Implementation Tools:
Key and Irreversible Settings
SAP Business One
Version 10.0
PUBLIC
Objectives
Objectives:
Describe the default local settings for a new company database
Explain key settings in the Company Details, General Settings and Document Settings
windows
List the system settings that become irreversible after the first transaction has been
posted
Note: This course highlights a few of the key settings and is intended as an overall introduction to
configuration settings. Be sure to take time using the demo database to research each of the settings
to see how they affect processing.
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Business Example
You need to configure a new company database to meet a set of customer requirements
Changes will be made in the Company Details, the General Settings and the Document
Settings.
• Needs to approve
• Needs to post certain documents in purchasing
advance and be able to change documents over a
sales orders after they are issued set amount
• Sales staff need to know when a The accountant:
• Manages freight
customer’s credit limit is exceeded • Has a set of rules charges at the
• System should check availability for defining the document level
before order is posted accounts used in
journal entries.
• Wants to
depreciate
purchased assets
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Default Settings for Localization
When you create a new company you select a localization
Many default settings are based on common business
practices in the selected localization
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Settings - Company Details
Company Details
Administration > System Initialization > Company Details
Company Details contains company-wide initialization settings for a new company
Can also be accessed from Express Configuration Wizard
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Irreversible Settings - Company Details
Irreversible settings cannot be changed after the
first transaction has been posted and include:
Chart of accounts template
Local currency
System currency
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Irreversible Settings - Company Details (cont.)
Irreversible settings that cannot be changed after
the first transaction has been posted:
Display Credit Balance with Negative Sign
Use Segmentation Accounts
Permit More than One Document Type per
Series (selected localizations)
Use Perpetual Inventory
Manage Item Cost per Warehouse
Use Purchase Accounts Posting System
Enable Separate Net and Gross Price Mode
(selected localizations)
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Irreversible Settings - Company Details (cont.)
Irreversible settings that cannot be changed after
the first transaction has been posted:
Install bank statement processing
Enable Intrastat
Enable fixed assets. Note: fixed assets cannot
be reversed, even before transactions are
posted
Mask credit card number
Enable project management
Note: The setting Enable Advanced G/L
Account Determination is reversible.
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Summary – Company Details
Settings to address the business scenario:
Configuration
Customer requirement Setting Comments
Screen
The accountant has a set of rules Company Enable Advanced G/L Reversible
for defining the accounts used in Details Account Determination
journal entries.
The accountant wants to depreciate Company Enable fixed assets Irreversible
purchased assets. Details
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Settings – General Settings
General Settings
Administration > System Initialization > General Settings
General Settings cover defaults and initialization for business partners,
budget, inventory, cash flow and cost accounting, pricing and user
display
These settings are also accessible from the Express Configuration
Wizard
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General Settings – Business Partners
Settings on BP tab activate the following functionality:
Credit limit restrictions
Approval processes
Data ownership authorizations
You can also define default payment methods, payment
terms and dunning terms
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General Settings – Financial and Accounting
Budget tab: initialize budget functionality
Cash Flow tab: define global settings for use in cash flow reporting
Cost Accounting tab: enable and initialize cost accounting functionality
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General Settings – User Services
Settings on the Services tab determine
windows that are automatically opened when a
user logs on.
You can also set defaults for e-mail and
enable instant messaging (Live Collaboration).
Use the Single User Connection settings to
block or warn about an update to system.
Note: Many settings on this tab can be
overwritten at the user account level.
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General Settings – User Display Settings
Settings on the Display and Font & Bkgd tabs are used as defaults when a new
user account is created:
Display tab: Define default settings for the display language, length and weight
units, date and time, number of rows, decimal places, etc.
Font & Bkgd tab: Define the display font, font size and optional background
image for user sessions.
Note: Many of these settings can be overwritten by User Defaults or in the user
account.
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General Settings – Path Tab
Define paths to shared folders required by the
system to support user activities: Icons that use the shared folders
Microsoft Word templates - export to
Word
Microsoft Excel - export to Excel
Pictures - stored images
Attachments – attached files, export
as PDF, e-mail documents
Extensions - secure images
Scanner address – automatically
detected
XML file folder - when a program
generates an XML file
Note: Users need to have write permissions to
these folders.
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Attachments Folder Use
Attachments folder is widely
used
Path to attachments folder
can be changed and applied
to existing attachments using
Refresh Paths in Documents
button Export as PDF UDF with link to document
You can create sub-folders
for use by one user or a
group of users using User
Defaults Print Preferences
Attachments to
document or
master data
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General Settings – Hide Functions Tab
Use the Hide Functions tab to easily remove unwanted functionality from the user interface,
including:
Budget tab in General Settings, plus the menu entries for budgets under the Financials
module
Payment Wizard menu and payment methods under the Banking module
Dunning wizard menu under the Sales A/R module
Cost accounting tab in General Settings plus menu under the Financials module
References to serial and batch numbers under the Inventory module
Production and resource menus under the Inventory module
MRP module
Units of measure references
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Hide Functions Tab - Effect
Effect of hiding Payment
Wizard, Production and MRP
functions:
• On main menu
• In various forms and
windows
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Other General Settings tabs
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Summary – General Settings
Settings to address the business scenario:
Configuration
Customer requirement Setting Comments
Screen
Management approval is needed General BP tab – Also define approval
for purchasing documents that Settings Enable stages and templates
meet predefined criteria. approval
process
If a customer’s credit limit is General BP tab – Also define payment
exceeded by over 500, the sales Settings Customer terms for customers
employee should report it to a Activity
manager. Restrictions
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Settings – Document Settings
Document Settings - General
Administration > System Initialization >
Document Settings
Key settings for processing
documents
Settings on the General tab apply to
all document types
Most settings can be changed at any
time – Manage Freight in Documents
becomes irreversible after a
document is posted
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Document Settings – Per Document
Administration > System Initialization > Document Settings
Per document settings apply to specific document type, e.g., sales orders
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Document Settings – Electronic Documents
Administration > System Initialization > Document Settings
On the Electronic Documents tab you can
enable functionality for creating electronic
documents
This functionality is available in most
localizations but not all
In addition to enabling the functionality,
you need install the EFM add-on and map
the marketing documents to XML format
When generated, electronic documents
are stored in the XML folder specified in
Path settings
Electronic transmittal is done using the
integration framework of SAP Business
One and you need to activate the relevant
scenario package
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Summary – Document Settings
Settings to address the business scenario:
Configuration
Customer requirement Setting Comments
Screen
The company wants to manage freight Document Settings Manage Freight in Irreversible after
costs at the document level. – General tab Documents document posted with
freight
The sales department needs to post Document Settings Allow Future
certain documents in advance, with a – General tab Posting Date
posting date in the next posting period.
The sales department needs the ability Document Settings Allow Changes to
to make changes to sales orders after – Per Document Existing Orders
they have been posted.
The system should check the available Document Settings Activate automatic Alternate: Enable
quantities of items included in a sales – Per Document availability check Advanced Available to
order before the order is posted. (Sales Order) Promise for SAP
HANA
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Summary
Key points from this topic:
When you create a new company you select a localization. Many default settings are based
on the selected localization
Key settings for a new company are found in the Company Details, General Settings and
Document Settings screens
Some settings become irreversible after the first posting to the general ledger, including:
Chart of accounts template
Local and system currency
Display credit balance with negative sign
Use segmentation accounts (some localizations)
Permit more than one document type per series (some localizations)
Use perpetual inventory
Manage item cost per warehouse
Use purchase accounts posting system
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