TTP Exercises for Advance

CREATION OF A NEW DATABASE

Create a new company called CDG Express, Inc. In the new company, make the configuration settings necessary for
your localization. You do not have to configure every setting, since there are defaults provided in the localization.
However, you should view each setting to gain experience in configuration.

I. Create and Configure a Company using the Express Wizard

A. In the Choose Company window, select New, open the dropdown list, and choose New Using Wizard.
B. Enter the site user password
Site Password: B1Admin
C. Enter the following information for the new company:
Field
Information
Company name CDG Express, Inc.
Database name CDG
Note: Do not include spaces or special characters in the database name.
License If a license has been installed, it will appear here. If no license is installed and
this is a new installation, check the Trial Version checkbox.
Local Settings Select the localization (United Kingdom)
Chart of Accounts Select a chart of accounts template for the localization (User-defined)
Base Language Select the display language (English (United Kingdom))
Posting Periods Enter the Period Code and Period Name for the current fiscal year.
Select the sub-period from the list.
Period Code: 2017
Period Name: 2017
Subperiod: Months
Choose Continue.
Make sure you enter the posting periods for the earliest fiscal year required.
Note: If you leave the Copy User-Defined Fields and Tables and Copy User-Defined Objects checkboxes as
selected, these objects will be copied from the current database.
The system will create the new company. This may take a few minutes.
D. Enter the password for the manager account. Password: 1234
E. Enter the company name, address and other details, as required.

Company Name: CDG Express, Inc.

Used in reports and with the company address information
Company Address 1234 Dela Rosa St., Makati City, Philippines
Internet Address www.advcorp.com.ph
Phone 1
418-2770
Phone 2
418-2771
Fax
Company general information E-Mail address cdg@advcorp.com.ph

1
TTP Exercises for Advance

II. Accounting:
A. Review the accounting setup for the localization.

Field Information

Local Currency The local currency. (Philippine Peso)

System Currency Select a parallel currency, if desired, for financial reporting.
(Philippine Peso)
Default Account Currency The default account currency for new G/L accounts. (All
Currencies)
Currencies Define additional currencies, if needed.
Exchange Rate Posting Select an option to display exchange rates. (Check ‘Direct’)
Display Credit Balance with Negative Select to display credit balances with a negative sign. (Check)
Sign
Allow Negative Amounts for Reversal Select to have journal entries for reversals posted with negative
Transaction Posting amounts. (Uncheck)
Use Segmentation Accounts Account segmentation (localization specific). (Uncheck)
Chart of Accounts Go to Financials Edit Chart of Accounts
After setting up the Chart of Acccounts
Go to Financials  Chart of Accounts
G/L Account Determination Change the default accounts.
Go to Administration  Setup  Financials  G/L Account
Determination
Posting Periods Define posting periods for future fiscal years.

Period Code: 2017

Period Name: 2017
Subperiod: Months

Define additional tax information, such as tax groups,

Tax
withholding tax codes, sales tax codes, etc.
Go to Administration  Setup  Financials  Tax  Tax
Groups
Inventory System Check the following boxes:
 Use Perpertual Inventory
 Manage Item Cost per Warehouse
Auto. Add All Warehouses to NewItems

