the Cockpit
1.3.4.6.1 Encryption Table: Panama

Use this table to define which letter replaces which digit when encrypting the balances in the business partner master data and in the Chart of Accounts
windows.
Administration
option, and choose the Encryption Table button.
Authorizations
. Select the Use Encryption
Note
This window is available in other localizations as well, only if you have upgraded to SAP Business One 2007 from previous releases.
Encryption Table
0-9
Enter the character to replace each digit.
+, -, .
Enter a character to replace each sign.
Repeat
Enter the character that should appear to prevent situation where the same character repeats it self. For example: 0 replaced with A, 1 replaced with B. The original
balance of an account is 100.
It will be displayed as ABB. If you enter (for example) the character P in the Repeat field the balance will be displayed as ABP.
More Information
1.3.4.7 Additional Authorization Creator

Use this window to create and add a new permissions object for user-created forms.
Additional Authorization Creator

Authorization ID, Name
Specify unique ID and name for the additional authorization.
Option
Sets permission options for the new authorization:
Full/Read/None
Full/None
Item
Indicates if the authorization is of Item type or Form type
Permissions set to a form apply to all its subordinates. Permissions set to an item do not apply to the parent form.
Level
Sets hierarchy level for the object.
Parent ID
Selects a parent item when you add a subordinate object.
Display Order
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Selects the location of a subordinate or sibling object within the permission hierarchy.
Forms ID/Edit
Opens the User Authorizations Forms ID window.
Assigns the authorization object to a user-form of your choice by entering the form ID.
Add Same-Level
Choose to define new additional authorization with the same level of the selected one.
Add Sub-Level
Choose to define new additional authorization with level lower than the level of the selected one. Subordinate authorizations can be created for additional authorizations
of levels one to four.
1.3.4.8 Data Ownership Authorizations Window

This window displays each employee with each of his/her permissions per document. Only employees who are linked to users in the Employee Master Data
window can view this window and all other windows in the Authorizations folder.
Authorizations can be granted per user, so that the user has the same permissions throughout the system. Authorizations can also be individualized, so that
each user has different permissions for different documents.
Since superusers authorizations cannot be altered, this user's permissions are viewed as grayed out. Employees that are linked to super users have full
permissions. All other users by default have no permissions.
Data ownership is driven by the owner field in sales opportunities and sales A/R and purchasing A/P documents. The owner can only be an employee that is
associated to a user. Data ownership can be turned on or off either system wide, or by object, or even by individual form or report. A user can access the
sales opportunity or A/R A/P document as long as he or she has a defined relationship with the owner and has been granted either Read Only or Full for the
data ownership permission for that relationship.
The above relationships include:
Peer: the user and the owner share the same manager on their corresponding employee records
Manager: the owner is the users manager per the manager field on the users employee record
Subordinate: the user is the owners manager per the manager field on the owners employee record
Branch: the user and the owner are members of the same branch. The branch is read from the corresponding employee records.
Department: the user and the owner are members of the same department. The department is read from the corresponding employee records.
Team: the user and the owner are members of the same team. Team membership is defined on the corresponding employee records
For each of these relationships, the user can be granted Full, Read Only or No Authorization. In the event that more than one relationship exists between the
user and the owner, the more lenient authorization is granted. For example, the user and the owner are in the same branch and department. If the user has
Read Only for the branch but Full Access for the department, the user is granted Full Access to the sales opportunity or sales or purchasing documents in
question.
To display this window, choose
Administration
Authorization
Data Ownership Authorization
More Information
Authorizations
Data Ownership Exceptions
1.3.4.9 Data Ownership Exceptions

In this window, define which documents are can be viewed, either fully or partially, or whether only the name of the document appears in a report but the
document itself cannot be viewed.
Owners can be defined for sales or purchasing documents and sales opportunities in the header. This represents the case where the user is the owner of the
entire document or sales opportunity. This owner is defined as the owner of the header. In addition, owners can also be defined for each line item on sales or
purchasing documents and on each stage on sales opportunities. This owner is defined as the owner of the line.
The checkbox labeled Owner Filtering Active is a global flag to activate or deactivate data ownership authorizations for the entire company. Once this is
activated, for all sales or purchasing documents and sales opportunities, access will be granted only if the user has a relationship to the owner and has the
permission for that relationship either as Read Only or Full . In the case that a document or sales opportunity has no owner, then any user can access it as
if no data ownership is in place. Any user can assign an owner to a document or sales opportunity that does not have an owner. Once an owner is assigned,
only the owners manager or a superuser can change the owner.
Data Ownership Exceptions allow the company to activate or deactivate data ownership at a more granular level than company wide.
Procedure
ObjectsTab
For each selected sales or sales opportunity document, data ownership can be applied according to one of the following options:
By Header and Lines: The document or sales opportunity is visible to the owner of the document and to the owner of any of the lines or stages and to all
those users that have a defined relationship to either of the owners and have the requisite permission for the specific relationship.
Header Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to the owner of
the header and have the requisite permission for the specific relationship. The owner of any of the lines or stages will have no effect on providing access to the
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document or sales opportunity.

No Filtering: Data ownership is not active for this object, irrespective of the owner fields at the header or line or stage.
Excluded Forms Tab

For each selected document, choose one of the filtering options:
No Filtering: Data ownership is not active for this specific form irrespective of the owner fields at the header or line or stage.
By Header Owner Only: The document or sales opportunity is visible to the owner of the document and to all those users that have a defined relationship to
the owner of the header and have the requisite permission for the specific relationship. The owner of any of the lines or stages will have no effect on providing
access to the document or sales opportunity.
If none of the above options are selected, then data ownership is in effect by header and line owners unless Data Ownership has been deactivated for that
document on the Objects tab.
More Information
Authorizations
Data Ownership Authorizations
1.3.4.10 Change Log Window

Use the change log to gain an overview of changes in most windows of SAP Business One. By tracking the change log, your auditors can more easily verify
and audit G/L entries.
Each time you update, for example, tax groups, withholding tax, house banks, freight, credit card, authorizations, employee master data, sales, purchasing
documents, production orders, or charts of accounts, the application records the change and can show it as required in the Change Log window.
To access the change log, open a window in SAP Business One, make changes if necessary, and then (with the window still open) choose
Change Log...
.
Tools
To display the log of a certain change instance, in the Change Log window, double-click the line of the instance. The ... History Instance #... window
appears. The window displays the read-only details of the change instance.
Change Log Fields

Instance
The sequential number of the change made. 1 is assigned to the first change, 2 is assigned to the second change, and so on.
Object Code
Displays the unique code of the record that is changed.
Example
If you have updated an account in the Chart of Accounts window, the G/L account code of the updated account appears in this field.
Updated
Displays the date on which the element was updated
User Name
Displays the name of the user who updated the element
Show Differences
Opens the Differences window for the selected instance.
The window provides detailed information on the changes that were made.
More Information
Tools Menu
1.3.4.11 Differences Window

Use this window to review detailed information about the selected document instance.
To open this window:
1. In the SAP Business One menu bar, choose
Tools
Change Log...
2. In the Change Log... window, choose the Show Differences button.
Show Differences
Differences Window Fields

Date
Date on which the change was made.
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Changed Field
The field that was changed.
Previous Value
Value of the field before the change.
New Value
Value of the field after the change.
User Name
Name of the user who made this change.
More Information
Change Log Window
1.3.5 Document Numbering

When creating a business partner, item, or document in SAP Business One, a number is assigned to each business partner, item, or document. This number
is used as a reference and can be used as a selection criterion in various reports. Each company has its own numbering method and rules. The document
numbering function lets you define various numbering series and determine the default numbering series for the master data and documents.
SAP Business One provides two numbering methods:
Separate numbering series for each type of master data or document
This method is the default for all localizations except Belgium when a new database or company is created. Unless a document is entered, or a
business partner master data is used in any way, an authorized user can change the setting to a model that allows numbering series to be used for more
than one type of master data or document.
One numbering series used for more than one type of master data or document
According to this method, a specific numbering series can be assigned to more than one type of master data or document. This method is the default for
the Belgium localization when a new database or company is created.
Caution
This numbering setup is irreversible; in other words, you cannot change it after selecting the Permit More than One Document Type per Series
checkbox on the Basic Initialization tab of the Company Details window.
The numbering method is defined in
Administration
Document Numbering
More Information
Document Numbering Setup
Document Numbering: Belgium
Defining Additional Series for a Document Type
1.3.5.1 Defining Additional Numbering Series

In SAP Business One, master data and documents are numbered in series. You can add new series when required.
You cannot define overlapping series for one type of master data or document. This prevents the creation of two business partners, items, or documents with
the same serial number.
Note
For a numbering series, by defining the last number of the series, you can restrict its numeric range and avoid overlaps with other series.
For a master data series, to avoid overlaps with other series, you can also add a prefix, a suffix, or both to the serial numbers. For example, by adding a
prefix MS to a series, you can avoid overlaps with any other series which do not have the same prefix, or which have the same prefix but have an
additional suffix. You can also avoid overlaps by defining the number of digits a serial number contains. For example, a series whose number of digits is 5
does not overlap with a series whose number of digits is 6.
Procedure
Adding Additional Number Ranges
Note
To define a new numbering series for documents, you must first define the last number of the previous series to restrict its numeric range.
When the Permit More than One Document Type per Series checkbox on the Basic Initialization tab of the Company Details window is not selected,
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proceed as follows:
Administration
Document Numbering
.
2. Double-click the row of the master data or document for which you want to add new series.
3. In the Series - <Document> - Setup window, add a new row.
4. Enter a name for the new series.
5. Specify the value of the First No. field. SAP Business One populates the Next No. field automatically.
6. Define the Last No. , Prefix , and Suffix fields if necessary.
7. Optionally, enter a comment for the series in the Remarks column. To include the remarks during printing, add the field in the document template.
8. Assign the series to a group. Users need authorization to use the group of the series.
9. If you are adding a series for business partner or item master data, define the number of digits a serial number contains.
10. To lock a series, select the Lock column for that row. No further documents can be created with the numbers in that series. Ensure that another
series is set as the default. To unlock the series, deselect the Lock checkbox.
Note
Manual series of master data cannot be locked.
When the Permit More than One Document Type per Series checkbox on the Basic Initialization tab of the Company Details window is selected,
proceed as follows:
Caution
Selection of this checkbox is irreversible.
.
Administration
Document Numbering
Numbering Series
Note
You can access the Numbering Series - Setup window by choosing the New button in the Series - <Document> window. For more
information, see Relate Series to Document.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Select a series type for setup: document, business partner, or item.

Add a new row.
Enter a name for the new series.
Specify the value of the First No. field. SAP Business One populates the Next No. field automatically.
Define the Last No. , Prefix , and Suffix fields, if necessary.
Optionally, enter a comment for the series in the Remarks column. To include the remarks during printing, add the field in the document template.
Assign the series to a group. Users need authorization to use the group of the series.
If you are adding series for business partner or item master data, define the number of digits a serial number contains.
To lock a series, select the Lock column for that row. No further documents can be created with the numbers in that series. Ensure that another
series is set as the default. To unlock the series, deselect the Lock checkbox.
Note
Manual series of master data cannot be locked.
Deleting Number Ranges

Ensure that the series you want to delete has not yet been used.
1. Place the cursor on the required series row.
2. Choose
Data
Delete Row
.
3. To save the changes, choose Update and OK .
More Information
Document Numbering
1.3.5.1.1 Authorizations for Document Type Series

When you define document numbering series in SAP Business One, you must meet the following conditions:
Only superusers can create and maintain document series.
Users who are not defined as superusers can only change the definition of their own default number range, assuming that they are authorized to maintain
numbering series.
The default series for each user must be defined; otherwise, the user cannot open the initial window for this type of document.
An unlimited number of series can be defined for each document type.
Access to a specific series is granted to one of ten groups especially defined for access to document series.
A user must have the permission corresponding to one of the ten groups to be able to access the series that is assigned to the specific group.
More Information
Document Numbering

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In this window, you can make some basic changes to the default series of each document.
Through this window, you can access the relevant series setup window for each type of master data or document to create new series or change existing
series.
Administration
Document Numbering
Note
If the Manual series is the default for business partner or item master data, the First No. , Next No. , and Last No. fields show no results.
Document Numbering Fields

Document
Displays the list of master data and documents in SAP Business One for which you can define numbering series.
Default Series
Displays the default numbering series defined for master data and documents. Here you can change the name of the default series of each document but not the series
itself.
First No.
Displays the first number of the default series. For a series of a document, you can change this number only if no document is created within this series and the new
range does not include numbers of other series created for the same document.
Next No.
Displays the number of the default numbering series assigned to the next business partner, item, or document to be created. You can change this number of a document
series as long as no document is created within this series. If there already exist documents within the default numbering series, you can change the next number only
for purchasing documents.
Note
Legal regulations require successive numbering of sales documents, and, therefore, it is forbidden to change the next number of sales documents numbering series.
Last No.
Displays the last number of the default numbering series. For a series of a document, you can change this number as long as there is no overlap between the new range
and other numbering series of the same document and the new last number is not smaller than the next number of the default series.
Change Menu Names

SAP Business One lets you modify the menu wording for sales, purchasing and inventory documents. You may do this, for example, to reflect common terminology in
specific industries. To specify a new menu name, make an entry in this column.
Changing the menu name is only possible if the checkbox Permit More than One Document Type per Series on the Basic Initialization tab in the Company Details
window is not selected.
More Information
Document Numbering: Belgium
Define Series
1.3.5.1.2.1 Series - Document - Setup

In this window, you can create a new series, define the series numbering range, and define the strings, if required. In addition, for master data, you can link a
series to a group, define the length of each number within the series, or make it unavailable; for documents, you can link a series to a period or a group, or
make it unavailable.
Note
The Manual series of master data cannot be edited or deleted.
Note
To avoid overlaps with other series, you can add a prefix, a suffix, or both to the serial numbers of a series. For example, by adding a prefix MS to a series,
you can avoid overlaps with any other series which do not have the same prefix, or which have the same prefix but have an additional suffix.
For master data, you can also avoid overlaps by defining the number of digits a serial number contains. For example, a series whose number of digits is 5
can never overlap with a series whose number of digits is 6.
You can define the last number of a series to restrict its numeric range and avoid overlaps.
Administration
Document Numbering
, and double-click the row number.
Series Setup Fields
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Name
Displays the name of the series.
First No., Next No., Last No.

