Aws Lab Manual Sap b1

8/11/2019 Aws Lab Manual Sap b1

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SAP BUSINESS ONE FOR AWS

B1 Test Drive Demonstration Guide

June, 2014

Abstra

GSG test drive guide describes step-by-step best practices an

procedures to experience SAP Business One platform running on AW


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SAP B1 Demo User Manual

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Table of Contents

Typographic Conventions ................................ ......................................... ...........................................2

Lab Overview ................................................................ ......................................... ............................2

Product Overview: SAP Business One 9.0 ...................................................... .......................................3

Description ...................................................................................................................................3

Key Features.................................................................................................................................3

Business Benefits........................................... ............................................... ................................4

Architecture of the Software.......................................................................................................5

Target Audience ................................. ............................................... ................................................ .5

Instructions to launch the Test Drive.............................................................. ......................................6

1. How to launch the Simulation GSG Lab................................ ......................................... ....................6

1.1 System connection procedure for Windows Users............................................................6

1.2. System connection procedure for Mac Users...................................................................9

2. Accessing the application through the remote desktop ...................... ............................................. 11

2.1. Obtain the user and password to access SAP Business One client system ................... 11

2.2. Select the Script Demo Scenario you are interested on............... ................................ 12

2.3. Business One environment screen................................................... ............................... 13

3. SAP DEMO Scrips....................................................................................................................... 14

3.1. Bin Locations....................................................... .............................................................. 15

3.2. Fixed Assets. ............................................................. .......................................................... 30

3.3. Inventory Counting ..................................................... ..................................................... 34

3.4. Purchase Requests.............................................................................................................. 44

4. Support............................................................................................................................................53


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Typographic Conventions

Type Style escription

xample Words or characters quoted from the screen. These incl ude field names, screen titles,

pushbuttons labels , menu names, menu paths, and menu options.

Textual cross-references to other documents

Example Emphasized words or expressions

EXAMPLE Technical names or system objects. These include report names, program names,

transaction codes, table names, and key concepts of a programming language

when they are surrounded by body text, for example. SELECT and INCLUDE

Example Output on the screen. This includes files and directory names and their paths,

messages, names of variables and parameters, source text, and names of

installation, upgrade and database tools.

Example Exact user entry. These are words or characteristics that you enter in the system

exactly as they appear in the documentation

Variable user entry. Angle brackets indicate that you replace these words and

characters with appropriate entries to make entries in the system.

Keys on the keyboard, for example, OR

Lab Overview

GSG LAB B1-Test Drive is intended to demonstrate the benefits of running SAP Business

One in Amazon Web Services (AWS) to existing software users and to potential new users. This

manual will describe the features of the SAP product experience during the simulation, and

explain the procedure for launching the virtual system. Testers will experience a quick launch SAP

Business One solution running on cloud during a two hour test drive and experiment with all the

features of the software.

ENTERF2EXAMPLE


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Product Overview: SAP Business One 9.0

Description

The SAP Business One Application offers a single, affordable way to manage your entire

business. Unlike niche solutions, it provides complete business management functions covering

financial, sales, customers, inventory and operations. In addition, it is installed quickly and is

straightforward to maintain because it was specifically designed for small- to medium-sized

businesses.

B1 integrates all critical business functions for sales, customers, purchasing, inventory,

operations, and financial and human resources into a single system making the information

instantly accessible across the organization.

Key Features

Redesigned user interface makes using the software easier

Request-for-proposal functionality enables faster, more effective sourcing decisions

Integration with SAP Crystal Reports software lets you design and deliver reports via

the Web or embedded in enterprise applications

Universal code base for 40 countries supports different time zones and provides

compliance with legal requirements

Upgrade wizard dramatically simplifies the upgrade process

Centralized authentication framework enables better protection of customer data

Enhanced infrastructure optimizes data archiving, transaction management, and

memory governance

Remote support platform improves diagnostics and troubleshooting

Solution packager tool enables SAP partners to deploy add-on solutions more easily