Item Groups Valuation Method: Moving Average

Warehouses Go to Administration  Setup  Inventory  Warehouses

2
TTP Exercises for Advance

III. Chart of Accounts:

A. Create the Chart of Accounts for ADV Corporation.
ASSETS CAPITAL AND RESERVES
A1000 – Current Assets (Title) CR1000 – Equity (Title)
A1100 – Cash (Title) CR1100 - Share Capital
A1110 – Cash on Hand CR1200 - Additional Paid-In Capital
A1120 – Cash in Bank (Title) CR1300 - Retained Earnings
A1121 – Metrobank Acct No. 9021
A1122 – Banco De Oro Acct No. 1001 TURNOVER
A1200 –Receivable (Title) T1000 – Sales
A1210 – Accounts Receivable T2000 – Sales Discount
A1300 – Inventory (Title) T3000 – Sales Return and Allowances
A1310 – Merchandise Inventory T4000 – Miscellaneous Income
A1400 – Other Current Assets (Title)
A1410 – Prepaid Expenses COST OF SALES
A1420 – Input Tax CS1000 – Cost of Sales
A2000 - Noncurrent Assets (Title) CS2000 – Gain/Loss Price Variance
A2100 – Office Equipment – Net (Title) CS3000 – Cash Discounts Earned
A2110 – Office Equipment
A2120 – Acc. Depn. Office Equipment OPERATING COSTS
OC1000 - Salaries & Wages
LIABILITIES OC2000 - Taxes & Licenses
L1000 – Current Liabilities (T) OC3000 - Depreciation Expense – OE
L1100 – Accounts Payable OC4000 - Rent Expense

L1200 – VAT Payable (Output Tax) TAXATION AND EXTRAORDINARY ITEMS

L1300 – Notes Payable EX1000 – Income Summary
L1400 – Goods Received Not Invoiced EX2000 – Opening Balance

B. Configure Individual Accounts:

Account Code Account Name Account Type Tag

ASSETS
A1110 Cash on Hand Other Cash Account
A1121 Metrobank Acct No. 9021 Other Cash Account
A1122 Banco De Oro Acct No. 1001 Other Cash Account
A1210 Accounts Receivable Other Control Accont

LIABILITIES
L1100 Accounts Payable Other Control Account

3
TTP Exercises for Advance

C. G/L Account Determination

SALES
Type of Account Account Code Account Name
Domestic A/R A1210 Accounts Receivable
Cash on Hand A1110 Cash on Hand
Cash Discount T2000 Sales Discount
Revenue Account T1000 Sales
Sales Credit T3000 Sales Return and Allowances

PURCHASING
Type of Account Account Code Account Name
Domestic A/P L1100 Accounts Payable
Bank Transfer A1121 Metrobank Acct No. 9021
Cash Discount CS3000 Cash Discounts Earned
Expense Account CS1000 Cost of Sales
Purchase Credit Account CS1000 Cost of Sales

GENERAL
Type of Account Account Code Account Name
Period-End Closing Account EX1000 Income Summary
Opening Balance Account EX2000 Opening Balance

INVENTORY
Type of Account Account Code Account Name
Inventory A1310 Merchandise Inventory
Cost of Goods Sold Account CS1000 Cost of Sales
Allocation Account L1400 Goods Received Not Invoice - Clearing
Price Difference Account CS2000 Gain/Loss Price Variance
Inventory Offset Decrease CS2000 Gain/Loss Price Variance
Inventory Offset Increase CS2000 Gain/Loss Price Variance
Sales Returns A1310 Merchandise Inventory

IV. Taxes & Warehouses:

A. TAX INFORMATION

Code Name Category Tax Definition Rate Tax Account

a. OT Philippine Output Tax Output Tax Effective now 12% L1200
b. IT Philippine Input Tax Input Tax Effective now 12% A1420
Note: Settings marked with a red exclamation mark (!) can only be changed before the first transaction is
posted.

4
TTP Exercises for Advance

B. WAREHOUSES
1. Define new warehouses in addition to the General Warehouse. Update the G/L Accounts of General
Warehouse.

Warehouse Code
(up to 8 characters) 01 02 03
Warehouse Name General Warehouse Backup Warehouse Regional Warehouse
Location
(Several warehouse can
be grouped by Location) Makati Manila Muntinlupa
Street Address Dela Rosa St. Pedro Gil Madrigal Road
City, ST Zip Makati Manila Muntinlupa
Country Philippines Philippines Philippines

V. Banking:
A. Review the banking setup for the localization.
B. Make the following changes:
1. Add Metrobank and BDO to the Banks table.
2. Define a House Bank for Metrobank.
3. Set Metrobank as the default house bank.