Define the first, next, and last numbers, so that SAP Business One can do the following:
Assign a serial number to the first document or master data within the series that you add to the system
Automatically add a sequential number
Set a limit to the numeric range of the series
String (Prefix, Suffix)

Enter the prefix and the suffix to have an additional identification of the series. For master data series, the prefix or suffix, if defined, is part of the business partner or item
code.
Note
For numbering series of documents, prefixes and suffixes are relevant for printing only. For numbering series of master data, prefixes and suffixes help avoid
overlaps with other series.
Remarks
Enter any free text regarding the series.
Group
Select a group to which you want to assign the series. However, manual series of master data cannot be assigned to groups.
Note
Administration
Authorizations window, you can assign authorization to users for specific groups of series.
Authorizations
. In the
Period Ind.
Select a period indicator to limit the series to a certain period.
Note
This column is not available for master data series.
No. of Digits
Specify the number of digits a serial number contains. This field is only available for master data series and its value should be greater than zero. For a master data serial
number, with its number of digits defined, zeroes (0) work as placeholders when necessary. For example, if the first number is 1 and the number of digits is 6, the first
serial number is 000001.
Lock
Select to disable the selection of the series.
Display Series Linked to Selected Period(s) Indicator

Select to display series only for a certain period.
Note
Master data series are by default not limited to any single period.
Display Confirmation Message when Adding Business Partner / Item for Non-Manual Series
Select to display a confirmation message when adding a serial business partner or item.
Country-Specific Fields: Chile & Mexico

The following fields appear only when the document for which you opened the window has a folio number. These fields are not available for master data.
Folio Prefix
Displays the Folio prefix defined for the document series at the time the Folio Number Assignment was made. This field is not editable.
Next Folio Number

Displays the next Folio number to be assigned to a document of his type. This field is not editable.
More Information
Document Numbering
1.3.5.1.2.2 Changing Document Names

If the names defined in the application do not correspond to your companys terminology, you can assign your own names to documents.
You can change document names even if documents have already been entered in the system.
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Note
Changing the menu name of a document is possible only if the Permit More than One Document Type per Series checkbox on the Basic Initialization
tab of the Company Details window is not selected.
Note
You cannot change the names of the master data.
Procedure
1.
2.
3.
4.

Administration
Enter the new name in the Change Menu Names column of the relevant row.
To save your entry, choose Update .
Choose OK .
Document Numbering
Result
The new name appears in the SAP Business One Main Menu and in the title bar of documents of this type.
More Information
Document Numbering
1.3.5.1.3 Document Numbering: Belgium

In Belgium, a document numbering series can contain more than one document type. All of these documents can be part of the same numbering range series.
This permits the creation of the legally required journals, which are:
One or more sales journals
One or more purchases journals
A bank journal, one per bank
A cash journal for recording all petty cash transactions
A MO (Miscellaneous Operations) journal
It is legally permissible to produce as many sales or purchases journals as required. This means that the company could have one sales journal for sales
invoices, another sales journal for sales credit memos, and the third sales journal for manual transactions. Having one sales journal for one type of sales
invoice and another sales journal for other types of sales invoices is also permitted. This is also applicable for purchases journals.
Within each journal, document numbering must be chronological and sequential.
Once this type of document numbering is selected, document numbering cannot be changed manually.
Note
If you want to define document numbering series with more than one document type for localizations other than Belgium, choose
Administration
Company Details
and on the Basic Initialization tab select the checkbox Permit More Than One Document Type per
Series . The menu option Relate Series to Document then appears in the SAP Business One Main Menu under Document Numbering .
This option is not available in Brazil.
More Information
Document Numbering
1.3.5.1.3.1 Relate Series to Document Window

Prerequisites
In the Company Details window, on the Basic Initialization tab, you have selected the Permit More than One Document Type per Series checkbox.
Procedure
Administration
Document Numbering
Relate Series to Document
.
2. In the Relate Series to Document - Setup window, double-click the row of the master data or document to which you want to assign numbering series.
3. In the Series - <Document> window, select the corresponding checkbox of each numbering series that you want to assign to the master data or
document.
4. Choose Update and OK .
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Note
After assigning the required numbering series to the master data or document, you can define a series as the default for certain users. However,
when a related numbering series has been defined as the default, you cannot cancel its assignment to the master data or document. For more
information, see Setting Default Series.
5. In the Relate Series to Document - Setup window, choose Update .
1.3.5.2 Setting Default Series

When you have defined all the required series, you can set a default series for each group of series.
Note
For the document series, to make sure that document numbering can start immediately, the application automatically generates the Primary series with
default settings for each document type. You can change this primary series to meet your needs before you start to create documents.
The Document Numbering - Setup window displays only the default series. Before you make any changes in this window, make sure that you review the
list of series of relevant master data or documents by double-clicking the row header.
You can change the value of the First No. field of a series until the first business partner, item, or document is created within that series. Once the first
business partner, item, or document is created, you can no longer change the value of the First No. field, but you can still change the value of the Last
No. field. Nevertheless, you have to verify that the changes do not result in overlaps with other series. Information such as remarks, the assignment of
default series to a group, or the lock can be changed even after master data or documents have been created.
Procedure
When the Permit More than One Document Type per Series checkbox in the Company Details window is not selected, you can define a numbering
series as the default following the steps below:
Administration
Document Numbering
.
Note
To sort a column in this window, double-click the column name. The column is sorted in ascending order. To sort the column in descending
order, double-click again. In the Chile and Mexico localizations, you can sort the first column only.
2.
3.
4.
5.
Double-click the row header of the master data or document for which you want to define a default series.
In the Series - <Document> - Setup window, specify the group to which the series that you want to define as the default belongs.
Select the series and choose the Set as Default button.
Specify which users should use this series as their default.
Select the Set as default for certain users option if you want to set the selected series as the default for a specific set of users, for example, the
employees of a department. You are then prompted to select the relevant users.
To confirm your entries, choose OK .
Note
You must make sure the users specified are authorized to use the group of series. For more information, see Authorizations.
6. In the Series - <Document> - Setup window, choose Update and OK .
7. In the Document Numbering - Setup window, save your entries by choosing Update .
When the Permit More than One Document Type per Series checkbox in the Company Details window is selected, you can define a numbering series
as the default following the steps below:
Caution
Selection of this checkbox is irreversible.
Document
.
Administration
Document Numbering
Relate Series to
Note
To sort a column in this window, double-click the column name. The column is sorted in ascending order. To sort the column in descending
order, double-click again. In the Chile and Mexico localizations, you can sort the first column only.
2. Relate the required series to the master data or document for which you want to set a default numbering series. For more information, see Relate
Series to Document.
Note
In the Numbering Series - Setup window, make sure the series you want to set as the default is assigned to the appropriate group. For more
information, see Defining Additional Numbering Series.
3. Select the series you want to set as the default and choose the Set as Default button.
4. Specify which users should use this series as the default.
Select the Set as default for certain users option if you want to set the selected series as the default for a specific set of users, for example, the
employees of a department. You are then prompted to select the relevant users.
To confirm your entries, choose OK .
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Note
You must make sure the users specified are authorized to use the group of series. For more information, see Authorizations.
5. In the Series - <Document> window, choose Update and OK .
6. In the Relate Series to Document - Setup window, save your entries by choosing Update .
More Information
Document Numbering
1.3.5.3 Check Document Numbering

In this window, you can search for duplicated and missing numbers in numbering series of documents and master data. The Document Serial Numbering
Lists window displays the results.
Note
For the Manual series, a check for missing numbers is not performed.
Administration
Utilities
Check Document Numbering
Check Document Numbering Fields

Choose Documents to Review
Select documents to be included in the check.
Choose Documents to Review

Select documents to be included in the check.
Number From ...To

Enter the required number ranges to filter the range of documents.
Date From... To
Define a range of posting dates to run the check for the documents whose posting dates are within that range.
Choose Master Data to Review

Select business partner master data or item master data to be included in the check. You do not need to define selection criteria for checking the master data series.
Select All
Choose to run the check on all documents.
Clear Selection
Choose to clear the selection made.
More Information
Document Numbering
1.3.5.3.1 Check Folio Numbering: Mexico and Chile

You are enabled to check whether there are duplicated or missing folio numbers for documents created in SAP Business One.
Use the Check Folio Numbering window to define selection criteria for the check. If there are no duplicated or missing folio numbers, a relevant message
appears. If there are missing or duplicated numbers, they are displayed in a separate window.
Administration
Utilities
Check Folio Numbering
Check Folio Numbering Fields

Documents to Review
Select each document type for which you want to run the check.
Folio Number From... To

Define a range of folio numbers to be checked.
Date From... To
Define a range of posting dates to run the check on the documents carrying a posting date within that range.
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Select All
Runs the check on all documents with folio numbers.
Clear Selection
Deselects all checkboxes.
1.3.6 Document Settings

Use this window to define the default setting for sales and purchasing documents in SAP Business One. The window consists of two tabs, General and Per
Document .
To access this window from the SAP Business One Main Menu , choose
Administration
Document Settings
Document Settings Tabs

General
Use to define general information relevant to all the documents in the Sales A/R and Purchasing A/P modules.
Per Document
Use to make special definitions per document type.
Select each type individually and make the necessary definitions.
More Information
Document Settings: General Tab
Document Settings: Per Document Tab
1.3.6.1 Document Settings: General Tab

Use this window to define default settings for document types in SAP Business One. On the General tab, you define settings for sales and purchasing
documents.
Administration
Document Settings
General
General Tab Fields

Calculate Gross Profit
Select the Calculate Gross Profit checkbox to activate gross profit calculation in sales documents of both item and service types.
Base Price Origin

Appears only when the Calculate Gross Profit checkbox is selected.
Select from the list menu the origin for the base price to be used by SAP Business One for calculating gross profit in sales documents of item type:
Price Lists select one of the price lists defined in SAP Business One. The item prices defined in the selected price list are considered as base prices when the
gross profit is calculated.
Last Purchase Price select this option to have the gross profit calculated based on the item price the last time the item was purchased. If the purchasing price of
an item changes from time to time, the gross profit calculation considers it.
Last Evaluated Price select this option to calculate the gross profit based on the price calculated the last time the Inventory Valuation Simulation Report was
generated.
Note
In companies that do not manage a perpetual inventory system, the gross profit is based on the price calculated the last time the Inventory Valuation Report
was generated.
Item Cost select this option to calculate the gross profit based on the item cost calculated in
vary from time to time, depending on the valuation method defined for the item.
Item Master Data
Inventory Data
tab. The item cost may
Default Gross Profit % for Service Documents

This field appears only when the Calculate Gross Price checkbox is selected.
Enter the gross profit percentage rate to be used by default for calculating gross profit in sales documents of service type.
Calculate % Gross Profit as:

This field appears only when the Calculate Gross Profit checkbox is selected.
Define whether to calculate the gross profit percentage as the base price or the sales price.
Example
You have an item with a base price of $30 and a sales price of $40.
Calculated according to the base price, the gross profit would be:
gross profit/base price x 100 = (40-30)/30 x 100 = 33%
Calculated according to the sales price, the gross profit would be:
gross profit/sales price x 100 = (40-30)/40 x 100 = 25%
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Document Remarks Include:

Select whether the remarks on the marketing documents include the base document number, or the customer or vendor reference number.
When you enter a sales document with a reference to a base document, the number of the base document appears. The displayed number can either be an internal
number assigned to the document by SAP Business One, or the customer/vendor reference number from the base document.
When you choose to display the customer/vendor reference number and no such number is entered in the base document, the relevant field remains blank in the
document that is created with reference to the base document.
For a Sales BOM in Documents, display:

Select the Price and Total for Parent Items Only if you only want to display the total price for the sold product. Select the Price for Components if you want to display
the prices of the components. In this case, the total price is calculated as the total of the component prices.
If a sales bill of materials is defined for a product, this BOM appears in the sales document. The sales document displays both the sold product and the components that
contribute to this product. When you select this radio button, you determine whether the sales price of the item should be displayed at the level of the sold product or at
the level of the components in the sales document.
Response to Release/Receipt of Inventory Outside Defined Range:

Define the system response when the inventory level of an item falls below the minimum quantity as the result of a sales document/goods issue, or exceeds the
maximum quantity as the results of a goods receipt.
Note
The minimum and maximum inventory levels are defined in the Item Master Data window, on the Inventory Data tab. If you do not define a minimum inventory
level for an item, SAP Business One treats the item as if its minimum inventory level were zero. If you do not define a maximum inventory level for an item, SAP
Business One does not validate the maximum level on quantities of goods received.
Select one of the following options:
Without Warning Prevents any notification from SAP Business One.
Warning Only A warning message appears. The user can choose whether to continue (and fall below the minimum level or exceed the maximum level), or to
make the required adjustments first, such as issue/receive only a partial quantity, search for alternative items, and so on.
Block Release An error message appears. The user is prevented from completing the document and falling below the minimum level/exceeding the maximum
level defined for the item.
The selected response is triggered when one of the following occurs:
A delivery is created (also when created from the Pick List window or from the Pick and Pack Manager window)
Either an A/R invoice not based on a delivery is created or when an A/R invoice + payment is created
A goods issue is created
Items are released to a pick list from the Open drawer in the Pick and Pack Manager window
The Released quantity is updated in the Released drawer of the Pick and Pack Manager window
A goods receipt is created
A goods receipt PO is created
An A/P invoice not based on a goods receipt PO is created
Block Negative Inventory