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Integration with on-demand Web services, cloud-based applications, and mobile

devices provides "anywhere, anytime" access to tools and information

Business Benefits

Higher productivity based ona new user interface and intuitive system messaging

Enhanced business control with features to simplify accounting processes and adapt to

your needs

Simplified reporting and business analysis with SAP Crystal Reports

Faster execution through streamlined processes, application performance

improvements, and a new data archiving tool

Lower total cost of ownership thanks to the remote support platform, upgrade wizard,

and SAP Business One Software Development Kit

Increased connectivity for rapid integration of headquarters, subsidiaries, divisions,

and third-party locations


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Architecture of the Software

Figure 1: SAP Business One Architecture

Target Audience

Existing SAP Business One User who want to migrate their platform to the Cloud.

Small to Medium Businesses who want an ERP solution on the Cloud to improve

their operations.


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Instructions to launch the Test Drive

1. How to launch the Simulation GSG Lab

By clicking on the Try it now! Button: located at GSG TECHmain web page or

through the link below:

http://www.gsgtech.com/testdrivesapb1/

Figure 2: GSG launching page

1.1 System connection procedure for Windows Users

1. You will receive an email with information with IP of the serverand user and password:

You will be able to connect via Microsoft Remote Desktop (MRD)with Public IP

addressof the newly created EC2 instance bellow.

Sample:
http://www.gsgtech.com/testdrivesapb1/http://www.gsgtech.com/testdrivesapb1/


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Public IP address of the newly created EC2 instance:

54.189.XX.XX

2. Windows users search for remote desktop

3. Enter the IP provided


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4. Click connect

5. Enter the Windows User provided


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6. Click Yes if prompted

7. Welcome to the system screen

1.2. System connection procedure for Mac Users

1. We recommend downloading and installing the free app Microsoft Remote Desktop from the

apple store:


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Download

2. Enter the information provided (IP address as PC name, User name and password)
https://itunes.apple.com/us/app/microsoft-remote-desktop/id715768417?mt=12https://itunes.apple.com/us/app/microsoft-remote-desktop/id715768417?mt=12


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2. Accessing the application through the remote desktop

Once you are connected through the remote system, you will find (3) icons:

1) SAP Business One User access - .txt file

2) SAP Manual Demo Scripts - .pdf files

3) SAP Business One ClientLauncher Access

In other to launch the SAP system you will fist get the user and password from the Notepad file,

second, you will access the folder called SAP Manual scriptsand you might download the

manual you want to use for the trial and finally, you will access the system using the keys

provided and following the steps of the demo-manual script you selected. Steps 1 through 3 will

de detail below.

(Remote desktop options)

2.1. Obtain the user and password to access SAP Business One

client system

Click on SAP User Login text file. The notepad will provide you the user name and password

needed to launch Business One environment as follow:

USER: manager

PASSWORD: u123


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(SAP User login- notepad)

2.2. Select the Script Demo Scenario you are interested on.Go to the folder SAP Manual Scriptson your desktop, click on it and select from the four

(4) Demo Manual options given:

1) 9.0 Bin Location

2) 9.0 Fixed Assets

3) 9.0 Inventory Counting

4) 9.0 PurchaseRequests


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(SAP Demo-Manual scripts folder)

Every option will provide you a scenario description; some master data to be input and

some pre-requisites to be accomplish in order to experiment the functions/features thatbusiness one is able to provide. The manual will lead you to perform some tasks to give you a

real flavor of the possibilities of the system.

2.3. Business One environment screenOnce you have selected the demo manual specialty you want to experiment, you might access

the Business One Client systemby clicking on the icon and imputing the data provide in step 1. Then,

follow the instructions given on the demo-manual scripts you selected. Every script will

show you a different and interesting feature of the system.

On the other hand, If you are an experienced B1 user you will be able to go through the

system and perform any activity you wish as you usually do in your on premise version.

