Expert on Phone Newsletter

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1 Expert on Phone Newsletter September 2008 Editorial Welcome to the September edition of the Expert on Phone Newsletter. For all of you who found this summer to be a bit wet and cold (especially in Europe) I hope the following Tips and Tricks will help cheer you up. Tips in this edition include: Calculation of Actual Component and Actual Product costs in production, and Gross profit in Sales BOM; How to stop users from creating/updating BOMs; How to populate Prior Period Bal in Customer Statements and Profit Centres in JE based on marketing docs Should you have any comments/feedback please send to Index How are Actual Component and Actual Product Costs computed during a production process? Why does an item which is defined as a Sales Bill of Material show 100% as gross profit in the Gross Profit window? How to set up alerts for Task Activities? Where does the default House Bank come from when using Cheque as a means of payment in the Outgoing Payment window? Why are open A/R Invoices not shown in Recommendation Report during the Dunning Wizard run? Why can users with Read-Only authorisation to Price Lists not create or update Bill of Materials? How is the field 'Prior Period Balance' populated in the 'Customer Statement' print out? How is the Info Price field used in Goods Issue function under Inventory -> Inventory Transactions? Popular Links Service Market Place From the Service Market Place Link to get to: Documentation Resource Centre Go to: Support Online Support - Documentation Resource Centre Data Transfer Workbench (DTW) Landing page From the Documentation Resource centre, expand the required version e.g. SAP Business One > Data Transfer Workbench Product Enhancement Solutions go to: A-Z Index - Product Enhancement Solutions Self Help go to: Support Self Help Application Archive: Expert Empowerment Sessions Reconciliation Engine in 2007 Notes Why are Profit Centres set in marketing documents not showing in journal entries? How can we change the number of Invoice lines appearing in the Cheque for Payment stub? Page 1 of 40

2 Contents How are Actual Component and Actual Product Costs computed during a production process? Note In Production Order -> Summary tab, there are fields for Actual Component Cost and Actual Production Cost. How are these costs computed? Actual Component Cost This cost is the sum of actual issuances for production through the Issue for Production window. Actual Production Cost This cost is based on the planned quantity in the production order which is defined in the Bill of Materials. The difference between the two costs is posted as a production variance in the Total Variance field. For example: Consider this scenario: A Bill of Materials for Production item has two components, both of which are issued manually: A Units A Units Page 2 of 40

3 1. Create a Production Order. 2. Issue only some of the components to production: A Units A Units Page 3 of 40

4 At this stage, the Actual Component Cost field is updated in the Production Order : This value has been computed using this formula: Issued Quantity x Current Cost Hence: Component Issued Qty Current Cost Total Cost A GBP GBP A GBP GBP Total GBP Page 4 of 40

5 3. Receive the finished item through the Receipt from Production window. It is at this stage the Actual Product Cost and the Total Variance fields are updated in the Production Order : Page 5 of 40

6 The Actual Product Cost of GBP is computed as the Actual Component Cost plus any difference between the Planned and Issued Quantity. Hence: Actual Component Cost + Quantity Difference = GBP GBP = GBP The Quantity Difference of GBP is calculated as follows: Component Planned Issued Qty Difference Current Cost Total Cost A GBP GBP A GBP GBP Total GBP The Total Variance field is also populated by the sum of the variances that occurred during the production process; in this case it is GBP When the Production Order is closed, the system automatically creates a journal entry for the Total Variance as follows: Note: The WIP Variance Account is taken from the WIP Inventory Variance Account field in the Item Group, Warehouse or Item Level depending on the setting on the Set G/L Accounts By field of the Parent item. Index Page 6 of 40

7 Why does an item which is defined as a Sales Bill of Materials show 100% as gross profit in the Gross Profit window? Business Scenario: In Document Settings -> General tab the display for a bill of materials (BOM) of a sales type is set to Price and Total for Parent Item Only. This setting allows users to enter a sales price on the parent item instead of setting independent sales prices for the component items. The Base Price Origin field is also set at Item Cost as basis for gross profit calculation. Page 7 of 40

8 The Sales BOM is shown below: When creating a sales invoice for an item defined as a Sales BOM, the Item Cost field in the Gross Profit window is empty. Hence, the gross profit is calculated at 100%. Why is this so? Page 8 of 40