Select to block documents that would cause the level of inventory to fall below zero. Deselect the checkbox to allow negative inventory. If you deselect the checkbox, the
following message appears:
Negative inventory usage is not in accordance with accounting rules. Are you sure you want to enable negative inventory usage?
When you select the Block Negative Inventory By checkbox, you have the following 3 options for defining negative inventory in SAP Business One:
Company
When you specify Block Negative Inventory By Company , SAP Business One blocks an item only when its cumulative inventory quantity across all warehouses
in your company goes below 0.
Example
Item01 has two locations: WH01 and WH02. This also implies that a specific warehouse can have a negative quantity as long as the sum of all warehouses is
positive. For example, you store item 1 in both WH01 and WH02. Now WH01 has 150 in stock, and WH02 has -20 in stock. This situation is allowed as the
cumulative stock quantity is 130, which is positive.
Warehouse
When you specify Block Negative Inventory By Warehouse , SAP Business One blocks an item if its inventory goes below 0 in any warehouse to which it has
been assigned.
Item Setting
When you specify Block Negative Inventory By Item Setting , SAP Business One blocks negative inventory either at company level or for each warehouse,
depending on the status of the Manage Inventory by Warehouse checkbox in the item master data.
On the Inventory Data tab of the Item Master Data window, when you select the Manage Inventory by Warehouse checkbox, SAP Business One blocks
an item if its inventory goes below 0 in any warehouse to which it has been assigned. The scenario is the same as when you specify Block Negative
Inventory By Warehouse .
.
On the Inventory Data tab of the Item Master Data window, when you deselect the Manage Inventory by Warehouse checkbox, SAP Business One
blocks an item only when its cumulative inventory quantity across all warehouses in your company goes below 0. The scenario is the same as when you
specify Block Negative Inventory By Company .
When you deselect the Block Negative Inventory By checkbox, you allow negative inventory in your company. Each item can contain negative inventory at company or
warehouse level. Only the option selected according to the document setting Response to Release/Receipt of Inventory Outside Defined Range applies to the defined
minimum stock level for the item.
Rounding Method
Select whether the amounts and prices that appear in marketing documents should be rounded by currency or by document.
Exchange Rate Base Date (A/P Documents)

Chooses the date on which the system calculates the exchange rate:
Posting Date
Document Date
Display Rounding Remark

Select to determine whether a remark will be displayed in the Remarks field of the sales document when an amount has been rounded. If you select the checkbox, a
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remark in a foreign-currency invoice for a customer is displayed stating that the discount amount is different from the discount percentage due to rounding.
Use Warehouse Address

Select if you want the Ship To address of the purchase document ( Logistics tab) to be the warehouse address. If this checkbox is deselected, the Ship To address
will be the address of the company as defined in
Administration
Company Details
General
tab.
Manage Freight in Documents

Select to add a Freight field in all sales and purchasing documents. This field lets you calculate additional costs connected to a document, such as delivery charges
and deposit tax.
Block Documents with Earlier Posting Date

Select to block the posting process of the documents that creates automatic accounting journal entries (invoice, credit memo, deposit, and payment documents).
Allow Future Posting Date

Select to be able to create documents with future posting dates. Companies can create documents with future posting dates at the company level and then decide
whether to apply this option to all the documents or only to those selected.
Country-Specific Field: Japan and Korea

Rounding Rule for Tax & WTax
Specify the default rounding rule for tax and withholding tax.
Country-Specific Field: India

Allow Negative Tax Amount in Rows
Select to allow negative tax amount in rows.
Country-Specific Field: Italy

Display Warning for Documents Exceeding 1,500 EUR Without CIG and CUP
Select to display a warning when adding documents whose total amount is over 1,500 EUR and for which you have not defined the CIG and CUP codes. It is unselected
by default.
More Information
Document Settings
1.3.6.1.1 Rounding Method

It is common to round amounts and prices in payments and marketing documents. SAP Business One enables you to select a rounding method to be used
when rounding is required.
Note
It is possible to change the rounding method any time during the work in SAP Business One. To do so, choose
Administration
Document Settings
General
tab. In the Rounding method, select either By Currency, or By Document .
By Currency
Select this option if you want to work with rounding account per currency. You have to define the following parameters:
In
Administration
Setup
Financials
Currencies
, determine the required rounding method for each currency, define the display of the decimals
and whether the payments generated with this currency should be rounded.
In
Administration
Setup
Financials
G/L Account Determination
General
tab, define a rounding account. The differences between the
original amount and the rounded amount are displayed in the Rounding field of the marketing document and posted to this account. This is why the total of
credit and debit in the transaction created by the document is different from the document total.
The rounding of the amount appears in the Total field is performed according the definitions made for the currency in all the documents. The difference
between the original amount of the document and the rounded amount is displayed in the Rounding field in the general area of marketing documents. In sales
documents, this field is not editable. However, in purchasing documents, you can edit the amount that appears in this field (before the document is added) by
selecting the Rounding checkbox.
By Document
Select this option, if you want to work without using rounding account and without rounding definitions for each currency. For each sales document, determine
whether it should be rounded. Choose
Administration
Document Settings
Per Document
tab. Choose the required
documents and select the Automatic Rounding for Document .
The differences created as a result of the rounding are displayed in the Discount field of the marketing documents.
To display a rounding remark, choose
Administration
Document Settings
General
tab and select the Display Rounding
Remark . This way, whenever you create a rounded document, an asterisk (*) appears n the Discount field and the remark Discount percentage
deviates from discount total due to rounding appears in the Remarks field of the document.
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More Information
Document Settings
Currencies - Setup Window
1.3.6.2 Document Settings: Per Document Tab

Use this window to define information for the following documents:
Sales and purchasing
Banking and accounting
Goods transfer and production
To determine the settings that apply to a specific document type, click
the relevant fields for the selected document type.
, and in the Document field, choose a document type. SAP Business One displays
Document Settings
Administration
Per Document
Sales Documents Fields - Sales Quotation

Include Tax in Quotation
Select to determine whether to calculate and display tax amount in sales quotation documents.
If you create an order that refers to a quotation, SAP Business One calculates the tax according to the rules defined for the customer and the item.
Allow Copying Closed Quotations to Target Doc.

Define whether sales quotations remain open or closed after you copy them to target documents.
Select to make the sales quotation available for creating repeated target documents. The sales quotation then appears in the list of possible reference documents when
you create a target document. You can repeatedly select the sales quotation and copy it to target documents.
Once you have copied the sales quotation to a higher-level document, it is considered closed. It is then no longer displayed for selection when you create a sales
document with reference. Deselect the checkbox to activate this option.

Lets you create sales quotations with future posting dates. If you have selected it on the Document Settings: General tab, you can select this checkbox.
Sales Documents Fields - Sales Order

Default Days for Order Cancellation
Enter the number of days during which you can cancel the sales order.
Allow Changes to Existing Orders

Lets you define whether changes to existing sales orders are allowed.
If you do not select the checkbox, you will not be able to change a sales order once you create it. You are not able to change the checkbox status once you enter a sales
order in SAP Business One.
Caution
Selection or deselection of this checkbox is irreversible.
Activate Automatic Availability Check

Application automatically checks the available quantities of items included in a sales order before it is added and offers different solutions when the available quantity is
less than the quantity in the sales order.
Sales Order Approved

Lets you enable dragging of sales orders to target documents.
Reopen Doc. by Creating Returns/Goods Returns/Credit Memos Based on It

If you select this checkbox, you can decide whether to reopen a sales or purchasing order when you create a return or goods return document that is based on the sales
or purchasing order, or when you create a credit memo based on an invoice. The application prompts you for a decision every time you create a return, goods return, or
credit memo.
Without User Confirmation

If you select this checkbox, you always reopen a sales or purchasing order when you create a return or goods return document that is based on a sales or purchasing
order.
This field is available only if the checkbox Reopen Doc. by Creating Returns/Goods Returns/Credit Memos Based on It is selected.
Sales Documents Fields - Sales Order, Delivery, Returns, A/R Down Payment, A/R Invoice, A/R Credit Memo
Lets you create sales documents with future posting dates. Checkbox enabled only if you have selected it on the Document Settings: General tab.
Purchasing Documents Fields - Purchase Order

Split PO
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Select to determine whether to split a purchase order that relates to more than one warehouse.
If you select the checkbox, SAP Business One prompts you to create child purchase orders. Confirm the message to create separate child purchase orders for each
warehouse.
Purchase Order Approved

Select to enable dragging of purchase orders to target documents.
Reopen Doc. by Creating Returns/Goods Returns/Credit Memos Based on It

If you select this checkbox, you can decide whether to reopen a sales or purchasing order when you create a return or goods return document that is based on the sales
or purchasing order, or when you create a credit memo based on an invoice. The application prompts you for a decision every time you create a return, goods return, or
credit memo.
Without User Confirmation

If you select this checkbox, you always reopen a sales or purchasing order when you create a return or goods return document that is based on a sales or purchasing
order.
This field is available only if the checkbox Reopen Doc. by Creating Returns/Goods Returns/Credit Memos Based on It is selected.
Purchasing Documents Fields

Lets you create purchasing documents with future posting dates.
This checkbox is enabled only if you have selected it on the Document Settings: General tab.
Banking Fields - Incoming Payment

Split BP/Account in Journal Entry
Select to have one row to appear for each payment method.
According to the default setting, only one row appears for the customer or vendor account in the accounting document for an incoming payment, even when different
payment methods are specified for the payment. Several rows appear for the posting on the offsetting side: one for each payment method.
Maximum No. of Documents in Payment

Enter the value to define how many documents you include in each incoming payment.
Split Credit Voucher

Select to split the credit voucher in the accounting document by date on the customer or vendor side when a credit card payment is received.
Display All Transactions by Default

Select to display all open business partner transactions in the incoming payment.
Banking Fields - Deposit

Split BP/Account in Journal Entry:
Select to indicate the type of deposit for which the accounting document will be split. You can define this setting for cash checks, postdated checks, or credit voucher
documents resulting from credit card payments.
Banking Fields - Outgoing Payment

Select to have one row to appear for each payment method.
According to the default setting, only one row appears in the accounting document for outgoing payment, even when different payment methods are specified for the
payment. Several rows appear for the posting on the offsetting side: one for each payment method.
Maximum No. of Documents in Payment

Specify the maximum number of documents to include in each outgoing payment.
Display All Transactions by Default

Displays all open business partner transactions in the outgoing payment.
Banking Fields - Postdated Deposit

Select to indicate the type of deposit for which the accounting document will be split. You can define this setting for postdated checks or postdated credit vouchers
resulting from credit card payments.
Accounting Fields - Journal Entry

Block Unbalanced FC Journal Entry
Disallows unbalanced foreign currency entries.
Allow Multiple Currency Transactions

Select to permit creation of journal entries that involve more than one currency.
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Block Editing of Totals in System Currency

Prevents document amounts from being edited in the system currency.
Note
Whichever currency you choose for displaying a document local, system, or, when relevant, foreign SAP Business One automatically calculates the amount in
system currency.
If you want to enable system currency editing, do not select this checkbox. SAP Business One will calculate the amounts in the local currency and when relevant
in the foreign currency, and you can access the system currency fields and change their values, if required.
Block Posting Date Editing Per Row

Prevents a different posting date from being entered for individual entry rows.
Note
By default, SAP Business One sets the posting date for the entire accounting document. Leaving the checkbox clear enables you to enter a separate posting date for
each row in the accounting document.
Block Updating of Doc. Date After Posting Per Row

Prevents you from editing the document date in the header and rows of existing journal entries, after the journal entries are added.
Use Automatic Tax

Defines that VAT is calculated automatically according to the default VAT group defined for each account.
Production Fields
Use for Components Transactions
Choose one of the following:
Component WIP Accounts
Uses the component WIP accounts as the WIP accounts for the journal entries of the component transactions between inventory and production.
Parent WIP Accounts
Uses the parent WIP accounts as the WIP accounts for the journal entries of the component transactions between inventory and production. The parent item is
defined in the bill of materials that was selected in the production order.
WIP accounts include both WIP and WIP variance accounts.
Note
When you switch the two options, the application applies the following rules:
If you switch to the Component WIP Accounts option, for the components (child items), the application uses the WIP accounts from the component item
definition; for the parent items, the application uses the WIP accounts from the parent item definition.
If you switch to the Parent Item WIP Accounts option, the application uses the WIP accounts from the parent item definition only.
Posting Schemas for Manufacturing

Appears when you choose a production order document.
Choose one of the following:
Accounting with Balance Sheet Accounts Only
The application uses the WIP accounts and inventory accounts only, while it does not use the offset accounts for the journal entries of Receipt from Production
and Issue for Production .
WIP accounts include both WIP and WIP variance accounts.
Accounting with Balance Sheet Accounts and Profit & Loss Accounts
The application uses the WIP accounts, inventory accounts, WIP offset accounts, and inventory offset accounts for the journal entries of Receipt from Production
and Issue for Production .
For non-inventory items, Expense Clearing Account is not used for production postings.
Pick List Fields

Automatically copy all open rows from the sales order or reserve invoice
Note
This checkbox is not relevant to the Brazil localization.
Copies all open rows from a selected sales order or reserve invoice to a delivery in the pick and pack process.
When you create a delivery in the pick and pack process, all the open items from the selected sales order or reserve invoice are displayed in the delivery, even if you
have not selected all of them. All the unselected items are drawn to the delivery without a quantity.
Example
You do the following:
1. Create a sales order for customer 01 with the following items:
Item A with quantity 10
Item B with quantity 5
2. In the pick and pack manager, select the sales order row with item A and deliver.
As a result, one of the following situations occurs:
If the checkbox is selected, item A and item B appear in the Delivery window as follows:
Item A with a quantity of 10
Item B without a quantity
Before you add the delivery, you can modify the quantity for both.
If the checkbox is not selected, only item A with quantity 10 appears in the Delivery window.
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Country-Specific Field: Portugal

Default Stamp Tax Code
Appears when you choose an incoming payment document.
Choose a stamp code to use as default when creating incoming payments with Bill of Exchange .
Country-Specific Fields: Brazil, China, India, Japan, Korea, Singapore

When duplicated Customer Reference No. occurs, When duplicated Vendor Reference No. occurs
For sales quotation, sales order, delivery, returns, A/R down payment, A/R invoice, A/R credit memo, purchase order, goods receipt, goods returns, A/P down payment,
A/P invoice, A/P credit memo:
When a duplicated Customer/Vendor Reference No. is assigned to the document, SAP Business One does one of the following, according to your setting here, per
documentation.
If you select:
Without Warning , SAP Business One operates without checking and warning
Warning Only , SAP Business One generates a warning message, though you can still operate the document
Block Release , SAP Business One prevents releasing the document
Allow copying Customer Reference No. to Target Doc., Allow copying Vendor Reference No. to Target Doc.
The document Customer/Vendor Reference number can be copied to the target document.
Country-Specific Field: China, Japan, Korea, India and Brazil

Allow Zero Amount Line
Appears when you choose a journal entry.
Produces postings with zero amount.
If you do not want to post accounts that have a zero amount line, do not select this checkbox. SAP Business One removes the line with a zero amount in both the debit
and credit side of an auto journal entry. If every line in an auto journal entry has a zero amount in both the debit and credit side, this journal entry is not created.
Country-Specific Field: Chile, France, Italy, Portugal, and Spain

Deposit: Split BP/Account in Journal Entry in Bill of Exchange Deposit
One row appears per bill of exchange transaction.