(Business One System Screen)


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3. SAP DEMO Scrips

Please select from the following DEMO Scripts


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DEMO SCENARIO

SAP Business One 9.0

Bin Locations

CONTENTS

SCENARIO DESCRIPTION .................................................................................................................... 2

MASTER DATA ..................................................................................................................................... 2

PREREQUISITES................................................................................................................................... 3

CREATE A GOODS RECEIPT ................................................................................................................ 4

CREATE PICK LIST ........................................................................ERROR! BOOKMARK NOT DEFINED.


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SCENARIO DESCRIPTION

Most inventory based businesses require the ability to locate items within their warehouses and thereforerequire bin location functionality. A bin location is defined as the smallest section of the warehouse in which

an item of inventory will not be lost. The ability to efficiently locate inventory within a warehouse, facilitates anumber of key business processes from picking through to quality segregation.

In this scenario you will see how the bin location function has been embedded in the goods receipt processand in the order fulfillment process (pick and delivery).

OEC Computers is going to receive 50 SD memory cards from his supplier CTI Computers. The receiveditems will be allocated to the dedicated bin locations for this item.

Following, the customer Parameter Technology orders 30 SD memory cards. In the fulfillment process, thecorresponding quantities will be picked from the respective bin locations and delivered to this customer.

MASTER DATA

This scenario is based on the following master data:

Field Data Description

Item I00013 SDHC 64 GB CLASS 10

Vendor V60000 CTI Computers

Customer C23900 Parameter Technology

This scenario utilizes the following users:

User User Code User Password

Jason Butler manager demo

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PREREQUISITES

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

following:

Warehouse 05 is set as a bin location warehouse

It has three sub levels:

4 aisles (codes: A1-A4)

each aisle has 6 shelves (codes: S1-S6)

each shelf has 3 levels (codes: L1L3)

These specific bin locations dedicated for the product item I00013 (SD memory card) are:

Warehouse 05, Aisle 4, shelf 4, Level 1 (code: 05-A4-S4-L1) Warehouse 05, Ais le 4, shelf 4, Level 2 (code: 05-A4-S4-L2)

Warehouse 05, Ais le 4, shelf 4, Level 3 (code: 05-A4-S4-L3)

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CREATE A GOODS RECEIPT

Use

OEC has received 50 SD memory cards from its supplier CTI Computers. A goods receipt needs to becreated in SAP Business One. You are logged in as Jason Butler.

Prerequisite

The field display of the screen Goods Receipt POmay need to be adjusted in order to show the required

fields. If needed, use Form Settings to adjust.

Procedure

1. To create a Goods Receipt go to Purchasing -> Goods Receipt PO

The Goods Receipt PO window appears.

2. Enter the following data:

Field name Value Comments

Vendor V60000

Item No I00013

Quantity 50

Warehouse 05 has been automatically found by the system based on this item.

3. In the field Bin Location AllocationClick the icon

The screen Bin Location Allocation - Receiptopens

4. Allocate the received quantities as follows:

Bin Location Allocated Quantity Comm ents

05-A4-S4-L1 25 Since not all 50 SD cards should becrunched into one bin location, they

should be distributed in two bin

locations, each to contain 25.05-A4-S4-L2 25

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Optional: You could explain to the audience that if you would not allocate the quantities to any binlocations an automatic determination would take place at saving the goods receipt document.

5. Press Update and confirm with OK

6. PressAddto save the Goods Receipt PO and choose Yesto confirm

Result

You have successfully created a Goods Receipt POand allocated the received SD memory cards to the rightbin locations.

5


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VIEW INVENTORY REPORT FOR BIN LOCATIONS

Use

Jason Butler wants to check which bin locations have allocated items assigned.

Prerequisites

The field display of the screen Bin Location Listmay need to be adjusted in order to show the required fields.

If needed, use Form Settings to adjust.

The field display of the screen Inventory Posting List by Warehouse Codemay need to be adjusted in order

to show the required fields. If needed, use Form Settings to adjust.

Procedure

1. To open the report go to Inventory -> Inventory Reports -> Bin Location Content List

The Selection Criteria for the Bin Location Content List Report will open.

2. Choose OKto proceed

The report appears showing all bin locations which hold any item quantities. You can see from thisreport the result of the previous goods receipt process.