Field Information
Banks Bank codes.
House Bank Accounts House bank branch accounts.
House Banks Default bank for the new company.

Bank Acct 1 Bank Acct 2

Bank Code
(up to 19 characters) MBTC BDO
Country Code
(if other than USA) Philippines Philippines
Bank Name Metrobank Banco de Oro
Account Number
(Last 4 digits) 9021 1001
Branch Makati Makati
Bank G/L Account A1121 A1122

5
TTP Exercises for Advance

Business Partners:
A. Review the business partner setup for the localization.
B. Make the following changes:
1. Define a new payment term for customers and vendors.
2. Define customer groups and vendor groups.

Field Information
Payment Terms Payment terms for customers and vendors.
Customers: 2p10Net30
Vendors: Net30
Note: The default payment terms for new business
partner master data is set in the General Settings.
Customer Groups Customer groups.
 Malls
 Computer Shops
 Gadget Stores
 Online Retailers
Vendor Groups Vendor groups.
 Manufacturers
 Wholesalers

Payment Terms:
Terms Code Net30 2p10Net30 Cash 3 Installments
Due Date Based on
 Doc Date
 Posting Date    
 System Date
How Many Days from
Start is the Invoice Due: 30 days 30 days
Does this Payment Term
have installments? 
Terms of Cash Discount 2% discount if paid
within 10 days
Inventory:
A. Review the inventory setup for the localization.
B. Make the following changes:
1. Define new Item Groups.
2. Add new price lists.
Field Information
Item Groups Item groups.
Price Lists Add new price lists.

Item Groups:
Item Group Name Desktop Laptops Mobile Accessories
Computers Phones
Default Planning Method None None MRP None
Default Procurement Method Buy Buy Buy Make
Default Order Multiple 5 5 5 10
Default Lead Time in Days 5 days 10 days 15 days 10 days
Default Valuation Method FIFO FIFO FIFO Average

6
TTP Exercises for Advance

Pricelist:
As pre-requisitite, set the Base Price as Item Cost.
Price List Name Base Price List Factor
Base Price Base Price 1.0
Regular Sales Price Base Price 1.5
Grp A Sales Price Base Price 2.0
Grp B Sales Price Base Price 2.25
Regular Purchase Price Base Price .80
Discounted Purchase Price Base Price .50
*Delete other price list not needed.
VI. Sales & Purchasing:
A. Review the sales and purchasing setup for the localization.
B. Make the following changes:
1. Set the default gross profit for service documents to 30%.
2. Decimal places should all be set to 2.

Field Information
Document Settings General document settings and settings per document type.
Permit More than One Document Type per Certain country regulations permit document numbering series that
Series contain more than one document type. Select this checkbox if these
regulations are relevant for the company.
Not Applicable. Leave Unchecked.
Manage Freight Include a Freight field in sales and purchasing documents.
The number of decimal places displayed for amounts, prices,
Decimal Places
exchange rates, quantities, percentages, units, and calculated values
in queries.
Document numbering and additonal numbering series.
Document Numbering
Activate gross profit calculation in sales documents. Select whether to
Calculate Gross Profit
calculate the gross profit percentage as the base price or the sales
price.
Landed costs for importing goods.
Landed Costs
Stages for sales opportunities.
Sales Stages
Select which fields from documents will be used as reference fields in
Reference Field Links
journal entries posted from the document (reference1, reference2,
reference3).