Post Negative Exchange Rate Differences as Negatives
Lets you post negative exchange rate differences for total incoming payments with a negative sign, rather than to the opposite G/L account side.
Post Positive Exchange Rate Differences as Negatives

Lets you post positive exchange rate differences for total outgoing payments with a negative sign, rather than to the opposite G/L account side.
Use Shipped Goods Account

Lets you apply default usage of the Shipped Goods account whenever a delivery document is created.
Use Shipped Goods Account in the Delivery window is selected by default, but, if necessary, you can deselect it to create a specific delivery without posting to
the Shipped Goods account.
By default this option is selected for upgraded companies, and deselected when creating a new company.
More Information
Document Settings
1.3.7 Print Preferences

Use this window to define the default settings for document printing in SAP Business One. The window consists of two tabs: General and Per Document .
The General tab lets you define general settings relevant to the printing of all documents.
The Per Document tab lets you make special printing definitions per document type. Select each type individually and make the necessary definitions. Some
fields apply to layouts created with the Crystal Reports software, the version for the SAP Business One application and the Print Layout Designer tool. Some
files apply only to PLD-type layouts.
To access the window, from the SAP Business One Main Menu , choose
Administration
System Initialization Print Preferences
More Information
Printing Documents Automatically
Print Preferences: General Tab
Print Preferences: Per Document Tab
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1.3.7.1 Printing Documents Automatically

You can set SAP Business One in such a way that certain document types, such as orders, are printed automatically when they are created.
Procedure
1. Choose
Administration
Print Preferences
.
The Print Preferences window appears.
2. On the Per Document tab, in the Document dropdown list, select the required document type.
3. Select Print Document .
4. Enter the required number of copies in Copies (Incl. Original).
Note
You can configure additional settings for the document. For more information, see Print Preferences: Per Document Tab.
5. Choose Update and OK .
More Information
Print Preferences
1.3.7.2 Print Preferences: General Tab

Max. Rows per Page
Enter the maximum number of table rows per page. If more than the specified number of table rows has to be printed for a document, the excess rows are automatically
printed on additional pages. The maximum number of table rows per page is usually between 10 and 40, depending on the margins defined for the printer, the page
format and the vertical compression.
Print with Vertical Compression

Specify the vertical compression percentage to be applied to the document. When you specify the value 100, the characters are printed in their original size. When you
specify the value 70, the printed characters will be compressed by 70%. You can also specify values greater than 100. When you specify a vertical compression less
than 100, you can print more rows on each page.
Top Margin (cm), Bottom Margin (cm)

Define the appropriate print margins in centimeters if, for example, you want to print the document on company letterhead.
Max. Rows per Page During Export

Specify the maximum number of table rows per page when exporting the document to Microsoft Word. If more than the specified number of table rows has to be exported,
additional pages are created automatically. The maximum number of table rows per page is dependent on the margins defined for the pages and the page format of the
Microsoft Word template.
Print on Letter Paper

Select this checkbox if you want to print the documents on company letterhead to deactivate your company details in the printout. Documents will be printed without your
company details.
Print SAP Business One Generation Message

If you do not want the printed documents to contain the information that the document was created using SAP Business One, select this checkbox.
When Printing Layout Including SN, Print

The selected serial number will appear in the documents when using the relevant print layout.
More Information
Print Preferences, Transaction Journal Tab: China
1.3.7.3 Print Preferences: Per Document Tab

Use this tab to set the print options for each document type.
Administration
Print Preferences
Per Document
Each document type is configured separately. Some of the fields described here are displayed only when they are appropriate for the selected document type.
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Document
Choose the document type for which you want to configure the print settings.
Print Layout Designer and Crystal Reports Preference

Export to MS word
Select to export to Microsoft Word immediately when the document is created.
Print Document
Select to print immediately when the document is created.
Copies (Incl. Original)

This is displayed if Print Document is selected.
Enter the number of copies of the document to print when it is created. The number includes the original. Therefore, if you want to print the original document and two
copies, enter 3.
Copies for Manual No. Assignment

This is displayed if Print Document is selected.
Enter the number of copies to be printed if the document is created with a manual number assignment. A document with manual number assignment is treated as a copy
in the system, not as an original document.
Permanent Remarks for Printing

Enter text to be printed at the end of each document.
Example
You can use the permanent remarks, for example, to tell your customers about a new phone number, or to announce a new product.
Print Discount Data

Prints the discount information in the document.
Print Vendor Catalog Number Instead of Item Number

Prints the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One.
Print Amounts
Prints total amounts in the document.
To exclude total amounts, deselect the checkbox.
Note
For certain types of documents, such as delivery notes or price quotations, it may be appropriate not to print the total amounts.
When Batch/Serial No. Exist, Print

Select one of the following options to print Batch or Serial Number information in inventory documents.
Document and Batch/Serial No.
Print the document and the Batch or Serial Number information.
Document Only
Print the document with no Batch or Serial Number information .
Batch/Serial No. Only
Print only Batch or Serial Number information.
Print Layout Designer Preferences Only

Print Incoming Payment with Invoice
For Invoices only.
No - no receipt is printed when you print an invoice.
Only When Adding - a receipt is printed whenever a payment is specified in the invoice. The receipt directly confirms the payment.
Always - a receipt is always printed if one exists for the invoice.
Print Incoming Payment & Invoice on One Page

Prints the invoice and the receipt on a single page.
If deselected, the documents are printed separately.

Line Items Number per Page
Specify the number of line items to be printed in one journal entry.
Example
A journal entry contains three line items. When you print the journal entry, five line items are printed in the repetitive area. Three line items are taken from the journal
entry and the remaining two line items are blank.
Another journal entry contains eight line items. When you print the journal entry, two journal entry pages are printed. The first page prints five line items in the
repetitive area; these are line items from the journal entry. The second page prints three line items from the journal entry; the remaining two line items are left blank.
Note
If 0 is used for this field, line items in the journal entry are printed in the repetitive area and no blank lines are printed before the repetitive area footer.
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If 0 is used for this field, line items in the journal entry are printed in the repetitive area and no blank lines are printed before the repetitive area footer.
Country-Specific Information: Hungary

Permanent Remark for Cash Payments
Enter a remark that will be displayed on A/R invoice if this invoice will be paid by cash or credit card (a cash payment).
Permanent Remark for Non-Cash Payments

Enter a remark that will be displayed on A/R invoice if this invoice is paid later on via the Banking Module using a non-cash payment (bank transfer).
Country-Specific Information: Czech Republic, Hungary, Poland, and Slovakia

Print Rows
Specify which information should be printed if changes in the Should Be section of A/R and A/P correction invoices and A/R and A/P correction invoice reversals were
made. Depending on the localization and selected document type, you have the following options:
All Rows Prints all rows
All Modified Rows Prints all rows that were changed either by the user or automatically due to rounding adjustments
Modified Rows Excl. Tax Amount Prints changed rows, excluding those containing changes to tax amounts
More Information
Print Preferences, Transaction Journal Tab: China
1.3.7.3.1 Printing Specific Checks in Canada and U.S.

The following additional check formats are available:
Check-stub-stub: The check is printed on the header of the two stubs.
Stub-check-stub: The check is printed in the middle, between the two stubs.
Stub-stub-check: The check is printed in the footer, following the two stubs.
Procedure
Defining Outgoing Payments to Vendors
1.
2.
3.
4.

Administration
Document Settings
Per Document
tab.
In the Document field, choose Outgoing Payment .
Specify the maximum number of documents in a payment (the maximum number of invoices that can be closed in one outgoing payment to a vendor).
Choose Update to save the setting.
Note
If the number of A/P invoices per vendor is greater than defined, SAP Business One blocks the outgoing payment to that vendor.
Defining Print Settings

2. Do one of the following:
Banking
In the toolbar, click

In the menu bar, choose
Tools
Layout Designer...
Outgoing Payments
Checks for Payment
More Information
Layout Designer
See the how-to guides How to Work with Crystal Reports in SAP Business One and How to Customize Printing Layouts with the Print Layout Designer .
You can download both documents from the documentation area of SAP Business One Customer Portal at
http://service.sap.com/smb/sbocustomer/documentation.
1.3.7.4 Print Preferences, Transaction Journal Tab: China

Use this tab for setting the number of journal entries to print per page.
Administration
Print Preferences
Transaction Journal
Note
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This tab becomes available only when you select Journal Entry in the Document field in
Print Preferences
Per Document
Journal Entry Numbers per Page

Specify a value greater than 0 and less than 4 to indicate the number of journal entry pages to print per page.
The default number is 2. It is used in a transaction journal when you choose to print a journal entry separately.
More Information
1.3.8 Menu Structure

Use this window to create new folders in the SAP Business One Main Menu . In these new folders, you can save reports created with Crystal Reports for
SAP Business One.
System folders cannot be renamed, deleted, or relocated.
Administration
Menu Structure
Menu Structure Fields

Rename
Choose this button to rename a user-defined folder.
New
Creates a new folder under the folder you select.
Note
Empty folders are not displayed in the SAP Business One Main Menu but you can find them in the Report and Layout Manager window. The folders will appear in
the SAP Business One Main Menu when reports are saved into them.
Delete
Choose this button to delete a user-defined folder.
Note
Only empty folders can be deleted.
Relocate
Choose this button to transfer a folder to another file location. You can create a new folder during this process as well.
1.3.9 Defining E-Mail Signatures

In SAP Business One, you can share one generic e-mail signature for all companies or you can define a unique signature for some of them. In some countries
there are legal restrictions regarding unique business information that needs to appear in the signature of all business correspondence. The E-Mail Settings
window provided in SAP Business One enables you to create e-mail signatures that comply with these restrictions.
Note
Only superusers have permission to create or change e-mail settings. For more information, see Defining Authorizations.
Note
It is not possible to create e-mail signatures for individual users in the E-Mail Settings window.
SAP Business One provides two e-mail signature options:
Common
For all company databases on an SAP Business One server installation
Note
If you are running more than one productive company database on one SAP Business One-server, you can share one generic e-mail signature for all
companies or you can define a unique signature for some of them.
Company
For a specific company database
Prerequisites
Both of the following are mandatory prerequisites for configuring the SBO Mailer signature:
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You have installed SAP Business One.