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3. Select the checkboxes in the first column for the bin locations05-A4-S4-L1 and 05-A4-S4-L2.

4. Press the button Inventory Posting List

All Inventory Postingsfor the selected bin locations are displayed

Result

You have run the report Bin Location Content List and seen that the allocated item quantities have been

successfully posted to the respective bin locations.

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CREATE A SALES ORDER

Use

The customer Parameter Technology has ordered 30 SD memory cards. Log in as Jason Butler to create ansales order.

Prerequisite

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

needed, use Form Settings to adjust.

Procedure

1. To create a Sales Order go to Sales -> Sales Order

The Sales Order window appears.



Customer C23900

Delivery Date Today or a date in the future

Item No I00013

Quantity 30

Warehouse 05 has been automatically found by the system based on this item.

3. PressAdd to save the order

Result

A sales order has been created to initiate the fulfillment process.

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PICK FROM BIN LOCATIONS

Use

The fulfillment process for the previous customer order starts with the warehouse manager preparing andreleasing the pick document in SAP Business One.

As a next s tep warehouse employees will carry out the pick as instructed by this pick document and reportsto the warehouse manager.

Finally, the warehouse manager will maintain the pick document in SAP Business One accordingly.

For simplic ity reason we can use Jason Butler to perform the warehouse managers activities.

Prerequisites

The field display of the screen Pick and Pack Manager (Open sales orders to be pick ed)may need to be

adjusted in order to show the required fields. If needed, use Form Settings to adjust.

The field display of the screen Pick and Pack Manager (Released)may need to be adjusted in order to show

the required fields. If needed, use Form Settings to adjust.

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


10


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CREATE A DELIVERY

Use

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

Prerequisite

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


Procedure

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

The Delivery window appears.

2. In the field Bin Location AllocationClick the icon

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In the appearing window Bin Location Allocation Issueyou can see that 25 SD cards has beentaken from the bin location 05-A4-S4-L1 and 5 from 05-A4-S4-L2

3. Click OK

4. ClickAdd

5. Confirm with Yes

Result

You have successfully created a Delivery based on the previous documents and pick list including the binlocation allocation data.

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2012 SA P AG. All rights reserved.

SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP

Business Objects Explorer, StreamWork, SAP HANA, and other SAP

products and services mentioned herein as well as their respective

logos are trademarks or regist ered trademarks of SAP AG in Germany

and other countries.

Business Objects and the Business Objects logo, BusinessObjects,

Crystal Reports, Crystal Decisi ons, Web Intelligence, Xcels ius, and

other Busines s Objects products and services mentioned herein as

well as their respecti ve logos are trademarks or regi stered trademarks

of Business Objects Software Ltd. Business Objects is an SAP

company.

Sybase and Adapti ve Server, iA nywhere, Sybase 365, SQL

Anywhere, and other Sybase produc ts and services mentioned herein

as well as their respective logos are trademarks or registered

trademarks of Sybase Inc. Sybase is an SAP c ompany.

Crossgate, m@gic EDDY, B2B 360, and B2B 360 Services are

regist ered trademarks of Crossgate AG in Germany and other

countries. Crossgate is an S AP company.

All other product and service names men tioned a re t he trademarks of

their respective companies. Data contained in this doc ument serves

informational purposes only. National product speci fications may vary.

These materials are subject to c hange without notice. These materials

are provided by SAP AG and its affiliated companies ("SAP Group")

for informational purposes only, without representation or warranty of

any kind, and SAP Group s hall not be liable for errors or omis sions

with respect to the materials. The only warranties for SAP Group

products and services are those that are s et forth in the express

warranty statements accompanying such products and services, if

any. Nothing herein should be construed as constituting an additional

www.sap.com


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DEMO SCENARIO


Fixed Assets

CONTENTS

SCENARIO DESCRIPTION ....................................................................................................................... 2

CREATE ASSET MASTER DATA .............................................................................................................. 2

CREATE A/P INVOICE .............................................................................................................................. 2

CAPITALIZATION ..................................................................................................................................... 2

DEPRECIATION RUN ............................................................................................................................... 3

REPORTING ............................................................................................................................................. 3


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The last Capitalizationdocument that was created appears.