General
Would you like SAP B1 to Calculate the Gross Yes
Profit for all A/R Invoices? Use Item Cost as base price origin

Default Gross Profit % for Service Documents 30%

Which would you like the Remarks Area on
Target Documents to include:
When Displaying a Sales BOM (Kitted Item) in
Documents, Show
When Attempting to Release Stock Below
item’s Minimum Level, what would you like
the system to do:
 The Base Document’s Number.
(i.e. an invoice created from a Sales Order would list “Created
from Sales Order Number: xxx” in the Remarks section of the
Invoice)
Price and Total for Parent Item Only
 Do Not Warn
 Warning Only
 Block Release
if so, by Warehouse Yes / No:

7
TTP Exercises for Advance

Does your business allow Negative Quantity?  Yes

 No
If rounding is required, which method should By Currency
the system use when rounding?  By Document
Check with your instructor
Manage Inventory by Warehouse  Yes

VII. Extra: Add Business Partners, Items and Opening Balances

A. Add Business Partners
BP Code BP Type BP Name Group Payment Terms Price List
C1000 Customer Super 8 Gadgets, Inc. Gadget Stores 2p10Net30 Regular Sales Price
C2000 Customer Personal Electronics Co. Online Retailer Net30 Grp A Sales Price
C3000 Customer SM Araw Malls 3 Installments Grp B Sales Price
C4000 Customer New Creation Buy & Sell Online Retailer Cash Basic Regular Sales Price

V1000 Vendor Bill Bill Gates, Inc. Manufacturers Net30 Discounted Purchase Price
V2000 Vendor Orange Co. Manufacturers Net30 Discounted Purchase Price
V3000 Vendor Abensan Electronics Wholesalers 2p10Net30 Regular Purchase Price
V4000 Vendor Hexagon, Inc. Wholesalers 2p10Net30 Regular Purchase Price

B. Add Items
Item Number Item Description Item Group Price List Unit Price
DC1000 HP PC Set Desktop Computers Base Price Php40,000.00
LT1000 Lenovo S410p Laptop Laptops Base Price Php25,000.00
MP1000 Nokia Lumia X5000 Mobile Phones Base Price Php11,000.00
AC1000 Phillips B100 Headphones Accessories Base Price Php2,000.00

C. Opening Balances: Adminsitration>SYstem Initialization>Opening Balance> G/L Opening Balance

ASSETS
Cash on Hand Php 5,000.00
Metrobank Acct No. 9021 80,000.00
Accounts Receivable Sched 1 105,000.00
Merchandise Inventory Sched 3 112,000.00
TOTAL ASSETS Php 302,000.00

LIABILITIES
Accounts Payable Sched 2 Php 120,000.00

EQUITY
Share Capital 100,000.00
Retained Earnings 82,000.00
TOTAL LIABILITIES AND Php 302,000.00
EQUITY

Adminsitration>SYstem Initialization>Opening Balance> Business Partners Opening Balance

Sched 1

Customer Amount Due Date

Super 8 Gadgets, Inc. Php 40,000.00 1 month
SM Araw 35,000.00 2 weeks
Personal Electronics, Co. 30,000.00 3 weeks
Php 105,000.00

8
TTP Exercises for Advance

Sched 2
Vendor Amount Due Date
Bill Bill Gates Php 80,000.00 2 weeks
Hexagon, Inc. 40,000.00 3 weeks
Php 120,000.00

Inventory>Inventory Valuation>Inventory Transaction>Opening Balances...

Sched 3
Item Quantity Amount TOTAL
HP PC Set 1 Php 40,000.00 Php 40,000.00
Lenovo S410p Laptop 2 Php 25,000.00 Php 50,000.00
Nokia Lumia X5000 2 Php 11,000.00 Php 22,000.00
Php 112,000.00

9
TTP Exercises for Advance

USER ACCOUNTS AND AUTHORIZATIONS

I. Set the Password Policy:

A. Set the password in the Password Administration Tab in the security sub module.
Administration>Setup>General>Users>Security>Password Administration
B. Enter the following fields:
Field Values
Security Level Select Custom.
Expiry After 60 days
Minimum Length 5
Minimum Number of Uppercase Characters 1
Authentications Before User Account is Locked 5
Password Example Choose Generate

II. Define Departments and User Accounts:

A. Define User Accounts in the Administration module.
Administration>Setup>General>Users>Users-SEtup
B. Add the following users.