9 In SAP Business One, an item that is defined as a Sales BOM cannot be defined as a Stock item. The logic behind this system definition is that Sales BOM items are regarded as kit items which can be quickly assembled during the sales process. It is then not necessary to maintain physical stocks of such kit items. As an item that is not defined as a stock item in the system does not maintain item cost, the Base Price will then show zero when the Item Cost is used in the Gross Profit window. To get an estimated gross profit for each Sales Type' BOM, the following workaround can be considered: 1. In the Sales Type BOM record, select a Price List that will hold the estimated costs of the parent. This is the sum of all its components. In the screenshot shown below, a Price List called Estimated Costs has been created. Then, for each component line item, select the Last Purchase Price (LPP) as Price List (PL). The Last Purchase Price will be the closest estimated costs of the components. As in the screenshot, the Estimated Costs is GBP With respect to data correctness in the LPP, please consider Note : The Last Purchase Price is updated automatically by the system when posting specific SAP Business One transactions, where all transactions that update the LPP are listed. Page 9 of 40

10 2. When creating sales documents for the Sales Type BOM, in the Gross Profit for Outgoing Invoices window, select the Estimated Costs in the Base Price List field before adding the document. Then, click on Update in the Gross Profit of Outgoing Invoice window. Page 10 of 40

11 3. Once selected, the Base Price will now show the GBP The Gross Profit will now show the difference between the Unit Price and the Base Price. Hence GBP less GBP is equal to GBP The Profit % field is computed based on the Calculate % Gross Profit option selected in the Document Settings window. 4. Alternatively, if maintaining such an Estimated Costs PL is not feasible, the Base Price may be set to Manual and the user can enter the appropriate cost. Page 11 of 40

12 Index Page 12 of 40

13 How to set up alerts for Task Activities? Note When creating an Activity in the Business Partner Master Data -> Activity, SAP Business One allows a user to set a trigger for an alert for a reminder to be sent to the user. This applies to the activities Phone Call, Meeting, Note or Other. Simply place a tick in the checkbox for Reminder and define when this reminder should happen. Note however that a reminder cannot be set when an activity is a Task. Page 13 of 40

14 When an alert is needed for an Activity that is a Task, the following workaround can be used to achieve this. 1. Create two user-defined fields (UDF) as follows: U_Hour: Date/Time Type and Hour Structure This field will hold the length of time prior to the appointment and at which time the reminder should be sent. U_Reminder: Date/Time Type and Hour Structure This will be used to indicate that a reminder must be set for this Task Activity. Page 14 of 40

15 2. Save the query below in the Query Generator. Select Distinct T2.ClgCode, T2.CardCode, T2.ContactPer, T2.Tel, T2.Details From OALT T0 Inner join ALT1 T1 On T0.Code = T1.Code Inner Join OCLG T2 on T1.UserSign = T2.AttendUser WHERE T2.Action ='T' and T1.UserSign is not Null and Convert(char,T2.Recontact,104) = Convert(char,getdate(),104) and T2.Closed= 'N'and Convert(char,(T2.U_hour -T2.U_Reminder),108)>= Convert (char,getdate(),108) Page 15 of 40

16 3. Set up an Alert using the above query. Indicate the SAP Business One users that should receive the alert. 4. In the Administration -> System Initialisation -> General Settings -> Services tab window: Tick the Send Alert for Activities Scheduled for Today option. Tick the Display Inbox When New Message Arrives The number of minutes in the Update Messages field should be set to a minimum to ensure frequent updates. Page 16 of 40

17 5. When a reminder for the Task becomes due, an alert will appear in the Messages/Alert Overview window. Index Page 17 of 40

18 Where does the default House Bank come from when using Cheque as a means of payment in the Outgoing Payment window? Note When selecting the payment method Cheque for an outgoing payment, details of one of the House Banks is already shown in the window: This House Bank does not always correspond with the House Bank that is defined for this Business Partner (BP): Page 18 of 40

19 SAP Business One will always pull the details for cheque payments from the bank that is defined as House Bank under Administration -> Company Details -> Basic Initialization. Page 19 of 40

20 The House Bank may of course be changed manually by selecting another bank from the drop-down menu. If there is no House Bank defined under the Company Details, there will be no bank details displayed by default in the Cheque Payments. The user must then select an appropriate House Bank and G/L Account from the drop-down menu. Index Page 20 of 40