3. Navigate to Accounting tab and drill down to Capitalization Journal Remark.

DEPRECIATION RUN

1. Navigate to Financials > Fixed Assets > Depreciation Run

2. Select depreciation area GAAP

3. Select depreciate to date

4. Click on Preview

5. Check ordinary depreciation

6. Click Execute

7. Click Continue on prompt message

8. Click on back arrow

9. Select Internal depreciation area

10. Click on Preview

11. Check depreciation values

12. Click on Execute

13. Close down the window

14. Should you wish to make demonstrate the journal entry created by GAAP run, go to Financials >

Journal Entry and select the navigation icon from the top menu bar.

REPORTING

1. Asset History Sheet Selection criteria must be filled out to display results for desired asset class,balance sheet account and depreciation area. This report enables to display depreciation, like inprevious example, both for GL depreciation as well as for internal depreciations.

2. Asset Status Report Selection criteria must be filled out; select asset number from an to, asset classfrom and to and finally check to boxes to display desired assets


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www.sap.com





logos are trademarks or regist ered trademarks of SAP AG in Germanyand other countries.






company.











These materials are subject to c hange without notice. These materialsare provided by SAP AG and its affiliated companies ("SAP Group")



with respect to the materials The only warranties for SAP Group


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DEMO SCENARIO


Inventory Counting

CONTENTS

SCENARIO DESCRIPTION .................................................................................................................... 2

MASTER DATA ..................................................................................................................................... 2

PREREQUISITES................................................................................................................................... 3

SETUP CYCLE COUNT ......................................................................................................................... 3

PREPA RE AN INVENTORY COUNT....................................................................................................... 5

POST RESULT IN SYSTEM ................................................................................................................... 7


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Inventory counting is about making a physical count of each item found in a particular inventory. The purposeis to ensure that all recorded inventory quantities are accurate. If a physical count does not match the

recorded inventory quantity, procedures must be applied to reconcile the difference. The correct quantity willbe posted in the inventory.

In this demo you are going to setup a new annual cycle count for OEC Computers. Based on this setup, SAP

Business One will raise an alert to the warehouse manager Jason Butler. In the role as warehouse managerhe is responsible to prepare the inventory count by maintaining the inventory count document and later (afterthe physical count) to post the result in the system.

MASTER DATA



Item A00006 Rainbow 1200 LaserSeries





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PREREQUISITES

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

SETUP CYCLE COUNT

UseThe setup includes the creation of a new cycle count as well as the assignment of this cycle count to a

warehouse and item group. You are logged in as Jason Butler.

Procedure

1. Create a new Cycle Countby going to Administration -> Setup -> Inventory ->Inventory Cycles

The Inventory Cycles - Setup window appears.



Cycle Code Annual Inventory

Sequence Annually Having selected Annually the

system will suggest a date and atime the start

Repeat On today If you plan a demo which will not

take place today, choose the dateat which you will carry out the demo

3. PressAdd

A new Cycle Count has been created.

4. Create a Cycle Count Determination by going to Administration -> Setup -> Inventory -> Cycle CountDetermination

The Cycle Count Determination - Setup window appears.

5. In order to assign the annual cycle count to the warehouse 01, first double-click on (first columnof the entry for warehouse 01)

The Cycle Count Determination Warehouse 01 - Setup window appears.

6. Since we want to apply the annual cyc le count to the item group Rainbow Printers within warehouse01, select in the column Cycle Code for the item group Rainbow Printers the cycle count AnnualInventory.


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7. Set the checkboxAlertfor the Rainbow Printers

Comment: Jayson Butler is automatically selected in the column Userbecause he is the logged onuser. You can leave as it is.

8. Press Update and OKto confirm

Result

You have successfully setup an annual cycle count which will be applied to all items of the item group

Rainbow Printersin the warehouse 01. Jayson Butler will receive an alert which will remind him to preparethe inventory count when the start date of the cycle count has been reached.