You have started the SBO Mailer component with the SAP Business One Service Manager window on your SAP Business One server.
Note
For more information, see the Administrators Guide provided with SAP Business One.
Procedure
To create or modify a company e-mail signature:
Note
You must have superuser status in order to create new e-mail signatures or modify existing ones in SAP Business One. For more information, see
Defining Authorizations.
1. Log on to SAP Business One, and select the company whose e-mail signature you want to create or modify.
Administration
E-Mail Settings
.
3. In the E-Mail Settings window, you can select one of the following Signature To Be Used radio buttons at this stage or after entering your information
in the relevant tabs that are described in the subsequent steps:
Common
Company
4. Enter your e-mail signature in one or both of the following:
Common E-Mail Signature tab
Select this tab to create or modify an e-mail signature for all the companies that are installed on the server.
Company E-Mail Signature tab
Select this tab to create or modify an e-mail signature for the company you are currently logged on to.
Note
If you select this option, it does not affect the signatures of the other companies. Only the e-mail signature on the Common E-Mail Signature
tab is valid for all companies on the same server.
5. On the tab you have selected in step 4, in the text box, enter an e-mail signature having up to 32,768 characters and spaces. You can use any HTML
tags for formatting the text, except <HTML> and <BODY>.
6. Select one of the following Signature To Be Used radio buttons, if you have not already done so in step
Common
3:
Note
The default e-mail signature setting is Common .
Company
7. Choose the Update button, and then choose the OK button.
More Information
1.3.10 Opening Balances

The functions listed under the Opening Balances menu option enable you to manually create opening balances for G/L accounts, business partners, and
1099 forms and boxes (in the USA only).
The transaction type OB (=Opening Balance) is assigned to the opening balance transactions that are created through these functions.
To open the Opening Balances window, choose
Administration
Opening Balances
More Information
G/L Accounts Opening Balance Window
Business Partners Opening Balance Window
1099 Opening Balance Window
1.3.10.1 G/L Accounts Opening Balance

This function enables you to manually set the opening balances of G/L accounts defined in SAP Business One.
To access the G/L accounts opening balance function, choose
Balance
.
Administration
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G/L Accounts Opening
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More Information
G/L Accounts Opening Balance Selection Criteria
G/L Accounts Opening Balances Window
Setting Opening Balance for G/L Accounts
1.3.10.1.1 Setting Opening Balances for G/L Accounts

During system initialization, the opening balances of G/L Accounts must be updated with legacy data.
To use SAP Business One from the start of the fiscal year, enter the balances from the previous years closing balance sheet. Enter the opening balances for
the balance sheet accounts (assets, liabilities, and equity). The expense and revenue accounts are cleared with the balance sheet when they are created.
If the fiscal year does not start on January 1st, change the date in the G/L Accounts Opening Balance window. If the company's fiscal year starts in the
middle of the year, for example, July 1st, to view the opening balances from January 1st and from the first quarter, April 1st, enter several balances for
different dates on the same accounts. Enter the opening balances of the fiscal year for January 1st, and then, only open the delta for April 1st and July 1st.
To begin using the system during the fiscal year, enter the values from an existing trial balance sheet or interim balance sheet in the system. Create this
trial/interim balance sheet on the day before the first use of SAP Business One. In this case, specify the balances of the expense and revenue accounts.
Procedure
Administration
Opening Balances
G/L Opening Balances
.
The G/L Opening Balances Selection Criteria window appears.
2. Set the required G/L account range, and then, choose OK .
The G/L Opening Balance window appears.
3. If the fiscal year does not start on January 1st, change the Date value to the required date.
Enter offsetting G/L account in the window header, and specify the relevant details.
4. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency.
If the system currency is different from the local currency, the system automatically calculates the opening balances in the system currency and
displays the values in column OB (SC) .
5. Enter the opening balance in the foreign currency.
If a foreign currency has been defined for an account, the OB (FC) field is also active. The system then automatically calculates the amounts in the
local and system currencies, using the valid exchange rate on the value date. Overwrite the calculated values if necessary.
6. If the balance is in debit, insert a plus sign or no sign in front of the value. If the balance is in credit, insert a minus sign in front of the value.
7. Choose Add when all the opening balances have been updated.
An opening balance for a multi-currency account can be entered only in local currency.
Result
SAP Business One creates the opening balance transactions for the accounts updated in the G/L Accounts Opening Balances window. The original type
assigned to these transactions is OB .
1.3.10.1.1.1 G/L Accounts Opening Balance - Selection Criteria

Use this window to specify selection criteria for a range of G/L accounts displaying their opening balances.
Administration
Opening Balances
G/L Accounts Opening Balance
After defining the required information, you can view the result in the G/L Accounts Opening Balance window.
G/L Accounts Opening Balance Selection Criteria

G/L Account From... To...
Define a range of G/L accounts for which you want to set the opening balances.
Account Group Name

This section represents the drawers of the accounts in the chart of accounts. Select a drawer to set the opening balance to the accounts that are included in that drawer.
1.3.10.1.1.2 G/L Accounts Opening Balance Window

This window displays the opening balances of a range of G/L accounts, according to selected criteria.
Administration
Opening Balances
G/L Accounts Opening Balance
G/L Accounts Opening Balance Window

Opening Balance Account
Enter the offsetting account for the opening balance transactions.
Date
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Enter the posting date relevant to the opening balance. The beginning of the year is displayed by default, but can be overwritten.
Ref. 1, Ref. 2
Enter one or two references to be assigned to the opening balance transactions.
Details
Enter relevant remarks to be entered by SAP Business One to the opening balance transactions
Due Date
Enter the due date relevant to the opening balance transaction. The beginning of the year is displayed by default, but can be overwritten.
G/L Account, Name, Balance (LC), Balance (FC) and Balance (SC)
Display the numbers and names of the selected G/L accounts. The table also displays the balance of an account in the local, foreign, and system currency. These fields
are maintained automatically.
OB (LC), OB (FC), and OB (SC)

Enter the opening balances for each account in the respective currencies.
Add
Lets you record the opening balance transactions to the database.
More Information
Setting Opening Balances for G/L Accounts
1.3.10.2 Business Partners Opening Balance

During system initialization, the opening balances for business partner accounts must be updated with legacy data. This function enables you to manually set
the opening balances for business partners defined in SAP Business One.
To set opening balances for business partners, choose
Balance
.
Administration
Opening Balances
Business Partners Opening
More Information
Business Partners Opening Balance Selection Criteria
Setting Opening Balances for Business Partners
1.3.10.2.1 Setting Opening Balances for Business Partners

During System Initialization, the opening balances for Business Partner Accounts must be updated with legacy data.
Since the opening balance usually includes several invoices, specify the payment amount as a partial payment of this position. Note that opening balances are
not included in the dunning.
The opening balance in the system currency is determined automatically by the system on the basis of the national currency.
If the master records of the Business Partners are entered in the system with a foreign currency, the opening balance can also be specified in this foreign
currency. The OB (FC) column is only ever active in this instance.
Enter the value without a plus sign if the balance is in credit. If the balance is in debit, insert a minus sign in front of the value. Note that this setting is also
dependent upon the option chosen in Display Credit Balance with Negative Sign in
Administration
Company Details
.
If the opening balance is specified in the foreign currency, the system calculates the opening balance in the national currency on the basis of the exchange
rate that applies on the reference date, and displays this in the OB (LC) column. This value can be altered manually.
Procedure
Administration
Opening Balances
Business Partners Opening
Balance
.
The Business Partners Opening Balance Selection Criteria window appears.
2. Set the required business partner range, and choose OK . The Business Partners Opening Balance window appears.
3. Specify the offsetting account for the business partner opening balance postings, and enter all the other required details in the window header.
4. Enter opening balances in the local currency in column OB (LC) only if data is to be entered in the local currency.
If the system currency is different from the local currency, the system automatically calculates the opening balances in the system currency and
displays the values in column OB (SC).
5. Enter the opening balance in the foreign currency, if required.
If a foreign currency has been defined for a business partner, the OB (FC) field is active. SAP Business One automatically calculates the amounts in
the local and system currencies, using the valid exchange rate on the value date. Overwrite the calculated values if necessary.
6. Choose Add to create the opening balance transactions.
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Result
SAP Business One creates the opening balance transactions for the business partners updated in the Business Partners Opening Balances window. The
original type assigned to these transactions is OB .
More Information
Business Partners Opening Balance
1.3.10.2.1.1 Business Partners Opening Balance - Selection

Criteria
Use this window to specify selection criteria for the Business Partners Opening Balance report.
Administration
Opening Balances
Business Partners Opening Balance
After defining the report, you can view it in the Business Partners Opening Balance window.
Business Partners Opening Balance Selection Criteria

Code From... To...
Define a range of business partners for which you want to create opening balance transactions.
Customer Group
From the dropdown list, specify the group for whose customers you want to create opening balance transactions. To include all customers in the selection criteria, select
All .
Vendor Group
From the dropdown list, select the group for whose vendors you want to create opening balance transactions. To include all vendors in the selection criteria, select All .
Properties
Lets you open the Properties window, in which you can specify business partner properties as selection criteria.
Select All
Lets you include all business partners in the selection criteria.
1.3.10.2.1.2 Business Partners Opening Balance Window

This window displays the Business Partners Opening Balance report, according to selected criteria.

Opening Balance Account
Enter the offsetting account for the opening balance transactions.
Date
Enter the posting date relevant to the opening balance. The beginning of the year is displayed by default, but can be overwritten.
Ref 1, Ref 2
Enter one or two references to be assigned to the opening balance transactions.
Details
Enter any relevant remarks to be added by SAP Business One to the opening balance transactions. By default, SAP Business One assigns the following text: Business
Partners Opening Balance.
Due Date
Enter the due date relevant to the opening balance transactions. The beginning of the year is displayed by default, but can be overwritten.
Name, Code, Balance (LC), Balance (FC), Balance (SC)

Display the numbers and names of the selected business partners. The table also displays the balance of a business partner in the local currency, foreign currency, and
system currency. These fields are maintained automatically.
OB (LC), OB (FC), OB (SC)

Enter the opening balances for each business partner in the respective currency.
Add
Choose this button to record the opening balance transactions to the database.
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1.3.10.3 1099 Opening Balance: USA

Use this function to manually set opening balances for 1099 boxes and 1099 forms by vendor.
To access the correct interface, choose
Administration
Opening Balances
1099 Opening Balance
More Information
1099 Opening Balance Selection Criteria
Opening Balance Window
1.3.10.3.1 1099 Opening Balance - Selection Criteria

Use this window to specify selection criteria for the 1099 Opening Balance Selection Criteria report.
Administration
Opening Balances
1099 Opening Balance
After defining the report, you can view it in the 1099 Opening Balance window.
1099 Opening Balance Selection Criteria

Vendor From... To...
Specify a range of vendors for which you want to set 1099 opening balances.
Vendor Group
To post 1099 opening balance transactions for vendors related to a specific group only, from the dropdown list select the vendor group. To include all vendors in the
selection criteria, select All .
Properties
Opens the Properties window in which you can use business partner properties as a selection criteria.
Choose All
Lets you include all business partners in the selection criteria.
More Information
1099 Opening Balance: USA
1.3.10.3.2 1099 Opening Balance Window

Use this window to display the 1099 Opening Balance report, based on selected criteria.
1099 Opening Balance Window

Vendor Code
Displays the code of the vendor, and provides a link to the respective master data record.
Vendor Name
Displays the name of the vendor.
Posting Date
Specify the posting date for the opening balance transaction.
1099 Form
From the dropdown list, select the 1099 form for which you want to set the opening balance.
1099 Box
From the dropdown list, select the 1099 box for which you want to set the opening balance. The available options are the boxes defined for the selected 1099 form.
Amount
Specify the amount of the 1099 opening balance for the vendor displayed in that row.
Caution
The Amount column must not be empty or contain a value of 0.
Submitted
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If selected, the 1099 opening balance has been submitted.
More Information
1099 Opening Balance: USA
1.3.11 Express Configuration

To prepare SAP Business One for use at a company, various settings in areas such as accounting, inventory, business partners, sales, or purchasing must
be made. Express configuration assists you in configuring company databases by providing a wizard that guides you through the essential settings area by
area. In addition, express configuration lets you compare configuration settings that were saved previously so that you can detect changes to the configuration
that may cause errors in the application.
Express configuration allows you to do the following:
Create a new company database using the express configuration wizard
Configure an existing company database using the express configuration wizard
Save configuration settings
Compare configuration settings
Display and print configuration reports
More Information
Configuring Companies Using Express Configuration
Express Configuration: Creating a New Company
Express Configuration: Step 1 - Company Details
Express Configuration: Step 2 - Defining Currencies and Exchange
Express Configuration: Step 2 - Defining the Chart of Accounts
Express Configuration: Step 2 - Defining the Inventory System
Express Configuration: Step 2 - Determining G/L Accounts and Taxes
Express Configuration: Step 3 - Banking
Express Configuration: Step 4 - Business Partners
Express Configuration: Step 5 - Inventory
Express Configuration: Step 6 - Sales and Purchasing
Express Configuration: Step 7 - Users
Managing Company Configurations
1.3.11.1 Configuring Companies Using Express Configuration

Procedure
Creating a New Company Using the Express Configuration Wizard
1. Log on to SAP Business One and choose the Change Company button.
2. In the Choose Company window, from the New dropdown list, choose New Using Wizard .
3. In the Site User window, specify the site user ID and password.
The Express Configuration Wizard appears.
4. In the Welcome window, choose Next .
5. In the Creating a New Company window, make the required settings and choose Next . For more information, see Express Configuration: Creating a
New Company
SAP Business One creates a new company with the company details you specified.
6. When prompted, enter a password for the new company.
7. In the SAP Business One End-User License Agreement window, specify the relevant data and choose I Accept .
The express configuration wizard appears. You can continue configuring the company database by going through the wizard step-by-step, as described
starting with step 2 of the section Configuring an Existing Company Using the Express Configuration Wizard below.
Configuring an Existing Company Using the Express Configuration Wizard

Administration
Wizard
.
The Express Configuration Wizard appears.
2. In the Welcome window, choose Next .
3. Make the required settings in the steps below.
1. Express Configuration: Step 1 - Company Details
2. Express Configuration: Step 2 - Defining Currencies and Exchange Rate Postings
3. Express Configuration: Step 2 - Defining the Chart of Accounts
4. Express Configuration: Step 2 - Determining G/L Accounts and Tax
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5. Express Configuration: Step 2 - Defining the Inventory System

6. Express Configuration: Step 3 - Banking
7. Express Configuration: Step 4 - Business Partners
8. Express Configuration: Step 5 - Inventory
9. Express Configuration: Step 6 - Sales and Purchasing
10. Express Configuration: Step 6 - Sales and Purchasing
11. Express Configuration: Step 7 - Users
4. To finalize the configuration, choose Finish .
All settings are saved and can be displayed in the configuration report. To open the report, click the hyperlink in the final step of the wizard.
More Information
1.3.11.1.1 Express Configuration: Creating a New Company

Use this window to specify some basic information when creating a new company using the express configuration wizard.
Trial Version
Select this checkbox to indicate that the new company is available for limited use, for 31 days only. This checkbox is enabled only if the license file is not yet installed. For
more information, contact your partner, or check the SAP Business One License Guide available on the SAP Business One DVD.
Company Name
Database Name
Specify a new name for the company database.
Copy User-Defined Fields and Tables

This field appears only if you have logged on to a company database in SAP Business One and then started creating a new company using the express configuration
wizard by choosing
Administration
Choose Company
New with Wizard
.
Copies user-defined fields and tables from the database to which you logged on, to the new database.
Copy User-Defined Objects