21 Why are open A/R Invoices not shown in Recommendation Report during the Dunning Wizard run? There are 2 possibilities why open AR invoices are not displayed in the Recommendation Report during a Dunning Wizard run. Possibility 1: Un-reconciled A/R Invoices will only appear in Dunning run when they meet the criteria set for the next Dunning Level. Consider this scenario: 1. Set up Dunning Terms under Administration -> Set up -> Business Partners -> Dunning Terms. Under these terms, the first dunning letter will be proposed to be sent 30 days after the due date for invoices of a BP whose outstanding balance is a minimum of GBP , the second letter will then follow after an additional 15 days for any outstanding balance. Page 21 of 40

22 2. The Dunning Term is assigned to the Business Partner in the Business Partner Master Data -> Payment Terms tab. 3. In this example, the due date of the A/R invoice is A dunning run on will hence pick up on that invoice, as long as the BP balance is equal to or more than GBP on that date. Page 22 of 40

23 4. The above A/R Invoice meets the criteria for the 1 st Dunning Level. The calculation is as follows: Data Range Days August 16 to 31, September 1 to 17, Total Days Past Due 33 A Dunning Letter for this A/R Invoice may now be printed. Page 23 of 40

24 5. If there are two invoices for the same Dunning Terms but with different due dates, and , only the Invoice with Due Date of is displayed in the Recommendation Report. The Invoice with Due Date is not displayed since it does not meet the criteria of the 1 st Dunning Level, it is only 2 days past due at the execution date of the wizard. 6. To display all open items, including all open A/R Invoices, the Display All Open Items option may be ticked in Step 4 of 6 of the wizard. Page 24 of 40

25 Open items that do not match the criteria set in the dunning terms are displayed with a dunning level of 0 ; here IN 132/1 with due date of falls into that category. Therefore, if the box Display All Open Items in Step 4 of 6 of the Dunning Wizard is not ticked, only open items that match the criteria in the dunning terms are displayed in the Recommendation Report. Page 25 of 40

26 Possibility 2: A particular invoice has been excluded from dunning runs by manually placing a tick in the checkbox Block Dunning Letters on the Logistics tab in the A/R Invoice. To identify such A/R Invoices, this query may be used: SELECT T0.[DocNum], T0.[CardCode], T0.[CardName] FROM OINV T0 WHERE T0.[BlockDunn] = 'Y' Index Page 26 of 40

27 Why can users with Read-Only authorisation to Price Lists not create or update Bill of Materials? Note If a user has been defined with Read-Only access to Price Lists an error message appears 'You are not authorised to perform this action [200-30]' when creating or updating a Bill of Materials (BOM). Why is this so? Consider the authorisation for user Andy and the error he receives when attempting to update a BOM: Page 27 of 40

28 SAP Business One is very versatile in granting or not granting usersusers access to modules and submodules. When a user is defined to have Read only access to price lists, then s/he will not be able to perform any action that will lead to a change in any of the pricelists. This includes the creation of a BOM, from which the parent price can be changed in the pricelists and similarly, it includes the update of a BOM. Any changes in the BOM components can affect the parent price. Consider this example, where a user with full authorisation updates a BOM: When a user creates a Bill of Materials (BOM), the price of the parent item defined in the header is automatically updated when the triangle icon next to the 'Product Price' field is clicked. Hence, a user who has 'read-only' authorisation for price lists cannot create or update a BOM. In the above screenshot, the Selling Price is updated to GBP when the triangle icon is clicked. If the Selling Price Price List is assigned to an Authorisation Group and the user does not have authorisation to the Price List Group, the user will not be able to update the specific price list of the BOM. Page 28 of 40

29 Hence, if Selling Price is assigned to Authorisation Group 2 and the user Peter does not have access to Price List Group 2 in the Authorisation window; Peter cannot update the Selling Price in the BOM; but he can update the other Price Lists. Index Page 29 of 40