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PREPARE AN INVENTORY COUNT

UseIn this process you act as a warehouse manager who receives a reminder from SAP Business One and

prepare the inventory count by creating an inventory count document. You are logged in as Jason Butler.

Procedure

1. The previous setup process should trigger an alert. If the window Messages/Alerts Overview does

not popup automatically, you can click the icon to open this window.

An alert with the subject Stocktaking Requiredhas been raised.

2. Click on this alert

The details will show up below telling for which items you should carry out an inventory count.

3. Select itemA00006

4. Press button Inventory Counting

The Inventory Counting window appears.

5. Comment: In this window you can view and maintain the proposed inventory counting details. Theyinclude who will count what at what date and time.

6. In the field No. of Counters change from One Inventory Counter to Two Inventory Counters.As a result, a second user/ counter will be displayed in the field Inventory Counter.

Comment: Having two counters is a very common practice in inventory counting to get an accurateresult.

7. Enter a second user which is different from the first one, e.g. select Fred Buyer.

8. Set the checkbox Freezefor the item in the table


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This ensures that changes to the inventory will not be allowed as long as inventory counting for thisitem takes place.

9. Keep the document number in mind and press buttonAddto save this document

10. In order to instruct the stocktakers who will carry out the inventory count physically, you can print thisdocument and hand the printouts to them.

For doing this, you may need to find this inventory document again and go into it.

11. Click on

The print layout will appear which shows how the printout looks like.

ResultAs a warehouse manager you have successfully prepared the inventory counting. By creating the inventory

document you have decided who will count what at what date and time. The next step for you will be to getthe result from the stocktakers and post it in the system.


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POST RESULT IN SYSTEM

UseYou have received the counting result from the stocktakers. Now you are going to maintain it in the system.

You are logged in as Jason Butler.

Procedure

1. Go to Inventory -> Inventory Transactions -> Inventory Counting Transactions -> Inventory Counting

The Inventory Counting window appears.

2. Maintain the following count result for the item A00006:


Counter 1 Count 69 This means, the first counter hascounted 69.

Counter 2 Count 68 The second counter has reported

68.

3. Press Update

Comment: Notice that the checkbox Counted has been set automatically because you have enteredvalues in the count fields.

The table line appears in red because there is a mismatch between the should-be-quantity and thecounted results.

Comment: A mismatch usually means that a recount will happen or other measures are to be takento find out the real quantity.

4. Assuming that the second counter has counted correctly and you want to post his result, press Copyto Inventory PostingCounter 2 Count

The Inventory Postingwindow appears.

Comment: In this posting you can see that the result of stocktaker two will be posted.

5. PressAdd


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TheSerial Number Postingwindow appears.

Comment: Since the actual stock of A00006 is lower than formerly recorded and this item is a serialmanaged item, you are required to enter which of the serial numbers is not in stock anymore.

6. Under Available Serial Numbers, select the serial numbers A6-000284 and A6-000285 and movethem into the right table Serial Numbers Difference

7. Press Updateand then OK

8. Back in the Inventory Postingwindow, press Addand then Yesto confirm

ResultYou have successfully posted the counting result in the system.


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CHECK INVENTORY REPORT

UseYou have received the counting result from the stocktakers. Now you are going to maintain it in the system.

You are logged in as Jason Butler.

Procedure

1. Go to Inventory -> Inventory Reports -> Inventory Counting Transactions Reports

The Inventory Counting Transactions Reports Selection Criteria window appears.

2. Click OKto procede

The Inventory Counting Transactions Reports window appears.

Comment: You can see from this report for each item when it has been counted with what result andwhat variance.

ResultYou have used the Inventory Counting Transactions Reports to get an overview of the inventory counting

results.


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logos are trademarks or regist ered trademarks of SAP AG in Germanyand other countries.






company.