This field appears only if you have logged on to a company database in SAP Business One and then started creating a new company using the express configuration
wizard by choosing
Administration
Choose Company
New with Wizard
.
Copies user-defined objects from the database to which you logged on, to the new database.
License
Displays by default the license currently assigned to the company from which you opened the Create New Company window. The license information indicates
whether this is a country-specific or global license. Choose a license to assign to the new company.
If only one license exists, this field is in read-only mode.
If the license file is not yet installed, the text Trial Version is displayed. For more information, contact your partner or check the SAP Business One License Guide .
Local Settings
From the dropdown box, select the required country.
Your selection determines accounting-related parameters such as: tax definitions, tax reports, available chart of accounts templates, and availability of country-specific
features.
The localizations available in this field depend on the type of SAP Business One license your company owns. If the license is country-specific, this country is displayed
by default in the field and cannot be changed. If your company owns a global license, you can assign the local settings of any of the countries listed. For more information
about license types, contact your partner or check the SAP Business One License Guide provided with SAP Business One DVD.
Note
When creating a new company through the year transfer process, this field is disabled and displays, by default, the local settings defined for the source company.
Chart of Accounts
From the drop-down box, select the required chart of accounts template.
The available options are derived from the country selected in the Local Settings field. These options represent common chart of accounts structures in the selected
country.
Note
The default value in this field is User-Defined. If you keep this value, the chart of accounts in the new company will be empty, and you will have to build it on your
own.
If you choose an option other than User-Defined, the chart of accounts in the new company is created accordingly, but is adjustable.
If the company is created through the year transfer process, this field is disabled and displays, by default, the chart of accounts defined for the source company.
Base Language
From the dropdown list, select the language you want as the default language of the user interface, and the one in which default values, such as document series,
payment terms, and property descriptions, will be displayed.
The default value of this field is derived from the country selected in the Local Settings field.
If the company is created through the year transfer process, this field is disabled and displays, by default, the base language defined for the source company.
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Specify the posting periods for the new company. For more information, see the Posting Period Window topic in the online help.
More Information
Express Configuration: Step 1 - Company Details
1.3.11.1.2 Express Configuration: Step 1 - Company Details

Use this window to set initial parameters for the company.
Note
The settings displayed in this window depend on the localization of the SAP Business One application that you are using. Not all settings are relevant for
all localizations.
Company Name
Address fields
Specify the company's address information as it should be displayed on all documents printed with SAP Business One.
Note
In Japan, the Zip Code comprises eight characters: seven digits and a hyphen as the fourth character, for example, 123-4567.
In Brazil, the Zip Code comprises eight digits, with a hyphen separating digits 5 and 6, for example, 12345-678.
Internet Address
Specify the company's Web site address.
Printing Header
Enter the companys name, as it should be displayed on all documents printed with SAP Business One.
Active Manager
This employee is displayed in the Active Manager field in printed documents. You can enter up to 100 characters in this field.
Alias Name
Specify the alias name of the company.
Japan: enter the KATAKANA name of the company.
Other countries: enter additional information, if applicable.
Telephone 1, Telephone 2, Fax, E-Mail

Enter the active managers phone numbers, fax, and E-mail address.
Tax Office
Enter the name of the tax office responsible for your advance return for tax on sales/purchases here.
Federal Tax ID 1
Enter your tax number for the tax on sales/purchases.
More Information
Express Configuration: Step 2 - Defining Currencies and Exchange
1.3.11.1.3 Express Configuration: Step 2 - Defining Currencies

and Exchange Rate Postings
Use this window to define currency-related information.
Note
all localizations.
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Local Currency
System Currency

Exchange Rate Posting

Determines the display of exchange rates in SAP Business One. The exchange rate values are always saved in the system according to the direct rate. The indirect rate
is for display use only.
This setting affects the calculation that you use to enter the exchange rates in the Exchange Rates and Indexes window.
Select Direct to display the exchange rate according to the local currency (that is, the local currency price of one unit of a foreign currency).
Select Indirect to display the exchange rate according to the foreign currency (that is, the foreign currency price of one unit of a local currency).
Note
This setting is updated per company, for all users, after the next logon, but cannot be changed after transactions are recorded in the company.
Example
The local currency is the US dollar and the foreign currency is the Canadian dollar. Today's rates are USD 1 = CAD 2.
If you chose the Direct option, then on the Exchange Rates tab of the Exchange Rates and Indexes window, you would enter 0.5 as today's rate for the
Canadian dollar rate.
If you chose Indirect , to indicate how many Canadian dollars are in one US dollar, you would enter 2 as today's rate for the Canadian dollar rate.


Note
More Information
Express Configuration: Step 2 - Defining the Chart of Accounts
1.3.11.1.4 Express Configuration: Step 2 - Defining the Chart of

Accounts
Use this window to define the chart of accounts.
Note
all localizations.
complex procedure.

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Posting Periods
Specify the posting periods for your company. For more information, see the Posting Periods Window topic in the online help.
More Information
Express Configuration: Step 2 - Determining G/L Accounts and Tax
Posting Periods Window
1.3.11.1.5 Express Configuration: Step 2 - Determining G/L

Accounts and Taxes
In this step, you can make the following settings:
Account Segmentation (only if the Use Segmentation Accounts checkbox has been selected in the Express Configuration: Step 2 Defining the Chart
of Accounts window)
For more information, see Account Segmentation
Account Code Generator (only if the Use Segmentation Accounts checkbox has been selected in the Express Configuration: Step 2 Defining the
Chart of Accounts window)
For more information, see Account Code Generator Window.
Chart of Accounts
For more information, see Chart of Accounts Window.
G/L Account Determination
For more information, see G/L Account Determination
Sales Tax Jurisdiction Types
For more information, see Sales Tax Jurisdiction Types - Setup: Canada & USA.
Sales Tax Jurisdictions
For more information, see Sales Tax Jurisdictions.
Sales Tax Codes
For more information, see Sales Tax Codes - Setup Window.
Tax Categories
For more information, see Tax Categories Setup.
Tax Types
For more information, see Define Tax Types.
Tax Groups
For more information, see Tax Groups - Setup Window.
Tax Declaration Boxes
For more information, see Tax Declaration Boxes - Setup Window.
Withholding Tax
For more information, see Withholding Tax Codes.
Note
all localizations.
More Information
Express Configuration: Step 2 - Defining the Inventory System
1.3.11.1.6 Express Configuration: Step 2 - Defining the Inventory

System
Use this window to make settings related to the inventory system.
Note
all localizations.
Note
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Inventory
Item Master Data
Inventory Data
tab).
Note

Note

modified.
Note

Warehouses
Define the warehouses for the company. For more information, see the Warehouses Setup Window topic in the online help.
Default Warehouse
Choose a default warehouse for new item records.
Set G/L Accounts by

Choose one of the following to define whether you relate G/L accounts to items by:
Warehouse
Item Group
Item Level
Auto. Add All Warehouses to New Items

Select if you want to add all warehouses each time you create a new item, or to automatically add a new warehouse to existing items.
Manage Inventory by Warehouse

Defines the calculation method for the inventory level requirements. You can define the minimum, maximum, and required quantities for an item on company level or
warehouse level.
If you select the checkbox, the system checks the warehouse inventory level in the warehouse that was selected for the item when the sales document was entered. If a
transaction causes the inventory level in that warehouse to fall below the defined inventory level, a warning message appears even if the total available inventory of the
item is greater than the minimum warehouse quantity.
If you do not select this checkbox, the application checks the company inventory level values and checks the total available inventory in all warehouses where this item is
stored.
When you select this checkbox, on the Inventory Data tab, the following three columns appear in the table, and you can define the inventory level values for each
warehouse respectively:
Min. Inventory Quantity
Req. Inventory Quantity
Max. Inventory Quantity
When you deselect this checkbox, on the Inventory Data tab, the following three fields become editable, and you can define the inventory level values for all
warehouses in this company jointly.
Required
Minimum
Maximum
More Information
Express Configuration: Step 3 - Banking
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Warehouses Setup Window
1.3.11.1.7 Express Configuration: Step 3 - Banking

Use this window to define the following:
Banks
To specify the banks with which your company works, for example, their names and BIC codes, choose the
Setup topic in the online help.
( Browse ) button. For more information, see the Banks
House Bank Accounts

To define more than one branch or account for the bank in SAP Business One, choose the
Setup topic in the online help.
( Browse ) button. For more information, see the House Bank Accounts
House Bank
More Information
Express Configuration: Step 4 - Business Partners
1.3.11.1.8 Express Configuration: Step 4 - Business Partners

Use this window to make initial settings for business partners.
Default Payment Term for Customer
Click and select the default payment term to be assigned to new customers.
Your selection is assigned to all future new customer master records; however, it does not override the payment terms already assigned to existing customers. This
Default Payment Term for Vendor

Click and select the default payment term to be assigned to new vendors.
The default payment terms are assigned to every new vendor master record that is created in the future; however, they will not override the payment terms already
assigned to existing vendors. When modified, this setting is updated per company, for all users.
Default Payment Method for Customer

Click and choose a default payment method for new customers.
Your selection is marked as default in every future new customer master record; however, it does not override the payment method already marked as default for
existing customers.
Default Payment Method for Vendor

Click and select a default payment method for new vendors.
Your selection is marked as default in every future new vendor master record; however, it does not override the payment method already marked as default for existing
vendors.
Default Dunning Term for Customer

Specify the default dunning term to be assigned to new customers.
Customer Groups
For more information, see the Defining Customer and Vendor Groups topic in the online help.
Vendor Groups
For more information, see the Defining Customer and Vendor Groups topic in the online help.
More Information
Express Configuration: Step 5 - Inventory
Defining Customer and Vendor Groups
1.3.11.1.9 Express Configuration: Step 5 - Inventory

In this window, you can make the following settings:
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In this window, you can make the following settings:

Item Groups
For more information, see Item Groups Setup.
Inventory Cycles
For more information, see Inventory Cycles Setup.
Price Lists
For more information, see Price Lists Window.
More Information
1.3.11.1.10 Express Configuration: Step 6 - Defining Document

Settings and Decimal Places
Use this window to make settings that affect the creation of sales and purchasing documents.
Document Settings
To define default settings for various sales and purchasing document types, choose the
( Browse ) button.
For more information, see the Document Settings: Per Document Tab and Document Settings: General Tab topics in the online help.

Note
Manage Freight in Documents

Select to add a Freight field in all sales and purchasing documents. This field lets you calculate additional costs connected to a document, such as delivery charges
and deposit tax.
Decimal Places (0...6)

Define the number of decimal places displayed for amounts, prices, exchange rates, quantities, percentages, units, and calculated values in queries.
For all of the decimal settings, except for calculated values in queries, the following applies:
If no journal entry has been posted, you can increase or decrease the number of decimal places.
After a journal entry has been posted, you can only increase the number of decimal places, up to 6 digits. This change is irreversible. Decreasing the number of
decimal places after a journal entry has been posted is impossible.
Note
The decimal places definition affects the calculations in SAP Business One, and the values that are saved in the database. For example, if you choose 2 decimal
places for amounts and you work with 6 decimal places for very small prices and quantities, totals might be not accurate.
More Information
Express Configuration: Step 6 - Defining Document Numbering, Gross Profit, and Other Settings
1.3.11.1.11 Express Configuration: Step 6 - Defining Document

Numbering, Gross Profit, and Other Settings
Use this window to make settings that affect the creation of sales and purchasing documents.
Document Numbering
This field appears only if you have not selected the Permit More Than One Document Type per Series option in the previous window.
Define the document numbering. For more information, see the Document Numbering - Setup window in the online help.
Relate Series to Document

This field appears only if you have selected the Permit More Than One Document Type per Series option in the previous window.
To associate a numbering series to a document type, choose the
( Browse ) button.
Numbering Series
This field appears only if you have selected the Permit More Than One Document Type per Series option in the previous window.
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Calculate Gross Profit

Select the Calculate Gross Profit checkbox to activate gross profit calculation in sales documents of both item and service types.
Base Price Origin

Appears only when the Calculate Gross Profit checkbox is selected.
Select from the list menu the origin for the base price to be used by SAP Business One for calculating gross profit in sales documents of item type:
Price Lists select one of the price lists defined in SAP Business One. The item prices defined in the selected price list are considered as base prices when the
gross profit is calculated.
Last Purchase Price select this option to have the gross profit calculated based on the item price the last time the item was purchased. If the purchasing price of
an item changes from time to time, the gross profit calculation considers it.
Last Evaluated Price select this option to calculate the gross profit based on the price calculated the last time the Inventory Valuation Simulation Report was
generated.
Note
In companies that do not manage a perpetual inventory system, the gross profit is based on the price calculated the last time the Inventory Valuation Report
was generated.
Item Cost select this option to calculate the gross profit based on the item cost calculated in
vary from time to time, depending on the valuation method defined for the item.
Item Master Data
Inventory Data
tab. The item cost may
Default Gross Profit % for Service Documents

This field appears only when the Calculate Gross Price checkbox is selected.
Enter the gross profit percentage rate to be used by default for calculating gross profit in sales documents of service type.
Calculate % Gross Profit as:

This field appears only when the Calculate Gross Profit checkbox is selected.
Define whether to calculate the gross profit percentage as the base price or the sales price.
Example
You have an item with a base price of $30 and a sales price of $40.
Calculated according to the base price, the gross profit would be:
gross profit/base price x 100 = (40-30)/30 x 100 = 33%
Calculated according to the sales price, the gross profit would be:
gross profit/sales price x 100 = (40-30)/40 x 100 = 25%
Landed Costs
To define landed costs that you can attribute to imported goods, choose the
online help.
( Browse ) button. For more information, see the Landed Costs - Setup topic in the
Sales Stages
For more information, see the Defining Sales Stages topic in the online help.
More Information
Express Configuration: Step 7 - Users
Landed Costs Setup
Defining Sales Stages
1.3.11.1.12 Express Configuration: Step 7 - Users

In this step, you can make the following settings:
Users
For more information, see Defining Users.
License Administration
For more information, see License Administration Window.
For more information, see Authorizations Window.
Sales Employees/Buyers
For more information, see Sales Employees/Buyers Setup.
Employee Master Data
For more information, see Employee Master Data.
More Information
1.3.11.2 Managing Company Configurations

With the express configuration feature, you can save the current company database configuration, compare the configuration with a former configuration, or
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compare two existing configurations.