30 How is the field 'Prior Period Balance' populated in the 'Customer Statement' print out? Note The 'Prior Period Balance' field, which appears in the 'Customer Statement Report' printout, displays the cumulative open balance for that customer prior to the starting posting/due/document date range defined in the 'Customer Receivable Aging' selection criteria window. The printout is launched through Financials -> Financial Reports -> Accounting -> Aging -> Customer Receivables Aging. In the toolbar click Tools -> Print Layout Designer. The 'Prior Period Balance' value ensures that the ending balance in the 'Customer Receivables Aging' report always matches the account balance of the customer in the BP Master Data window. The 'Prior Period Balance' will display a cumulative total in the 'Customer Statement' print out, as long as there are values defined in the 'To' and 'From' date fields in any one of the 'Posting Date', 'Due Date' or 'Document Date' in the 'Customer Receivables Aging' report - selection criteria and if there are open invoices prior to the defined date range. Page 30 of 40

31 For example, consider this scenario where BP C1000 at the precise point of the aging date has a balance of GBP 1, as shown below. The last transaction before the above defined From Posting Date took place on The cumulative balance at that point was GBP , which will now be automatically inserted in the Prior Period Balance field. If the From date was prior to , the Prior Period Balance would be GBP Page 31 of 40

32 Note: If the Prior Period Balance does not match the figure in the Cumulative Balance column in the BP account balance window, untick the checkbox for Display Unreconciled Trans. Only and ascertain that the date in the Posting Date From field is prior to the From Posting Date defined in the selection criteria for the aging report. Access the Financials -> Financial Reports -> Accounting -> Aging -> to open the 'Customer Receivables Aging' report. Define a posting date range from to with the 'Aging' date as When the customer statement is printed, the 'Prior Balance Due' field will show the value of GBP Page 32 of 40

33 Index Page 33 of 40

34 How is the Info Price field used in Goods Issue function under Inventory -> Inventory Transactions? Business Scenario: When doing Goods Issue transaction, the system automatically uses the current valuation cost when posting the stock release. Once added, the Goods Issue document will then show this current cost in the Item Cost field. In instances where the Goods Issue function is used to generate an external document, users may need to show a reference price for the item that is not necessarily the Item Cost. For example, when shipping free items or replacement units to customers, the Info Price field can be used for this purpose. When using the Info Price field: The default value in this field comes from the Price List in the Goods Issue header. This default value can be changed. In the screenshot below, the GBP comes from Price List 05. Page 34 of 40

35 The journal entry behind the transaction still uses the current item cost and not the price in the Info Price column. This Info Price is shown in the default print out template of the Goods Issue. Index Page 35 of 40

36 Why are Profit Centres set in marketing documents not showing in journal entries? Note When creating a service type marketing document with profit centres defined for each line item row, the corresponding journal entries do not have a Distribution Rule in each line. How can this be rectified? Solution: Check the definition of the G/L Account in the Chart of Accounts window. If the G/L Account s Account type is defined as 'Other', the profit centre assigned to it in the document will not be copied to the respective row in the journal entry. The profit centre will only be copied if the G/L Account in the respective row in the journal entry is defined in Chart of Account as Sales or Expenditure type. In the above example, the G/L Account was initially set as Other in the Account Type field; hence the journal entry lines did not have the profit centres. Changing this G/L Account to Expenditure will only affect the transactions created after the change. Accordingly, the journal entry for AP Invoice 102 will not be updated despite of the change. Page 36 of 40

37 After changing the Account Type to Expenditure and a new AP Invoice is created, the journal entry lines have the profit centres as shown below: Index Page 37 of 40

38 How can we change the number of Invoice lines appearing in the Cheque for Payment stub? The number of invoice lines that are printed on each page in the Cheque for Payment stub depends on the setting in the House Bank Accounts Setup window. If the Maximum Line column is blank for a specific bank, the systems will obtain the Maximum Lines setting from the Print Preferences window. To set the maximum invoice lines for all banks, proceed as follows: 1. Go to Administration -> System Initializations -> Print Preferences -> Per Document -> Select 'Cheque for Payment in the Document field. 2. Enter the required number of lines in 'Maximum Lines' field. 3. Click on Update. To set the maximum invoice lines for individual banks, proceed as follows: 1. Go to Administration -> Setup -> Banking -> House Bank Accounts Setup. 2. Enter the required number of lines in 'Maximum Lines' field. 3. Click on Update. Page 38 of 40

39 When printing a cheque stub for a payment using Bank Code as House Bank, there will be 7 lines appearing on each page in the layout as defined in the House Bank Accounts Setup window. Hence: Page 39 of 40

40 The remaining invoice lines will appear on page 2 of the cheque stub. Index Page 40 of 40

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