B1aip30 - BPML User Guide

SAP Business One
PUBLIC
User Guide for

Business Process Master List
Release Family 8.8
August 2011
Table of Contents
Introduction ..................................................................................................................................... 3
Worksheets ............................................................................................................................ 3
Data Model....................................................................................................................................... 4
Main Menu ....................................................................................................................................... 5
Elementary Data.............................................................................................................................. 6
Users ...................................................................................................................................... 6
Roles ...................................................................................................................................... 7
Processes .............................................................................................................................. 8
Transactions .......................................................................................................................... 9
Licenses and Authorizations ......................................................................................... 9
Add-Ons ...................................................................................................................... 10
Authorizations ...................................................................................................................... 11
Add-ons ...................................................................................................................... 12
Manual Assignment Worksheets ................................................................................................ 13

Assign Roles to Users ......................................................................................................... 13
Assignment Report ..................................................................................................... 14
Assign Process to Roles ...................................................................................................... 15
Assign Transactions to Process .......................................................................................... 16
Assignment Report ..................................................................................................... 16
Assign Authorizations to Roles ............................................................................................ 18
Roles and Transactions .............................................................................................. 19
Assign Authorizations to Transactions ................................................................................ 20
Automatically Computed ............................................................................................................. 22

Transactions to Roles .......................................................................................................... 22
Calculation Process .................................................................................................... 22
Transactions to Users .......................................................................................................... 24
Authorizations to Users ........................................................................................................ 26
User Guide for Business Process Master List (BPML) Tool
_________________________________________________________________________________
Introduction
The Business Process Master List (BPML) is a Microsoft Excel tool that allows you to manage the
business processes, roles, and transactions for an implementation.
This tool is recommended for very large or complex projects where user roles are hard to define and
are subject to significant change with the introduction of SAP Business One. This tool can be used as
part of the change management process to prepare users for their new roles, and to set the general
authorizations in SAP Business One.
The tool is also recommended for implementations with multiple add-on products, since it can assist in
defining and assigning authorizations to users for each add-on.
You can use this tool after the customer’s business processes have been identified during the
blueprint phase.
Worksheets
The tool consists of multiple, related worksheets. Several worksheets are pre-populated with data for
SAP Business One, for example, transactions and authorizations. Therefore you do not need to
reenter this elementary data.
This guide explains the purpose of each of the worksheets. Instructions for each worksheet are also
embedded in the tool.
© SAP AG 2011 Page 3

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Data Model
The tool is based on Visual Basic programming. There are three classifications of data:
 Elementary Data – data you supply in the worksheets. You can enter the Elementary Data
worksheets in any order.
 Manual Assignment Data – where you connect sets of Elementary Data.
 Automatically Computed – reports you can run based on the data you entered or assigned in
the worksheets.
The data model of the application is show below.

 The rectangles represent Elementary Data worksheets.
 The relationships between the Elementary Data worksheets are created either by the Manual
Assignment worksheets or by the Automatically Computed worksheets.

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Main Menu
When you open the Microsoft Excel file, the application starts and the main menu is shown.
In the bottom left corner you can see the release of SAP Business One to which this BPML tool
applies.
Important
The worksheets contain macros and you must enable macros when you open the
spreadsheet.
From the main menu you can access the different worksheets by selecting the buttons under
Elementary Data, Manual Assignment and Automatically Computed. The workbook is protected to
prevent unpredictable results.

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Elementary Data
Users
In this worksheet you enter the first and last names of the users who will use SAP Business
One, and the type of license.
The application supports a maximum of 70 users which is sufficient for most SAP Business One
projects. Only enter data in the shaded cells.
You do not have to capitalize the first letter of the name. The application will display the name in
other worksheets in the following way:
 For the first name, the first letter in uppercase and all other letters in lowercase
 For the last name, all uppercase letters
You must also select the type of license to be assigned to each user.
You can optionally enter the user’s login ID. This information is not currently used in any other
worksheets.
Press the Quit button to save the names and return to the main menu.