You can generate different reports that show the details of the current configuration and existing configurations or comparisons thereof. The comparisons can
help you in detecting changes to the configuration that may have caused errors in the operation of SAP Business One.
Procedure
Saving Configuration Settings
Administration
.
The Configuration Management window appears.
2. On the General tab, choose Save .
3. In the Specifying Configuration Name window, enter a name for the configuration and choose OK .
The configuration settings are saved.
Configuration Management
Renaming Saved Configuration Settings

Administration
.
2. On the Saved Configurations tab, right-click the name of a saved configuration and choose Rename .
3. In the Specifying Configuration Name window, enter a new name for the configuration and choose OK .
The configuration settings are saved under a new name.
Displaying the Current Configuration Settings in a Report

Administration
.
2. On the General tab, choose View Report .
The Current Configuration Report appears and shows the details of the current configuration.

Administration
.
2. On the Saved Configurations tab, click the name of the configuration that you want to display in a report.
The Saved Configuration Report appears and shows the details of the configuration.
Displaying Existing Configuration Settings in a Report
Comparing the Current Configuration Settings with Previous Settings

Administration
.
2. On the Saved Configurations tab, select the configuration that you want to compare the current configuration with.
3. Choose Compare with Current Configuration .
The Configuration Comparison Report appears and shows the details of the current configuration compared with the previous configuration.
Comparing Two Previous Configuration Settings

Administration
.
2. On the Saved Configurations tab, select the configurations that you want to compare.
3. Choose Compare Selected Configurations .
The Configuration Comparison Report appears and shows the details of the two compared configurations.
Determining Default Print Layouts for Configuration Reports

.
2. Go to the Saved Configurations tab.
Administration
3. In the toolbar, choose

4. Choose the report type you want to display.
5. In the Layout and Sequence window, select the layout for the document type, choose the Set as Default button, and choose OK .
Creating User-Defined Print Layouts for Configuration Reports

You can customize the print layouts for configuration reports according to your business needs. For more information, see the document How to Work with
Crystal Reports in SAP Business One on SAP Service Marketplace.
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More Information
1.4 Setup
The Setup section, an extensive part of the Administration module, is used for defining settings and defaults for fields that are used throughout SAP
Business One. Although certain settings can be modified later, most of these definitions must be entered during system initialization. For example, before you
can use banking functions, you must define basic banking data; and before you can assign authorizations, you must define your users.
More Information
General
Financials
Sales Opportunities
Purchasing
Business Partners
Banking
Inventory
Service
1.4.1 General
You make general settings under
Administration
Setup
General
More Information
Password Administration
Users - Setup
Sales Employees/Buyers - Setup
Territories - Setup
Commission Groups - Setup
Predefined Text - Setup
Freight - Setup
1.4.1.1 Defining Users

Procedure
Note
In the Employee Master Data window, when defining a new employee, you can choose to add a new user with fields User Code , User Name ,
Employee , E-Mail , Mobile Phone , Fax , Branch , and Department filled with corresponding values from the employee master data.
For an existing employee, in the User Code field, when choosing the Define New option to define a new user to link to, you can choose to fill the abovementioned fields as well.
1. To display the Users - Setup window, choose
Administration
Setup
General
Users
.
2. Enter the required user-specific data (see Users - Setup). If the user is to have superuser permissions, select the Superuser option.
Note
You cannot modify authorizations for superusers; select this option carefully. See Authorizations.
3. As required, specify the user's defaults. For more information, see User Defaults Window.
4. If required, define an initial password for the user.
5. To save the user information, choose Add .
More Information
Defining User Defaults
Copying Form Settings from One User to Another
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Employee Master Data: General Area
1.4.1.1.1 Users - Setup Window

Use this window to define users in SAP Business One. To open the window, from the SAP Business One Main Menu , choose
General
Users
.
Administration
Setup
Users Setup Window Fields

Superuser
Select this option to specify the user as a superuser.
A superuser:
Can access all windows and perform all functions in SAP Business One
Can limit the authorizations of users that are not superusers
User Code
Specify a unique code of up to 8 characters with which the user logs on to SAP Business One.
The code is case sensitive and, once saved, cannot be changed.
Note
The code must not contain an asterisk (*).
User Name
Specify a user name of up to 155 characters. The name appears at the top of the main menu and is editable.
Employee
Specify an employee who is not yet linked to any user. SAP Business One automatically creates a counter link for the corresponding employee. You can choose to
update fields E-Mail , Mobile Phone , Fax , Branch , and Department with values from the employee master data.
Note
In the Employee Master Data window, when linking an employee to a user or updating the above-mentioned fields for an employee who is already linked to a user,
you can also choose to update these fields in the corresponding user setup window.
E-Mail, Mobile Phone, Fax

Enter the users E-mail address, mobile phone number, and fax number.
The system uses this information to send E-mails and text messages (SMS) to the user.
Note
SMS functionality is available only in certain localizations.
Defaults
Define default parameters, for example, address or printing information, for individual users or groups of users, such as the employees in a department.
Branch, Department
Specify a users branch and department.
Password
If required, specify a password for the user. Regardless of whether a password has been defined, at the next logon, the user will be asked to change it.
Password Never Expires

The user password does not expire, regardless of the password policy defined for the company. The user will never be requested to modify their password.
Locked
Prevents this user from logging on to SAP Business One. By default, this option is deselected, but if the user fails to log on the number of times defined in
Administration
Setup
General
Authentications Before User Account is Locked
, the user is locked automatically by SAP
Business One and this option is selected.
Note
Only a superuser can unlock locked users.
Copy Form Settings

Enables you to copy form settings from one user to another. The Form Settings option lets you display or hide frequently used fields, rows, and other options for an
active window. You can also arrange the table or row format in each window, add more details, and restore default settings.
Copying form settings may help reduce implementation effort when you set up a group of users in the application or save time when you have to add or remove columns
for a group of users, for example.
More Information
Defining Users
Departments - Setup
Branches - Setup
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1.4.1.1.1.1 Departments - Setup

Use this window to define different departments within the organization.
More Information
Users - Setup
1.4.1.1.1.2 Branches - Setup Window

Use this window to define different branches of the company.
Define New .
Administration
Setup
Users
. In the Users - Setup window, from the drop-down box of the Branch field, choose
Branch - Setup Fields

Name
Enter a name for the branch.
Description
Enter a description for the branch.
More Information
Employee Master Data
1.4.1.1.2 Changing a Password

Procedure
1.
2.
3.
4.
5.
Choose
Administration
Setup
General
Change Password
.
In the Old Password field, enter the current password.
In the New Password field, enter a password that complies with the company's security settings. This field gives you a relevant password sample.
In the Confirm field, enter the new password.
Choose OK .
1.4.1.1.3 Copying Form Settings from One User to Another

Form settings let you display or hide frequently used fields, rows, and other options for an active window. You can also arrange the table or row format in each
window, add more details, and restore default settings. The Form Settings option is available for the Main Menu , Setup , and List of... windows, sales and
purchasing documents, incoming and outgoing payments, and reports.
You can copy the table format settings of one user and apply them to other users. This helps you save time when adding new users or changing the table
columns to be displayed for a group of users.
Prerequisites
You have write authorization for the Users Setup window.
All other users are logged off from SAP Business One.
All SAP add-ons to SAP Business One, including ISV add-ons, are disconnected.
All other SAP Business One related tools (for example, EarlyWatch Alert, database administrator connected to SAP Business One via server
management tools) are disconnected.
Procedure
Administration
Setup
General
The Users Setup window appears.
2. Find the user whose form settings you want to copy.
3. Choose the Copy Form Settings button.
The Copy Form Settings to Users window appears.
4. Select the user or users to whom you want to apply the original user's form settings.
In this window, you can search for users and sort users by name, code, or department.
5. To apply the form settings, choose the Copy button.
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Result
The table format settings of the original user are copied to the selected user or users. This applies to documents, payments, and List of... windows, among
others.
More Information
Defining Users
1.4.1.2 Defining User Defaults

Prerequisites
To add new user defaults, or update existing user defaults, you must have logged on as a super user.
To update a certain user default, you must have logged on as the user that has been assigned to the user default.
Procedure
1. To maintain the default parameters for a user, choose
Administration
Setup
General
User Defaults
Note
You can also display this window by:
Choosing
Administration
Setup
General
Users
.
Place the cursor on the Defaults field for a user and press the Tab key.
The List of User Defaults window appears, in which you can select a set of previously defined defaults or create a new one.
2. To create a new set of default parameters, choose New .
The User Defaults Window appears.
3. Enter the required data and choose Add .
4. To save the parameters for the user, choose Add in the List of User Defaults window.
1.4.1.2.1 User Defaults Window

Use this window to define defaults that can be applied to specific users. The defaults that are defined here override settings defined in other windows.
Administration
Setup
General
User Defaults
Note
Choosing
Administration
Setup
General
Users
to open the Users - Setup window.
Choosing the Choose from List button in the Defaults field to open the List of User Defaults window to select existing defaults or define new ones
by choosing the New button.
If certain default settings have already been defined for a user, a link arrow is displayed beside the Defaults field and clicking this arrow also opens
the User Defaults window.
General Area Fields

Code
Enter a code for the user defaults.
Description
Enter a description for the user defaults.
More Information
Defining User Defaults
User Defaults, General Tab
User Defaults, Print Tab
User Defaults, Defaults Tab
User Defaults, Credit Cards Tab
1.4.1.2.2 User Defaults, General Tab

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Use the Local Language and Foreign Language subtabs of the General tab to specify user language information.
Administration
Setup
General
User Defaults
General
tab.
User Defaults, General Tab Fields

Country
Specify the user's country.
Additional ID
Enter an additional identification, up to 32 characters.
Printing Header
Enter the companys name the way it should appear on all documents printed with SAP Business One. The name can be printed differently in the local and foreign
languages. This can be customized per user, to include specific information.
Tel. 1, Telephone 2
Enter one or two phone numbers that are associated with the user.
Fax, E-mail
Specify the user's fax number and E-mail address.
More Information
User Defaults Window
1.4.1.2.3 User Defaults, Defaults Tab

The defaults defined here override defaults defined on any other tabs or windows.
Administration
Setup
General
User Defaults
Defaults
tab.
Note
Choosing
Administration
Setup
General
Users
.
Clicking the icon next to the Defaults field to select existing defaults or define new ones.
If certain default settings have already been defined for a user, a link arrow is displayed beside the Defaults field and clicking this arrow also opens
the User Defaults window.
User Defaults, Default Tab Fields

Color
If not defined here, the default color is taken from the General Settings: Display tab.
A modified setting is updated per company, for all users upon their next logon.
Language
Select the SAP Business One display language for the user defaults. If you select blank, system takes the language from general settings.
When modified, after the next logon, system updates this setting for all users that have been assigned to the user defaults.
Font
Select the font for displaying all text in SAP Business One for the user defaults. The default font is Tahoma. If you select blank, system takes the font from general settings.
When modified, after the next logon, system updates this setting for all users that have been assigned to the user defaults.
Note
Changing the font might increase or decrease the size of the windows.
Font Size
Select the font size of the displayed text for the user defaults. The default size is 10. If you select blank, system takes the font size from general settings. When modified,
after the next logon, system updates this setting for all users that have been assigned to the user defaults.
Preview
Displays a preview of how the selected font and font size are to be displayed after you save the settings and log on again.
Sales Employee
If not defined here, the default sales employee is taken from the Define Sales Employee window.
Warehouse
If not defined here, the default warehouse is taken from the General Settings: Inventory tab.
Cash on Hand
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If not specified here, the default cash account is taken from the General tab of the G/L Account Determination: Sales tab.
Checks Received
If not specified here, the default checking account is taken from the General tab of the G/L Account Determination: Sales tab.
Default Customer for A/R Invoice and Payment

If not defined in this field, the default is taken from the G/L Account Determination: Sales tab and G/L Account Determination: General tab.
Tax Code
Field specific to the U.S.A
Use Tax
Permits using the Use Tax option. Field specific to the U.S.A.
Use Warehouse Address in A/P Documents

If not defined here, the default warehouse address is taken from the Document Settings: General tab.
More Information
Sales Employees/Buyers - Setup
General Settings: Inventory Tab
G/L Account Determination: Sales Tab
1.4.1.2.4 User Defaults, Print Tab

Use this tab to define default settings for printing documents per user. Defaults defined in this window override settings in other windows. If not defined here,
the defaults are taken from the Printing Preferences window.
Some fields apply to layouts created with the Crystal Reports software version for the SAP Business One application and to those created with the Print
Layout Designer (PLD) tool. Some fields apply only to PLD-type layouts.
Administration
Setup
General
User Defaults
Print
tab.
User Defaults, Print Tab Fields

Document
Choose the document type for which to configure the print settings in the Document field. Each document type is defined separately.
PLD and CR Properties

When Adding Document
When you choose the Print Document option, the document is printed as soon as it is added to SAP Business One. The second option is to export the document directly
to Microsoft Word.
Copies (Incl. Original)

Determine how many copies of a document to print (including the original) when a new document is created.
Copies for Manual Series

Determine how many copies of a document are printed if the document was created with manual number assignment. A document with manual number assignment is
treated as a copy in the system, not as an original document.
PLD Only Properties