Field Name Values

User Code (Your first name)
User Name (Your full name)
Superuser 
Department General
Password Deselect the Change Password at Next Logon checkbox.
Set a password in accordance with the password policy
and confirm the password.
Password: ______ (Write down your password)
Choose Update.

10
TTP Exercises for Advance

Field Name Values

User Code Coco
User Name Coco Martin
Superuser No
Department Sales
Password Deselect the Change Password at Next Logon checkbox.
Enter a password in accordance with the password policy and confirm the password.
Password: _____ (Write down your password)
Choose Update.

Field Name Values

User Code Maja
User Name Maja Salvador
Superuser No
Department Purchasing
Password Deselect the Change Password at Next Logon checkbox.
Enter a password in accordance with the password policy and confirm the password.
Password: _____ (Write down your password)
Choose Update.

C. Login as a New User (Use Coco Martin’s account).

1. Click ‘Change User’ in the Choose Company module.
2. Enter the user code and password of Coco Martinas set in step 1-1-2.
3. Open the Sales – A/RSales Order. System Message will appear since the documents have not been
configured yet.
4. Choose File  Exit to logout from the user account.
III. Define General Authorizations:
Administration>System Initialization>Authorizations>General Authorizations

11
TTP Exercises for Advance

A. Switch back to the SAP Business One session using the manager's log-in.
B. Define general authorizations for the new users create in step 1-1.

Define General Authorizations for Coco (Sales Manager).

Choose the nameCocofrom the list on the left.
All authorizations are set as No Authorization for a user who is not a super user.
Set the following authorizations for the user Coco:
Subject Authorization
General Full Authorization
Administration > System Initialization > Numbering Series Full Authorization
Sales Opportunities Full Authorization
Sales A/R Full Authorization
Business Partners Full Authorization
Banking Full Authorization
Inventory Read Only
Reports Full Authorization

12
TTP Exercises for Advance

Define General Authorizations for Maja (Sales)

Copy the authorizations you made for the user Coco. Select the name Coco and drag and drop the
rectangle over the name Maja. Choose Copy in the System Message window.

Maja now has the same general authorizations as Coco. However, Maja should not have access to all of
the functions and should have authorizations for Purchasing – A/P instead of Sales – A/R. Change the
authorizations for the user Maja:
Subject Authorization
Sales Opportunities No Authorization
Sales A/R No Authorization
Purchasing A/P Full Authorization
Inventory Full Authorization
Reports Read Only

C. Test General Authorizations for the new users create in step 1-1.
1. Test the authorizations for Coco (Sales manager)
a. Go to Administration  Choose Company. Click ‘Change User’.
b. Enter the user code and password of Coco Martinas set in step 1-1-2.
c. Choose Purchasing A/P and open a purchasing document.
You will get an authorization error as Coco has no general authorization to the purchasing function.

Note: An authorized use can permit Coco to access the document one time, by providing a valid
user and password.

d. Open a sales order. Coco can open a sales order as he has general authorization to the Sales A/R
function.
e. Switch back to user Manager.

13
TTP Exercises for Advance

CUSTOMIZATION TOOLS : QUERIES

A. Generate a list of all uncollected A/R Invoices with amount that is more than GBP 4,000.00 using Query
Generator. Save the report as "Uncollected Large Invoices".
This report displays a list of customer invoices posted after a certain date that is entered as a parameter when
the query is run. The report uses the OINV invoice table.

1. To find out the field names for the report, you can use system information:
a. Open up a blank A/R invoice document and on the menu bar, click View > System Information.
b. Hold your mouse over the following fields and write down the database field name that shows in the
system information area:
Name in Document Database Field Name
Document No. DocNum
Customer
Name
Satus
Total
Note: When you hold your mouse over the Total field, the field name does not display in system
information. This is because this field holds the currency symbol as well as the amount. The database field
name is DocTotal.