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Roles
In this worksheet you maintain the roles that are in use at the customer. To simplify your work,
SAP has already defined common roles.
You can rename the existing roles, but you should not delete them since they are used in
another worksheet.
You can define new roles up to maximum of 50 roles in total. Most likely you will need to define
new roles if you are using add-ons in your project. Only enter data in the shaded cells.
Note
Do not leave an empty row in the table because this can lead to unpredictable results. If
you do not use all the predefined roles, we recommend you do not delete them, but
instead keep them in the worksheet and do not assign them to any users.
After you have entered the roles, press the Quit button to save the roles and return to the main
menu.

_________________________________________________________________________________
Processes
In this worksheet you select the processes that your customer will run. Common processes have
been predefined to assist you. This list can also be used during the sales cycle to establish the
transactions that are required and thereby the scope for a proposal.
To use this worksheet, select or deselect each process in column A.

You can change the names of the predefined processes. You can enter additional processes in
the shaded cells, up to a maximum of 50 processes in total. You will likely define new processes
if you are using add-ons in your project.
Important
If you do not use all the predefined processes, we recommend you do not delete them,
but instead keep them in the worksheet and deselect them. If you add new processes, do
not leave a blank row as this can lead to unpredictable results.
When you deselect a process, all information previously entered in a related worksheet
will be lost.
If a process is deselected it will be grayed out in the following related worksheets:
 Assign Process to Roles. You will not be able to assign a grayed out process to a
role.
 Assign Transactions to Process. You will not be able to assign any transactions to
a grayed out process.
After you have selected the required processes, press the Quit button to return to the main
menu.

_________________________________________________________________________________
Transactions
In this worksheet you maintain the applicable transactions for your customer. To simplify your
work, SAP has included all transactions available in the SAP Business One main menu for the
applicable release. This list can also be used during the sales cycle to establish the transactions
that are required and thereby the scope for a proposal.
To use this worksheet, select or deselect a transaction in column A.

You can enter new transactions in the shaded rows, up to a maximum of 500 transactions in
total. You will likely define new transactions if you are using add-ons in your project.
Important
If you are not using an existing transaction in your project, we recommend you do not
delete it, but just deselect it. Deselected transactions are grayed out and you cannot
enter any information for these transactions. When you deselect a transaction, all
information previously entered in another related worksheet that uses transactions will be
lost:
 Assign Transactions to Process
 Assign Authorization to Transactions
 Transaction to Roles
 Transactions to Users
After you have selected the transactions, press the Quit button to return to the main menu.
Licenses and Authorizations

This worksheet also shows the authorizations (Full, View or None) granted to each transaction
for each SAP license type. You can use this information to select the type of license for each
user, based on the transactions the user needs to perform in their role.

_________________________________________________________________________________
Warning
The license information in this worksheet is only a guideline. License information can
change and you should always consult the dedicated license page on the channel
partner portal as a final check when you identify the license type for a user:
https://service.sap.com /smb/sbo/license
Add-Ons
If you have add-ons in the solution, you can add the relevant transactions for the add-ons at the
bottom of this worksheet. You can optionally indicate the names of the ISV and add-ons in the
shaded cells on rows 2 and 3 (see below).
After you have added the transaction names for the add-ons, you need to select the
transactions, and the authorizations as appropriate in columns H-K.