These materials are subject to c hange without notice. These materialsare provided by SAP AG and its affiliated companies ("SAP Group")




www.sap.com


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DEMO SCENARIO


Purchase Requests

CONTENTS

SCENARIO DESCRIPTION ....................................................................................................................... 2

MASTER DATA ........................................................................................................................................ 2

PREREQUISITES...................................................................................................................................... 2

CREATE PURCHASE REQUEST .............................................................................................................. 4

LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER ....... ......... ........ ........ ........ ........ ........ ........ ........ 5

CREATE PURCHASE ORDER FROM PURCHASE REQUEST REPORT ........ ........ ........ ........ ......... ........ ... 5

CREATE PURCHASE QUOTATION USING PURCHASE QUOTATION GENERATION WIZARD ........ ........ . 6

LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER ....... ......... ........ ........ ........ ........ ........ ........ ........ 8

REVIEW STATUS OF PURCHASE REQUEST ........ ......... ........ ........ ........ ........ ........ ........ ........ ........ ........ .. 8


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Purchase Requests are used as a preliminary step to the whole purchasing process. A Purchase Request is adocument generated by a user department or storeroom-personnel to notify the purchasing department ofitems it needs to order, the quantity, and a timeframe in which they need these items. It may also containauthorization information to proceed with the purchase. Purchase Requests are also known as purchaserequisitions.

Jason Butler is the General Manager for OEC Computers. His sales team is planning a sales road show at theend of the month. Jason would like to purchase 3 Tablets PCs for his Sales Managers in preparation for theirroad show. To do this, Jason creates a Purchase Request for delivery in time for the road show.

Fred Buyer is the Purchasing Manager for OEC Computers. Fred checks the Purchase Request Report andcreates a Purchase Quotation and Purchase Order for Purchase Requests listed in the report.

MASTER DATA



Item Z00001 Tablet PC 64GB Black

Item P10001 PC - 8x core, DDR32GB, 2TB HDD

Item P10002 PC - 12x core, 64GB, 5 x150GB SSD

Vendor V50000 Lumarx




Fred Buyer fred demo

PREREQUISITES

1. The user Jason Butlerfrom OEC Computers has full authorization to the Purchasing module

2. The user Fred Buyerfrom OEC Computers has full authorization to the Purchasing module


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3. Form Settings Purchase Request document


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CREATE PURCHASE REQUEST

Use

You are logged in as Jason Butler from OEC Computers. You will create a Purchase Request for 3 TabletsPCs for your Sales Managers in preparation for the sales road show. You will define the items to bepurchased, the required quantity and the required date to receive these goods. At OEC Computers, you needauthorization to create any Purchase Requests that exceed $250. You will also authorize this PurchaseRequest.

Procedure

1. To create a Purchase Request go to Purchasing -> Purchase Request

The Purchase Requestwindow appears.


Field name User action and values Comm ents

Required Date [Select a date for one weekstime] Select a date for one weeks timeto indicate when the goods areneeded.

Item No Z00001

Required Qty 3

Send E-Mail if PO orGRPO is Added

[Box Checked] Check this box to ensure that anotification is sent to the userrequesting the goods when a POor GRPO is created for thePurchase Request.

3. Choose Add to add the Purchase Requestto the system.

The Authorizationwindow appears.



Remarks sales road show Purchase Requests over $250require management approval.Enter a remark relating to thePurchase Request.

5. Choose OKto submit the autorisation request.

6. Close the Purchase Request window by selecting the icon

The Messages/Alerts Overview window appears with a Request for Document Approval message inthe Inbox tab.

7. In the Inboxtab select the Request for Document Approval row.

8. Drill down into the Request for Approval document using the icon.

The Request for Approval document appears.



Decision Approved


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10. Choose Updatethen OKto close the Request for Approval window.

The Messages/Alerts Overview window appears with a Document generation approved message.

11. In the Inboxtab select the Document generation approved row.

12. Drill down into the Purchase Request document listed in the table below using the icon.

The Purchase Request window appears. The Purchase Requestdocument is still in draft mode buthas been approved.