Print Payment with Invoice
For invoices only.
Use this field to define whether to print a receipt together with an invoice or not. If you choose No , no receipt will be printed when you print an invoice. If you choose
Only When Adding , a receipt will be printed whenever a payment is specified in the invoice. In this case, the receipt directly confirms the payment. If you choose
Always , a receipt will always be printed if it exists for the invoice.
Print Payment & Invoice in Succession

Select to print the invoice and the receipt on a single page. The system contains separate documents for each object, which will be merged for printing. If you do not
select this checkbox, the documents will be printed separately. To configure the printing information specified here for a user or group of users differently, set the default
parameters for the user(s) accordingly.
Print Discount Data

Prints the discount information in the document.
Print Mfr Catalog No. Instead of Item No.
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Prints the vendor catalog numbers in the document instead of the item numbers assigned in SAP Business One.
Permanent Remarks for Printing

Define a text that will be printed in all purchasing and sales documents. This text will be printed at the end of each document.
Example
Use this field to make your customers aware that your phone number has changed, or to print an announcement for a new product on all your documents for a
certain amount of time. First choose the document type for the required purchasing or sales document and then enter the text. Enter the text for each of the other
document types as required. You can also copy and paste the texts using the corresponding menu items.
More Information
1.4.1.2.5 User Defaults: Credit Cards Tab

Use this tab to specify user defaults for credit card information. The values defined here override those on any other tabs or windows. If they are not defined
here, the defaults are taken from the Credit Cards Setup window.
Administration
Setup
General
User Defaults
Credit Cards
tab.
Note
Choosing
Administration
Setup
General
Users
.
In the Defaults field, press TAB or click
( Choose Button ). In the List of User Defaults window, choose New .
User Defaults: Credit Cards Tab Fields

Credit Card
Displays all the credit cards defined in the company.
G/L Account
Enter the G/L account code to be used as the default account for transactions with this credit card.
Account Name
Displays the name of the G/L account selected in the G/L Account field.
More Information
1.4.1.3 Sales Employees/Buyers - Setup

Use this window to define sales employees and buyers, and to set the default sales employee / buyer.
Assigning the relevant sales employee / buyer to the respective business partners, and later to each sales or purchasing document, enables you to:
Generate sales analysis and purchasing analysis reports by sales employee or buyer
Gauge the sales / purchasing volume performed by each sales employee / buyer
If you change a sales employee / buyer name, the change is applied retroactively to all the documents, business partners, and other entities to which the
specific sales employee / buyer was linked.
To remove a sales employee / buyer, choose the corresponding name, right-click, and choose Remove .
You can filter and sort sales employees / buyers by the columns.
Note
You cannot remove a sales employee / buyer who is linked to documents, business partners, and so on.
Administration
Setup
General
Sales Employees/Buyers
Sales Employee Name

Enter the name of the sales employee of up to 155 characters (can be alphanumeric).
Remarks
Enter a remark for each sales employee, for example, to identify the region or industry in which that sales employee is active (optional).
Set as Default
The default sales employee appears automatically in bold (editable) in the master data and transactions; the entry can be changed, as required, in each case.
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We recommend defining a different default sales employee for each group of users.
Employee
Specify an employee that is not yet linked to a sales employee / buyer. SAP Business One automatically creates a counter link for the corresponding employee.
1.4.1.4 Sales Unit Hierarchy - Setup Window: China, Japan and

Korea
Use this window to design templates for sales unit hierarchies according to the business needs of sales employee groupings.
Administration
Setup
General
Sales Unit Hierarchy
Sales Unit Hierarchy - Setup Window Fields

Template
Specify a hierarchy template.
Item Name
Name of the sales unit.
Item Location
Displays the current parent article and sales unit location on the tree. Use the drop-down lists in these fields to change the location of the sales unit.
Group Data
Text Title : Select this option and enter a title for the new subtotal in the row below it
Subtotal : Select this option to display the subtotal in the report.
1. Select the Subtotal checkbox.
2. Mark the sales unit under which you want to locate the subtotal.
3. Select whether to calculate the new subtotal by automatic summary or by special formula.
4. Choose Formula to open the Formula Definition window and define the formula to be used when generating the report according to this template.
Add Same-Level Acct

Enables you to add a new sales unit with a similar level as the highlighted sales unit.
Add Sub-Level Acct

Enables you to create a sales unit with a lower level than the highlighted sales unit.
1.4.1.5 Defining Territories

You can use territories to manage a geographic location, brand, or item category and its hierarchy. You can move territories using Drag and Drop to change
their hierarchy within the window.
Procedure
Adding and Updating a Territory
You can add territories either as independent, which sets the Territory as a parent, or as a child. The first time you open this window, you can add a new
territory.
1. To add a territory, from the SAP Business One Main Menu , choose
Administration
Setup
General
Territories
.
2. Highlight the territory that is the parent or child for the new territory and choose either Add Same-Level or Add Sub-Level .
3. To change the location of the territory, highlight and drag it to the required location in the text area. Alternatively, you can choose the placement from the
list in the Location Order field.
4. To change the parent territory, choose the required parent from the list.
5. To save the data, choose Update and OK .
Inactivating/Activating a Territory
1. To inactivate a territory, choose Set Inactive .
Deleting a Territory
1. Before you delete a territory, ensure that it is not linked to another function, for example, a sales opportunity.
2. To delete the territory, right-click a territory and choose Remove .
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More Information
Territories - Setup
1.4.1.6 Territories - Setup

Use this window to define geographic locations for items managed by serial numbers.
Administration
Setup
General
Territories
Territories Setup Fields

Name
Enter the alphanumeric name for the territory.
Parent Territory
Displays a territory of a higher level; otherwise, the field is grayed out.
If required, specify a different parent territory.
Location Order
Specify the position of the territory with regard to sibling territories, for example, First , Last , or After .
Show Inactive
Displays inactive territories.
If required, inactive territories can be reset to be Active .
Set Inactive
A toggle control that defines the territory as inactive. The button changes to Set Active . Choose it to define an inactive territory as active.
Add Same-Level
Adds a sibling territory to the existing territory.
When you add a sibling territory, select its location order.
Add Sub-Level
After you entered a territory name, adds a child territory according to the parent selected in the parent territory field.
More Information
Defining Territories
1.4.1.7 States - Setup

Use this window to define the state and relevant eTDS code for Indian TDS tax deduction purpose.
To access the window, from SAP Business One main menu, choose
specify the fields in the table.
Administration
Setup
General
States
, in the States - Setup window,
Code
Specify the code for a state.
Name
Specify the state name for which you have assigned a code.
eCode
This field is specific for India localization.
Specify a unique eTDS state code which can be used in eTDS return.
1.4.1.8 Commission Groups - Setup

Use this window to define commission rates to be assigned to sales employees. Whenever you create a sales document to which a sales employee with
assigned commission group is linked, the respective commission amounts are calculated.
All the data in a commission group can be altered but not removed. This setting is mandatory if the company works with commissions.
Removing a commission group can only be done if a user has the correct permissions. Choose the commission group's name, right-click and select
Remove
.
Administration
Setup
General
Commission Groups
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More Information
To define the commission, see Defining the Calculation of Commissions.
1.4.1.8.1 Defining the Calculation of Commissions

Prerequisites
For the application to calculate commissions automatically, select the appropriate option under
Settings
BP
: Sales Employee , Item , or Customer .
Administration
General
The corresponding fields for sales employee, item, or customer are visible and active only when this checkbox is selected. This setting:
Influences where the sales commission percentage can be specified
Does not automatically calculate the commission transactions
Can be changed at any time
Must be filled in if the company works with commissions
To calculate commissions:
For each sales employee: define the commission groups and assign them to the sales employees. For more information, see Commission Groups Setup.
For an item or customer: specify the defined commission groups in the master record for the item or customer.
The sales employee from the customer master record is used in the sales document.
If you have defined a commission for the sales employee, this commission is applied, and the percentage of the commission appears in the rows of the
document.
If you have defined a commission for a customer in the master record, this commission is applied in the sales document.
If you have defined a commission for both the sales employee and the customer, the latter definition applies in the sales document.
Note
At this point, the commission for the item has not been considered yet in the logic for the sales documents. The percentage in the detailed information for
a row in the sales document can be modified. Evaluate the commissions using the predefined system queries or user-defined queries.
Procedure
1. In the Commission Groups - Setup window, specify the name for the commission group and the corresponding percentage.
2. Choose Update .
The cursor moves to a new row and you can define another commission group. Commission groups can also be defined at a later stage.
Note
The table contains an entry for commissions to be specified manually ( User-Defined Commission ). This entry does not define a percentage, and
cannot be modified; it is specified in the master record for an item or a customer.
When the commission group is specified in the master record, the corresponding percentage is used, and the percentage field is not active for an
item or a customer.
1.4.1.9 Predefined Text - Setup

Use this window to define specific text strings that can be added to sales and purchasing documents. These text strings can be added in a text row. For
example, below certain item rows, add a line that states that the item is sold for a reduced price until a certain date. Using predefined texts is more efficient
and ensures consistency in this text throughout the documents.
Administration
Setup
General
Predefined Text
To update predefined text, make the necessary changes, and choose Update .
To delete predefined text, choose
Data
Remove
.
Confirm by choosing OK .
Note
You can translate the predefined text into different languages to add it later to sales and purchasing documents in a relevant language. Enter the text in a
basic language and choose
View
Translatable Fields
. Select the text and choose
Goto
Translate
. Enter as many translations as
necessary. For more information, see Translating Fields to Foreign Languages and Viewing Translated Fields.
More Information
Text Row
Opening and Closing Remarks
1.4.1.10 Setting Up Dashboard Parameters

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Procedure
SAP Business One lets you define and modify parameters for dashboards by using the Dashboard Parameters Setup window. To configure parameters for
dashboards, proceed as follows:
1. To open the Dashboard Parameters Setup window, from the SAP Business One Main Menu , choose
Administration
Dashboard Parameters
.
2. In the Dashboard Parameters Setup window, use the following procedures to set up or edit dashboard parameters.
Set up a new parameter set:
1. Specify a Code and a Name for the parameter set you are going to define.
2. From the Type dropdown list, select a type for the parameter set.
Single
Use the Single type for parameters that contain only one single value.
Quarterly
Use the Quarterly type for parameters that contain one value respectively for the four quarters of the year.
Monthly
Use the Monthly type for parameters that contain one value respectively for the 12 months of the year.
Multiple
Use the Multiple type for parameters that contain multiple values to define in one parameter.
Setup
General
Example
Single parameter:
You want to display in the dashboard all the transactions that are larger than a certain value, for example 7000 US dollars. Define a
parameter with the type Single and specify the Value as 7000.
Quarterly parameter:
You want to set up sales targets for each quarter, you can define a parameter with the type Quarterly and specify the four values
respectively for each column.
Monthly parameter:
You want to set up sales targets for each month, you can define a parameter with the type Monthly and specify the 12 values
respectively for each column.
Multiple parameter:
You want to define a set of values that does not follow either the monthly pattern nor the quarterly pattern, use the Multiple type.
3. In the Name column, specify the name for the parameter you are going to define.
4. In the columns after the Name column, specify the values accordingly.
5. In the form, you can add multiple parameters for the parameter set if necessary.
6. To save the parameter set, choose Add . To cancel the changes you made, choose Cancel .
Edit an existing parameter set:
1. To change a parameter set that already exists, in the keyboard press Ctrl + F to switch to the Find mode, and specify the code of the
parameter set.
2. Choose the Find button to locate the parameter set and make changes.
3. To save the changes, choose Update . To cancel the changes you made, choose Cancel .
More Information
Working with Dashboards in the Integration Components
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1.3.3.1 Posting Period Window

1.3.11.1.9 Express Configuration: Step 5 - Inventory

1.1 Choose Company

1.1.1 Creating New Companies

From the SAP Business One Main Menu , choose

6. In the Create New Company window, choose the OK button.

1.1.2 Creating New Companies Based on Solution Packages

Selecting Solution Package on which to base the new company

1.1.2.1 Selecting Solution Package

The wizard creates the new company with...

You have a license for Germany. The local settings

same as the local settings defined in the solution

defined in the solution package are for Germany. You

package. In addition, you may, or may not have a

may, or may not have a global license.

You have a license for Germany and a global license.

from the local settings defined in the solution package.

The local settings defined in the solution package are

In addition, you have a global license.

from the local settings defined in the solution package.

Germany but you do not have a global license. The

You do not have a global license.

local settings defined in the solution package are for

Administration in the administration module.

1.1.2.2 Package Information

1.1.2.3 Specifying New Company

1.1.2.4 Selecting Chart of Accounts

2. Choose the Next button to confirm your selection.

1.1.2.5 Specifying Posting Periods

1.1.2.6 Defining the External Database

The solution package contains an external database.

1.1.2.7 New Company Summary

1.1.3 Logging on to Companies

1.1.3.1 Choose Company Window

Choose Company Fields

Companies on Current Server

1.1.3.2 Create New Company Window

Create New Company Window

Define Posting Periods

1.2 Exchange Rates and Indexes

Exchange Rates and Indexes

1.2.1 Automatic Export and Import of Exchange Rates and

1.2.2 Defining Index Values

1.2.2 Defining Index Values

From the SAP Business One Main Menu , choose

1.2.3 Defining Foreign Currency Exchange Rates

1.2.4 Copying Exchange Rates

1.2.5 Setting Fixed Exchange Rates

From the SAP Business One Main Menu , choose

1.2.5.1 Exchange Rates and Indexes Window

Exchange Rates and Indexes

Exchange Rates Tab

Auto. Export, Auto Import

Set Rate for Selection Criteria

Auto. Export, Auto. Import

Country Specific Fields: Hungary

1.2.5.1.1 Set Rate for Selection Criteria

1.2.5.1.1.1 Set Rate for Selection Criteria Window

Set Rate for Selection Criteria Window

1.3 Initializing the System

Creating a New Company

1.3.1 Company Details