2. Go to Query Generator. Choose Tools  Queries  Query Generator.

a. Type OINVin theTable fieldand pressTab.

b. Select the fields from the OINV table that you identified using system information. Double-click to
select the table fields. Tip: Double-click the column header Name to see the table fields listed
alphabetically
c. Put the cursor in the Where clause and create the conditions to filter the data:
TheWhere clause should read:
DocTotal>=4000and T0.[DocStatus] = ‘O’
To display the column total, choose CRTL and double-click the Document Total column heading.

3. Save this query with the name 'Uncollected Large Invoices' in a new Category called Sales.
In the Query Preview window, choose Save.
In the Save Query window, choose Manage Categories.
Enter Sales in the Category Name field.
Choose Select All.
Choose Add, then OK.
In the Save Query window, select the Sales category.
Enter 'Uncollected Large Invoices' in the Query Name field. Choose Save.

14
TTP Exercises for Advance

B. Save a query that a user can access every month to generate a report showing all A/P Invoices due for
payment within a week.
The report should display the Document Number, Vendor Code, Vendor Name, Due Date and Amount Due
1. Choose Tools  Queries  Query Generator.
2. Enter OPCH then pres tab. Follow the image below then Click Execute

3. Enter the desired range of Date then Click OK.

15
TTP Exercises for Advance

CUSTOMIZATION TOOLS: ALERTS MANAGEMENT

I. Set an Alert when the Gross Profit in a Sales document falls below 30%
The company owner wants to be notified when a sales order is issued with the gross profit falling below 30%.
This uses one of the preconfigured alerts supplied with the system.
A. Create alert for SO with gross profit below 30%
Choose Administration  Alerts Management.
The window opens in Find mode. Type * in the Name field and choose Find.
Select the Deviation from % of Gross Profit alert. In the Conditions tab, type 30 as the Profit Percentage.
Apply to Sales Orders using the Documents tab.
Select the Int. checkbox for the user manager.
Select the Active checkbox.
Choose Update.

B. Create a sales order and change the Unit Price so that the Gross Profit falls below 30%. You can check the
gross profit by opening the Gross Profit window from the sales order. Base the Gross Profit on the Item
Cost.
C. Save the sales order.
The alerts window will open and display the alert. If the alert window does not open, choose Window
Messages/Alert Overview.
Note: Choose Administration  General Settings and select the Services tab. The Update Messages field value
determines how often the application checks the window for updates

16
TTP Exercises for Advance

CUSTOMIZATION TOOLS: APPROVAL PROCEDURE

I. Activate approval procedures in the system
Choose Administration  System Initialization  General Settings.
Choose the BP tab.
The checkbox Activate Approval Procedures should be selected. Select the checkbox to enable the approval
procedures functionality in the system.
Choose OK.

II. Define an approval procedure using a predefined condition.

Any purchases equal or above to GBP 15,000 should be block until it is approved by the manager.
A. Create an approval stage for manager approval.
Field Name or Data Type Values
Stage Name PO Approval Stage 1
Stage Description PO Approval Stage 1
No. of Approvals Required 1
Authorizer 1 Select the user “manager”

B. Create an approval template.

Field Name or Data Type Values
Name PO Approval
Description PO 15,000 and above
Originator tab Select the Purchasingdepartment from the
dropdown list. Select all users in the
Purchasing department.
Documents tab Select Purchase Order.
Stages tab PO Approval Stage 1.
Choose the Terms tab.
Select the When The Following Applies.
Choose thepredefined term for Total Document.
Field Name or Data Type Values
Ratio Greater or Equal
Value GBP 15,000
Make sure that the Active checkbox is set in the approval template. Choose Add.

