Master Data

Content:
 Business partners and contacts
 Items and warehouses

 SAP AG 2003
 Master Data: Unit Objectives

At the conclusion of this unit you will be able to:

 Explain how the business partner master records,

and the item master records are structured
 Maintain business partner master records and
item master records
 Use contacts to track all kinds of contacts with
your business partners
 Maintain item master records and define the
inventory System

 SAP AG 2003
 Master Data: Course Overview Diagram

Master Data
of SAP Business
Fundamentals

Purchasing Inventory
– A/P Transactions Sales
One

Sales Opportunities
Production
– A/R

Cross-Functionality

 SAP AG 2003
 Master Data: Business Scenario

 Before you can enter business transactions in SAP

Business One, you have to create the objects used in
the transactions as master data.
 In SAP Business One, you can create business
partners and items as master data.

 SAP AG 2003
 Business Partners and Contacts: Topic Objectives

At the conclusion of this topic, you will be able to:

 Outline the three types of business partners in SAP

Business One
 Describe how business partner master records are
structured
 Create contacts for business partners and store the
relevant information in the system
 Display contact lists

 SAP AG 2003
 Three Types of Business Partner Master Records

Vendors Customers Leads

One or more One or more Leads do not have
control accounts control accounts any effect on
for vendors for customers accounting.

Possible Possible Possible

transactions transactions transactions
 All  All sales  Quotations and
purchasing transactions orders
transactions  Sales  Sales
 Contacts opportunities opportunities
 Contacts  Contacts

 SAP AG 2003
 Structure of the Business Partner Master Record

Header Data Code, currency, group, balance display

General Mostly information fields

Contact
For maintaining contact persons
Persons

Addresses Bill-to address, ship-to addresses, and so on

Payment
Default values for documents
Terms

Payment Payment data of the business partner, used by

System the payment system

Accounting Control account, reference to head office, VAT

Properties User-defined properties for analysis purposes

Details Additional image or text information

 SAP AG 2003
 Contacts

Contacts with BP
Linked documents
Name (such as quotations,
Contact
Handled by
orders)
General Content Linked Doc. Attach.

Attachments (such
as images, Microsoft
Word files)

Contact overview

Link to item master Link to

To business partner the document
record

 SAP AG 2003
 Contacts in SAP Business One

Modules Functions
Business Partners/
Business Partners
Contact Persons

Time/Duration
Purchasing / AP
End

Scheduled
Production
Activities

Sales / AR
CONTACTS Content

Add
Sales Opportunities
Documents

Add External
Banking
Documents

Inventory Reminder Function

 SAP AG 2003
 Contact Lists

BP Name Date Subject New Contact

Miller 04/23 Presentation 05/23

Smith 04/25 Req. analysis 04/27
………

E-Mail

 SAP AG 2003
 Items and Warehouses: Topic Objectives

At the conclusion of this topic, you will be able to:

 Find, create and maintain item master records

 Group item master records according to various
criteria
 Describe how item master records are structured
 Define the inventory system

 SAP AG 2003
 Functions in Items Management

Change Find

Add Show History

Items Management

Remove Duplicate

Sales and
Link Contacts
Purchasing Analysis

 SAP AG 2003
 Finding Item Master Records

Items Management

Item Number * Purchased Item

Example: Description Sales Item
*ball WH Item
Searching for Item Grouping Example:
an item from Manufacturer Searching forFixed
all Assets
a specific Price List items containing
manufacturer ball in the
description
Procurement Data
Regular Vendor
Vendor Catalog No.
Unit of Meas. for Purch.
Items per purchase unit
......
.......

Searching for an item with a

specific catalog number

 SAP AG 2003
 Data in the Item Master Record

General Data
 Item Number  Fixed Assets  EAN Code
 Description  Tax Liability  Manufacturer
 Item Grouping  Item Type
 Prices

Properties Purchase Data

General Sales Data

Details Warehouse Data

Item

 SAP AG 2003
 Grouping Criteria

Items Management

Item Number Purchased Item

Description Sales Item
WH Item  You can choose
Item Group the item group/
Manufacturer manufacturer from
Fixed Assets
Price List the dropdown list.
Procurement Data Sales Data WH Data Restrictions Properties Details  To create new
entries, choose
Choose All
the Define New
Item Group 1 Undo Selection
option.
Item Group 2
Item Group 3
Item Group 4
.........
........
.........
Item Group 64

Update Cancel

 SAP AG 2003
 Warehouse Definition

Warehouse 01
General
Warehouse

General
Accounting
Address Information
Accounts for
Location
Expences, Revenues, Variance
Drop Ship
Decreasing, Increasing, Returning

Stock, COGM, Allocation Costs

Price Difference

 SAP AG 2003
 Warehouse Data

In Stock - Committed + Ordered = Available

WH Code WH Name In Stock Committed Ordered Available
General Warehouse
East Coast
West Coast
Drop Ship

Manage Stock System Manage Stock System

by Warehouse by Warehouse
WH Code WH Name Min. Stock Max. Stock Req. Stock
General Warehouse
Maximum Stock Level:
East Coast
West Coast Minimum Stock Level:
Drop Ship

Required Stock Level:

across all
warehouses

 SAP AG 2003
 Inventory System

Menu
Administration

System Initialization  Company Details  Basic Initialization

Inventory System

Standard Price or Moving Average Price or FIFO

Handle Price System per Warehouse

 SAP AG 2003
 Master Data: Unit Summary

You are now able to:

 Explain how the business partner master records,

and the item master records are structured
 Maintain business partner master records and
item master records
 Use contacts to track all kinds of contacts with
your business partners
 Maintain item master records and define the
inventory system

 SAP AG 2003