_________________________________________________________________________________
Authorizations
This worksheet can assist you in defining general authorizations for each user. The worksheet
has been populated with the general authorization menu in SAP Business One (Administration >
System Initialization > Authorizations > General Authorizations).
This worksheet provides the default authorization level for each general authorization. The
grouping function of Excel is used to reproduce the authorization structure in SAP Business
One, with up to 6 levels. The worksheet supports a maximum of 600 lines of authorizations.
SAP recommends you review these levels and only change the default level if necessary. When
you assign authorizations to roles (using the Assign Authorizations to Roles worksheet), you will
have the chance to fine tune the authorization level for the role.
When you select an option, the value in column I is automatically computed. This value is used
internally in the application.
Important
In this worksheet you are setting the default authorization level. You can change this
default later for individual users.
The information in this worksheet affects the following worksheets:
 Assign Authorizations to Roles
Never delete the existing authorizations. This will lead to incoherent information in related
worksheets such as:
 Assign Authorizations to Transactions
 Authorizations to Users

_________________________________________________________________________________
After you have set the authorization levels, press the Quit button to return to the main menu.
Add-ons
If you have added transactions for add-ons in the Transactions worksheet, you can enter an
additional authorization structure for add-ons in the shaded rows below the predefined
authorizations.
Use column A for the top level, column B for the next level, and so on. Select the authorization
level in column H (None, Full, or Full & Read Only) for each authorization in the hierarchy. Note:
select the option Full & Read Only if you want to assign both options to users at a later stage.

_________________________________________________________________________________
Manual Assignment Worksheets

After you have entered the elementary data for the implementation project, you should review and
make adjustments to the following worksheets:
 Assign Roles to Users
 Assign Process to Roles
 Assign Authorizations to Transactions
Assign Roles to Users

This worksheet allows you to assign one or more roles from the Roles worksheet to the users defined
in the Users worksheet. To ensure correct data, you should complete this worksheet together with the
customer.
The names of the users that were previously entered are displayed vertically on the top row.
In column A, the list of roles is displayed, including any roles that you added.
To assign a role to a user, place the cursor at the intersection of the role and user name, and then type
a space in the cell. When you exit the cell by pressing Tab or Enter, the cell color will change to blue.
To remove an assignment, place the cursor in the cell and press the Delete key. The color of the cell
changes to white.

_________________________________________________________________________________
Note
Users should be defined before using this worksheet. If no user is defined in the top row,
the column is grayed out and you cannot add users in this worksheet.
Assignment Report
To print the list of roles assigned to a user, choose the Assignment Report button.
Select a user from the drop down list then choose OK.
The report is displayed, and you can print the report using the Print Report button.
To return to the main worksheet, press Quit.
After you have assigned the roles to each named user, press the Quit button to return to the main
menu.

_________________________________________________________________________________
Assign Process to Roles

This worksheet has been populated with a default assignment of processes to roles. SAP
recommends that these default assignments are kept; however, you should review them and
make any changes if necessary.
Note
When you open the worksheet the application performs a check for any changes to the
elementary data in the dependent worksheets for processes and roles.
If you have added additional roles or processes in the elementary data worksheets, they will
appear in this worksheet but will not be connected. Therefore you should manually make the
assignments for these new processes and roles. You can only assign processes that you have
selected in the Process worksheet.
To assign a process to a role, place the cursor at intersection of row and column, and then type
a space. When you leave the cell, the cell color will change to blue.
To remove an assignment, place the cursor in the cell and press the Delete key. The color of the
cell will change to white.
After you have made the assignments, press the Quit button to return to the main menu.

_________________________________________________________________________________
Assign Transactions to Process

This worksheet has been populated with a default assignment of transactions to processes.
You should review these assignments and make any necessary adjustments.
Note
When you open the worksheet the application performs a check for any changes to
the base data in the dependent worksheets.
The processes selected in the Process worksheet are shown vertically in the top row.
If you have added additional transactions or processes in the elementary data worksheets, they
will appear in this worksheet but will not be connected. Therefore you should manually make the
assignments. You can only assign transactions that you have previously selected in the
Transactions worksheet.
You can assign a transaction with Full or Read Only authorization:
 To assign a transaction with Full authorization, place the cursor at the intersection of the row
and column, and type the space key once. When you exit the cell, the color will change to
blue.
 To assign a transaction with Read Only authorization, place the cursor at the intersection of
row and column, and then type two spaces. When you leave the cell, the color will change to
yellow. If the transaction can have only Full authorization, the cell will not change color.
To remove a previous assignment, place the cursor in the cell and press the Delete key. The
color of the cell will change back to white.
Assignment Report
You can report the transaction assignments for a process using the Assignment Report button.

