SAP Business One Tips and Tricks
Selecting Multiple Stock Items onto Transaction Screens
Unlike any other "off the shelf" accounting system we've seen, SAP B1 allows you to select multiple stock items using the Shift or Control Keys, and drop them into your Quote, Order or Invoice Transaction. Other systems force you to select one item at a time.
Auto Updating of Fields based on Special Criteria
You can use formatted searches to automatically update a data entry field with the contents of another field or even a custom database. For example, you can automatically fill in the postcode when the user enters a suburb.
Sales Forecasts
You can forecast sales for each product for the day, week or month which is used by the MRP wizard to determine what stock needs to be purchased or manufactured to satisfy demand.
Seasonal Budgets
You can define your own Seasonal Budgeting Patterns (e.g. Icecream Sales) and apply them to various accounts. Another sophisticated budget tool is relating one expense account to a set percentage of a revenue account for example.
Sub-Totals on Transaction Screens
Quotes, Orders and Invoices can have unlimited sub-totals to make them more reader friendly. To do so you need to ensure the "Type" field is active on the grid and then select the value "Sub-total".
Recreating the Banking Direct Entry ABA File
If you need to recreate the Banking Direct Entry ABA file for Supplier Payments in your Banking Software, re-run the Payment Wizard and select “Load Saved Payment run”.
Function Key Definitions
Define a use for your function keys to cut down on keystrokes and bring up a search screen with one touch. Select "Tools" / "User Shortcuts" / "Customise".
Alerts
You can activate a variety of standard alerts to warn you if transaction is raised below a specified margin. Select Administration and then Alerts Management. Standard Alerts include Deviation from Budget, Deviation from Discount %, Deviation from % of Gross Profit, Deviation from Commitment, Deviation from Credit Limit, Minimum Stock Deviation. You can also create your own Alerts by using the Query Generator.
Drafts
All transactions can be saved as drafts for further editing or authorisation by a supervisor. To do so, select Save as draft from the File drop down menu.
Correcting Errors
You can Right-click on certain transactions including receipts and general ledger journals to cancel them. SAP automatically generates either the reverse of the transaction or a negative version of the original entry, whilst retaining an audit trail.