Accounting Information System

At the end of the lesson, the student will be able to:

• Enumerate the various documents used in

marketing, production and banking.
• Create documents used in daily operations.

Accounting Information System (AIS)

LESSON FOUR: MARKETING DOCUMENTS: GENERAL STRUCTURE

All the documents in purchasing and in sales share a similar structure.

ü the documents for sales and purchasing are also often called “Marketing Documents”.
ü Much of the data appearing in these tabs defaults from the master data. The values can be
changed while working in the documents. These changes will affect the document, but do not
change the master data records.

In general the document is divided into:

1. The UPPER part (header) with the general information,
2. The MIDDLE part with the information on different tab pages and the item specific data (you
can access more item specific data in the line details by double-clicking a row),
3. The LOWER part (footer) with more general information.

Accounting Information System (AIS)

 The middle part contains three tabs:
1. The CONTENTS tab is where all the
specific information about the ordered
items or services is entered, such as
quantity, price, item number, and
description
2. The LOGISTICS tab contains the
details about where the items or
services as well as payments are to be
sent. Shipping method is also specified
here. Most of the data is pulled from
preconfigured master company details
and vendor data.
3. The ACCOUNTING tab contains the
relevant general ledger (G/L) account
information for the purchase pulled
from the financial accounting master

Accounting Information System (AIS)

PROCUREMENT PROCESS OVERVIEW

PROCUREMENT MANAGEMENT
is a core functionality of the SAP® Business
One application that enables you to automate
and standardize your core procurement
activities
ü provides support for purchasing planning,
vendor selection, purchase order
management, and vendor invoice payment
ü And it lets you do all these rapidly, with the
necessary integration across business
functions in accounting and warehouse
management to drive success.

Accounting Information System (AIS)

PROCUREMENT PROCESS OVERVIEW

With SAP® Business One, you gain a detailed view of your vendors and support for an
integrated, centralized vendor data repository so you can make more effective purchasing decisions,
identify opportunities for cost savings, and better manage supplier relationships

You can manage and maintain supplier related activities with SAP® Business One, including issuing
purchase orders, updating inventory quantities, calculating the landed cost value of imported items,
delivering goods, and handling returns and credits.

Accounting Information System (AIS)

 If you create an A/P invoice without
reference to the goods receipt PO, it will
also increase the quantity in stock. The
goods return reduces the actual stock levels.
The A/P credit memo reduces the actual stock
levels and also creates an accounting
transaction by applying negative amounts to
the previously invoiced accounts.

Accounting Information System (AIS)

PURCHASING DOCUMENTS

PURCHASE ORDER
The purchase order is a document used to request items or services from a vendor at an agreed upon price
ü When you enter a purchase order in SAP Business One, no value-based changes are posted in the
accounting system. However, the order quantities are listed in inventory management
ü You can view the ordered quantities in various reports and windows, such as the Inventory Status report and
the Item Master Data window. This information is important for optimizing ordering transactions and
stockholding

Accounting Information System (AIS)

HOW TO CREATE PURCHASE ORDER?
1. Go to Modules Menu > Purchasing
A/P > Purchase Order. Purchase Order
window will open.
2. Input the following information on
the Purchase Order header:
Vendor: V10000 (Acme Associates)
Delivery Date: <date today>
3. Input the following information on
the Contents tab
Item/Service Type: Item
Item No: A00001
Quantity: 5
4. Add.
5. Click the Last Data Record button on
the Tool bar . Take note of the
document number.

Accounting Information System (AIS)

GROSS RECEIPT PO

You create this document when you receive goods from the vendor. When you create a goods receipt PO,
SAP Business One receives the goods into the warehouse, updates the quantities, and creates an
accounting journal if you manage the perpetual inventory.

HOW TO CREATE A GOODS RECEIPT PO:

1. Go to Modules Menu > Purchasing A/P > Goods Receipt PO
2. Input the vendor on the purchase order that you are receiving. In this case, V10000 (Acme
Associates).
3. Click ‘Copy From’ on the lower right side corner of the Goods Receipt PO window.
4. Choose Purchase Orders.
5. To accurately select the Purchase Order, refer to the Document number of the previously created
purchase order.
6. Click Choose.
7. Click Add on the Good Receipts PO window

Accounting Information System (AIS)

Accounting Information System (AIS)
ACCOUNTS PAYABLE INVOICE

The A/P invoice is a request for payment. It also records the cost in the profit and loss statement. You
can create an A/P invoice from multiple purchase orders and goods receipt POs. You cannot change it since
it is the legal accounting document that generates entries in the general ledger.

When you receive an A/P invoice, SAP Business One posts the related accounts for the vendor in the
accounting system. If no delivery for a purchase order precedes the A/P invoice, and if you are
purchasing items managed in the warehouse, the stocks are increased when the you post the invoice.

Accounting Information System (AIS)

HOW TO CREATE ACCOUNTS PAYABLE INVOICE

Aside from the ‘Copy From’ function that we have used in the previous document, we can also use the
‘Copy to’ function in linking the Purchasing Documents.

1. Select the Goods Receipt PO window then click Last Data Record on the tool bar.
2. The last added Goods Receipt PO will be shown. On the lower right corner of the Goods Receipt PO
window, click Copy to.
3. Select A/P Invoice. A/P invoice window will open (with all the contents copied from Goods Receipt
PO).
4. Click Add

Accounting Information System (AIS)

Accounting Information System (AIS)
OUTGOING PAYMENTS
After the A/P Invoice has been sent to the Vendor, it’s time to actually pay the money owed for the
goods and/or services rendered. This is done through the Banking Module. To go to the forms to
process outgoing payments, using the main menu, go to Banking > Outgoing Payments > Outgoing
Payments. Note that this is a different module than the previous three documents entirely.
How to Create Outgoing Payments:
1. Go to Modules Menu > Banking > Outgoing Payments > Outgoing Payments.
2. Choose Vendor that you are going pay. In this case, V10000 (Acme Associates).
3. On the ‘Selected column’, check the invoice to be paid.
4. Click Payment Means on the tool bar.
5. Select the Payment Means (there are 4 options – Check, Bank Transfer, Credit Card, Cash), in this case,
choose cash.
6. Choose G/L Account 160000 Petty Cash.
7. On the Total field, right click, select Copy Balance Due.
8. Click OK.
9. On the Outgoing Payments window, click Add.

Accounting Information System (AIS)

Accounting Information System (AIS)
LINKING PURCHASING DOCUMENTS SAP Business One enables you to create
target documents directly from base
documents. For example, you can create a
Goods Receipt directly from the Purchase
Order (and vice versa). In that case, all the
data that you entered in the sales order is
automatically copied to the delivery.

Linking documents is important, as it

establishes the connections between
documents (by extension, the procurement
process) to form a paper trail. This trail will
then allow all concerned in the organization
to track the progress of each given step. To
see the document trail of a particular
Purchasing Document, right click on the
document and choose relationship map

Accounting Information System (AIS)

How to View Relationship Map
1. Open a purchasing document. (Purchase Order, Goods Receipt PO, A/P Invoice)
2. Click Last Data Record, or other tools in the tool bar (First Data Record, Previous Record, Next
Record) to view the document you want to view.
3. Right click on the purchasing document and choose Relationship Map.

Accounting Information System (AIS)

At the end of the lesson, the student will be able to:

• Enumerate the various documents used in

marketing, production and banking.
• Create documents used in daily operations.

Accounting Information System (AIS)