C. Test the approval process.

Login as the originators (Maja Salvador) and create a Purchase Order. Insert an item and make sure
that the amount will be equal or will exceed GBP 15,000.
When you Add the document, the approval window will display. Enter a suitable message in the
Remarks field for the approval. Choose OK.
Note: The Purchase Order is now saved as a draft. You can view this document in the Document Drafts
report.
D. Approve the document
An alert will appear in the approver’s Messages/Alerts Overview window. Select the link to view the
approval request. Select Approved as the answer and choose Update. You can optionally enter
remarks for the originator.
You can also view the approval request in the Approval Decision Report. Choose Administration 
Approval Procedures  Approval Decision Report. Select Approved and choose Update.
E. Process the approved Purchase Order
The approved Purchase Order will display in the originator’s Messages/Alerts Overview window. Select
the link to the document. The document has the status Draft [Approved] and you can now Add it to
the system.
The originator can also access the approved document from the Approval Status Report. Choose
Administration  Approval Procedures  Approval Status Report.

17
TTP Exercises for Advance

CUSTOMIZATION TOOLS: USER DEFINED - VALUES (Formerly Formatted Search)

Add a database query to a field in a purchase order.

When you create a purchase order, you want to show only the items that are supplied by the vendor you have
selected in the vendor field.
You will create a query that displays only the items from the vendor you have selected. The query will select
items from the items table OITM that have the same vendor set as the Preferred Vendor in the item master
data.
Note: In the OITM table, the field CardCode is used to store the preferred vendor. The variable $4.0.0 refers to
the currently selected vendor code.
A. Enter a preferred vendor in the item master data.
Choose Inventory Item Master Data.
Locate an item for purchase.
Choose the Purchasing tab.
Select a vendor in the Preferred Vendor field.
Save the item master data.
B. Create a database query.
Choose Tools  Queries  Query Generator.
Choose Execute. Ignore the error message.
A window will open with a SQL Select statement.
Choose the pencil icon under the Select statement. This will allow you to type in the complete query
as
SELECT T0. ItemCode FROM OITM T0 WHERE T0.CardCode = $[$4.0.0]
Choose Save.
Enter a name for the query in the Query Name field.
Select the General category.
Choose Save.
C. Create a Purchase Order with user-defined values from a query
Choose Purchasing A/P Purchase Order.
Choose the vendor that you selected earlier.
Position the cursor in the Item No.field.
Press Alt+Shift+F2.
The User-Defined Values - Setup dialog box appears.
Choose Search in Existing User-Defined Values according to Saved Query.
Choose Open Saved Query.
Expand the General category and select the query you saved earlier.
Choose OK.
Choose Update.
In theItem No.field, pressShift+F2.
The query will run and will show only items for the preferred vendor.

18
TTP Exercises for Advance

Add a User-Defined Field to Show the Business Partner Balance

The company‘s sales staff needs to see the customer’s existing balance when they are on the phone taking a
new order.
A. Add a user-defined field to the title of marketing documents to show the account balance.
Choose the relevant type and structure for amounts.

Click Add.
Choose Yes on the system Message and click OK to close the window.

B. Create a query to fetch the business partner balance from the database
SELECT T0.[Balance] FROM OCRD T0 WHERE T0.[CardCode] = $[$4.0.0]
Save this query.
Note: The variable $4.0.0 refers to the currently selected vendor code.
Go to Tools>Queries>Query Generator

19
TTP Exercises for Advance

20
TTP Exercises for Advance

Then Click OK.

C. Add the query as user-defined values to the user-defined field

Open a Marketing Document. In this Illustration, Sales Order.
Go to Sales A/R>Sales Order.
To make the user defined field visible, go to View>User Defined Fields
Put the cursor on the user defined field "BP Balance" and press Shift + F2

Choose Yes on the system message.

21
TTP Exercises for Advance

Choose Search in Existing User-Defined

Defined Values according to Saved Query.
Select the query you saved earlier.
Choose Auto Refresh When Field Changes
Changes.
Select the Customer/Vendor Code field.
Choose Refresh Regularly.

Click OK.

Test the user-defined field

In the open sales order, select a customer with balance.
The query will run and the account balance will appear in the field.
Note: To see the account balance on other marketing documents, you need to add user-defined
user
values to each document type. You can use the same
sam query with these user--defined fields.

 Thank You 