_________________________________________________________________________________
Select a process from the dropdown list then choose OK.
The report is now displayed.
To print the report, choose Print Report.

To return to the worksheet, choose Quit.

_________________________________________________________________________________
Assign Authorizations to Roles

This worksheet allows you to review and modify the association of general authorizations with
the predefined roles.
Note
The application includes the default authorization level taken from the Authorizations worksheet.
This includes any add-on authorizations that you entered.
Full authorization is shown as a blue cell. Read only authorization is shown as a yellow cell. No
authorization is shown as a white cell.
If you have added additional authorizations or roles, you need to make the associations
manually:
 To assign Full authorization to a role, place the cursor at the intersection of row and
column, and press the space key. When you leave the cell, the color will change to blue.
 To assign Read Only authorization to a role, place the cursor at the intersection of row
and column, and then type two spaces. When you leave the cell, the color will change to
yellow.
Important
You can only set Read Only authorization if you selected “Full & Read only” as the
default from the dropdown list in the Authorizations worksheet.

_________________________________________________________________________________
To remove a previous assignment, place the cursor in the cell and press the Delete key. The cell
color will change to white.
Roles and Transactions

The tool automatically populates a set of authorizations that are normally required for each role.
The premise for this is that authorizations are generally more related to a role than a transaction.
By expanding the list of general authorizations in this worksheet, you can easily identify if the
authorization level is applicable to the role. For example, many users should be able to access
price lists, but only the sales administration manager and procurement administration manager
can create new price lists and change them.
Some examples to consider include the following authorizations:

 The MS-Excel and Organize my menu authorizations under the General > Send message
authorization.
 Access to confidential accounts
 Future posting date in documents
 AccessLog
 Activate or deactivate an item
 Change status in a service call
 Allow service without a contract
 Allow service beyond coverage times

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Assign Authorizations to Transactions

This worksheet allows you to review and modify the assignment of general authorizations to
transactions.
Note
When you open the worksheet the application performs a check for any changes to the base
data in the dependent worksheets.
This assignment has been done automatically for the standard SAP Business One transactions.
The names of transactions entered in the Transactions worksheet are displayed vertically in the
top row. The general authorizations from the Authorizations worksheet are shown. Full
authorization is shown as a blue cell. No authorization is shown as a white cell.
Important
There is no distinction made between full and read only authorizations in this
worksheet. This distinction has already been made in the following worksheets:

_________________________________________________________________________________
If you have added new transactions or authorizations, you should make the assignments:
 To assign an authorization to a transaction, place the cursor at the intersection of the row
and column, and type the space key. When you leave the cell, the color will change to
blue.
 To remove a previous assignment, place the cursor in the cell and press the Delete key.
The cell color will change to white.
To leave this worksheet and return to the main menu, press Quit.

_________________________________________________________________________________
Automatically Computed
Transactions to Roles
This worksheet calculates the assignment of transactions to roles, based on the previously
entered assignments.
Note
You will need to run the calculation each time you modify the following worksheets:
 Assign Process to Role
 Assign Transactions to Process
Calculation Process
To trigger calculation, press the Calculation button. During calculation, a message displays in
status bar. The calculation may take several seconds to run.
This worksheet differentiates between transactions assigned with Full or Read Only
authorization.

_________________________________________________________________________________
To determine which transactions are necessary for roles, the program successively reads the
worksheets:
 Assign Process to Roles (Relation “Is imputed to”)
 Assign Transactions to Process (Relation “is using”)
The result of the calculation corresponds to the relation “is necessary for”.
To leave this worksheet and return to main menu, press Quit.