13. Choose Add to commit the Purchase Requestdocument to the system. To close the Purchase

Request window, click on icon

Result

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

LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER

Use

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

Procedure

1. To log in to SAP Business One as a different user, go toAdministration -> Choose Company

The Choose Company window appears.

2. Select Change User.



User ID fred

Password demo

4. Choose OK.

Result

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

CREATE PURCHASE ORDER FROM PURCHASE REQUEST REPORT

Use

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


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Procedure

1. To open the Purchase Request Report, go to Purchasing -> Purchasing Reports -> Purchase RequestReport

The Purchase Request Report Selection Criteria window appears.



Display Open PurchaseRequests Only

[Box Checked] Check this box to ensure that onlyopen Purchase Requests arelisted in the report.

3. Choose OK.

The Purchase Request Report window appears.

4. Right click on Item Code Z00001 and selectAlternative Itemsfrom the list.

The Alternative Itemswindow appears.

5. Check that there is an alternative item for Item No. Z00001 if this item is not in stock.

Choose OK, to close theAlternative Itemswindow.

6. Uncheck all of the selected check boxes by double clicking on the Selected field name.



Selected Tick box for Item Code Z00001

Vendor Code Lumarx Choose the preferred Vendor

8. Select Create -> Purchase Orders

9. Choose Yes.To close the Purchase Request Report window, click on icon.

Result

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

CREATE PURCHASE QUOTATION USING PURCHASE QUOTATION GENERATION WIZARD

Use

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

Procedure

1. To open the Purchasing Quotation Generation Wizard, go to Purchasing -> Purchasing QuotationGeneration Wizard

The Purchasing Quotation Generation Wizard window appears.


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2. Enter the following data for Step 1 of 7:


New parameter Set [Radio button selected] Select this radio button to definenew parameters for the PurchaseQuotation.

Set Name Purchase Request

3. Choose Next.



Base on Purchase

Requests

[Radio button selected] Select this radio button to create a

Purchase Quotation based onPurchase Requests.

5. Choose Next.

6. Choose Next for Step 3 of 7:


Row # Field name User action and values Comm ents

2 Vendor Lumarx

3 Vendor Lumarx

4 Vendor Lumarx5 Vendor Lumarx

8. Choose Next.

9. In Step 5 of 7, preview results and choose Next.



Execute [Radio button selected] Select this radio button togenerate the Purchase Quotation

11. Choose Nextand then select Yes.

12. In Step 7 of 7, which is the Summary Report, drill down into thePurchase Quotation using the iconto view the Purchase Quotationdocument that was created by the Purchase Quotation GenerationWizard.

Result

You have successfully created a single Purchase Quotation for 2 Purchase Requests directly from thePurchase Quotation Generation Wizard.


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LOG INTO SAP BUSINESS ONE AS A DIFFERENT USER

Use

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

Procedure

1. To log in to SAP Business One as a different user, go toAdministration -> Choose Company

The Choose Company window appears.

2. Select Change User.



User ID manager

Password demo

4. Choose OK.

Result

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

REVIEW STATUS OF PURCHASE REQUEST

Use

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

Procedure

1. In the Inboxof the Messages/Alerts Overview window, select the Purchase Request Copied to POmessage.

An additional table will appear below with the relevant Purchase Requestdocument information.

2. Drill down into the Purchase Request document listed in the table below using the icon.

3. The Purchase Request window appears. The Statusof the approved Purchase Requestis nowClosed.

4. Right click on the Purchase Request document and select Relationship Map.

The Relationship Map window appears, providing an overview of the documents that were createdbased on your Purchase Request.

5. Double click on the Purchase Orderbox in the Document Tree.

The Purchase Orderwindow opens and you are able to check that the items have been ordered andthe delivery date will meet your deadline.

Result

You received a notification that a Purchase Order was created based on the Purchase Request for 3 Tablet

PCs. From the notification, you were able to drill down into the original Purchase Request document and openup the Relationship Map to show the Purchase Order details for your Purchase Request.


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Please, contact us during or after the Lab.

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Aws Lab Manual Sap b1

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