_________________________________________________________________________________
Transactions to Users
This worksheet calculates the assignment of transactions to users.
Note
You will need to run the calculation whenever you modify one of the following worksheets:
 Assign Process to Role or
 Assign Transactions to Process or
 Assign Roles to Users
Calculation Process
To trigger calculation, press the Calculation button. During calculation, a message is displayed
in the status bar. The calculation may take several seconds to run.
The result of the calculation shows a list of transactions for each user. The general
authorizations for each transaction are displayed. Full authorization is shown as a blue cell and
read only authorization is shown in yellow.

_________________________________________________________________________________
To determine which transactions are necessary for each user, the program successively reads
the worksheets:
 Assign Roles to Users (Relation “Is assigned to”)
 Transactions to Roles (Relation “is necessary for”)
The result of the calculation corresponds to the relation “affected to”.
To leave this worksheet and return to main menu, press Quit.

_________________________________________________________________________________
Authorizations to Users
This worksheet calculates the assignment of authorizations for each user, depending on all
other information previously entered in the related worksheets.
Note
When you open the worksheet the application checks for any changes to the
data in the other worksheets.
You will need to run the calculation each time you modify one of the following worksheets:
 Assign Process to Role
 Assign Roles to Users
After the calculation has run, each named user will be assigned a “full” or “read only”
authorization to each general authorization, based on the user’s role and the assigned
transactions. This list can assist you when you set the general authorizations in SAP Business
One.
Calculation Process
To start the assignment of authorizations to users, press the Calculation button.

_________________________________________________________________________________
During calculation, two messages are displayed in the status bar: “Calculation authorizations
induced by transactions running” and “Calculation authorizations induced by roles running“. The
calculation can take several seconds to run.
To determine which authorizations should be provided to each user, the program will run two
steps.
1. During the first step the program considers authorizations coming from transactions. For this
it successively reads the worksheets:
 Transactions to Users (Relation “affected to”)
 Assign Authorizations to Transactions (Relation “is needed for”)
2. During the second step, the program considers authorizations coming from roles. For this it
successively reads the worksheets:
 Assign Roles to Users (Relation “is assigned to”)
 Assign Authorizations to Roles (Relation “Necessary for”)
The result of the calculations corresponds to the relation “is assigned to”.

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SAP Business One

User Guide for

Release Family 8.8

Main Menu ....................................................................................................................................... 5

Manual Assignment Worksheets ................................................................................................ 13

Automatically Computed ............................................................................................................. 22

© SAP AG 2011 Page 3

The data model of the application is show below.

© SAP AG 2011 Page 4

© SAP AG 2011 Page 5

© SAP AG 2011 Page 6

© SAP AG 2011 Page 7

To use this worksheet, select or deselect each process in column A.

© SAP AG 2011 Page 8

To use this worksheet, select or deselect a transaction in column A.

Licenses and Authorizations

© SAP AG 2011 Page 9

© SAP AG 2011 Page 10

© SAP AG 2011 Page 11

© SAP AG 2011 Page 12

Manual Assignment Worksheets

Assign Roles to Users

© SAP AG 2011 Page 13

To return to the main worksheet, press Quit.

© SAP AG 2011 Page 14

Assign Process to Roles

© SAP AG 2011 Page 15

Assign Transactions to Process

© SAP AG 2011 Page 16

Select a process from the dropdown list then choose OK.

The report is now displayed.

To print the report, choose Print Report.

© SAP AG 2011 Page 17

Assign Authorizations to Roles

© SAP AG 2011 Page 18

Roles and Transactions

Some examples to consider include the following authorizations:

© SAP AG 2011 Page 19

Assign Authorizations to Transactions

© SAP AG 2011 Page 20

© SAP AG 2011 Page 21

© SAP AG 2011 Page 22

To leave this worksheet and return to main menu, press Quit.

© SAP AG 2011 Page 23

© SAP AG 2011 Page 24

To leave this worksheet and return to main menu, press Quit.

© SAP AG 2011 Page 25

© SAP AG 2011 Page 26

© SAP AG 2011 Page 27

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