03_1 Business Blueprint

Business Blueprint

Public

SAP Business One Accelerated Implementation Program

SAP Business One Business BlueprintVersion 2.0

SAP Business One Accelerated Implementation Program (B1AIP) 2.0 Business Blueprint

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Table of Contents

Introduction................................................................................................................................................ 4

1. Basic Company Set Up Information.......................................................................................................5

2. General Company Settings...................................................................................................................7

3. Define Currencies................................................................................................................................ 10

4. Define General Ledger Account Segments & Chart of Accounts.........................................................11

5. Define Bank Information...................................................................................................................... 12

6. Default G/L Account Determination for Transaction Postings..............................................................13

7. Define Warehouses............................................................................................................................. 17

8. Define Item Groups............................................................................................................................. 18

9. Define Sales Tax Codes...................................................................................................................... 19

10. Define Payment Terms...................................................................................................................... 20

11. Define Credit Card Information for Incoming Customer Payments....................................................21

12. Define Company Credit Card Information for Outgoing Business Payments.....................................21

13. Define Users and Passwords............................................................................................................22

14. Define Territories, Commission Groups & Salespeople.....................................................................23

15. Define Customer Groups................................................................................................................... 24

16. Define Vendor Groups....................................................................................................................... 25

17. Define Manufactures......................................................................................................................... 26

18. Define Shipping Types...................................................................................................................... 27

19. Define System Wide Initial Document Settings..................................................................................28

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IntroductionThe Business Blueprint is a core implementation document for SAP Business One. It is used to define and document important information required for initialization and setup of the SAP Business One system. It is important to go through this document together with the functional team leads of the customer.

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1. Basic Company Set Up InformationCompany Name:

Used in reports and with the company address information

Company Address

Internet Address

Phone 1

Phone 2

Fax

Company general information E-Mail address

Local Currency

If other than US Dollars

System Currency

If other than US Dollars

Will your business like to use any of the SBO (SAP Business One) tax features?

Tax types may include

Sales Tax,

Use Tax,

Value Added Tax

Yes / No

Tax Authority Name

Federal Tax ID

State Tax ID

Reseller Tax Exemption #

Does your business currently use a segmented Chart of Accounts?

Select to specify if segments of information should be added to the standard account codes, such as division, region, cost center, and so on,. for detailed transaction tracking and reporting.

Yes / No

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Basic Company Set Up Information (Cont.)

Does your business require Multi-Language Support

This function is used to translate field names in Business One to foreign languages and print them in documents you send to foreign business partners.

Yes / No

Which inventory valuation method would you like to default into new item file records?

Note this can be changed to another method at the time a new item master record is created.

Moving Average: Choose this option to calculate the inventory value by the item's cost price. This field is updated dynamically by every stock receipt posting.

Standard Price: Choose this option to calculate the inventory value by a fixed price. The item's standard price should be set before you start working in your company.

FIFO:

Choose this option to calculate the inventory value by the FIFO method (first in first out). Each inventory receipt transaction creates a "layer" of quantities linked to costs; each inventory release transaction will use quantities and their corresponding costs from the first open layer/s.

Does your business allow a stock release with a cost?

Permits items to be included in documents such as deliveries or A/R invoices, even when a cost price has not been determined. Select when the inventory valuation is performed according to moving average or FIFO. If you selected Standard Price, a price has already been defined.

Yes / No

Which business checking account would you like to be the system default?

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2. General Company Settings

What are the standard posting periods for your business?

Fiscal Calendar

Date From: ________to _______

Number of Periods: 1 (year), 4 (quarters) 12 (months)

Start of Fiscal Year: _____________

What is the earliest prior period that you would like to enter into SAP Business One to allow for Comparative Financial Statements?

Customer Activity Alerts Options:

You can restrict the creation of sales documents for customers and prompt a warning message according to the following parameters:

Credit Limit:

Select to check whether adding the sales document for the customer causes deviation from the credit limit defined for the customer in the Business Partner’s Master record.

A warning message appears if the customer's account balance and the amount of the current document exceed the customer's credit line.

Commitment Limit:

Select to check whether adding the sales document for the customer causes deviation from the commitment limit defined for the customer in the Business Partner’s Master record.

A warning message appears if <the customer's account balance> + <the amount of the current document> exceed the customer's commitment limit.

Consider Deliveries Balance

Select to check the customer's account balance and also the balance of their open deliveries while applying the selected restrictions for customer activity.

Once you select the required option(s) described above, select the type of documents to which the restrictions apply and for which a warning message is launched:

A/R Invoice

Delivery

Sales Order

How does your business set the commission rate by, If used?

Salesman

Item

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Define how commissions are calculated. A commission can be awarded based on the sales employee, item, or customer specified in the document.

Select one or more of these options depending on how you want SAP Business One to calculate commissions.

This setting influences where you can specify the sales commission percentage, but does not automatically calculate any commission transactions.

You can change this setting at any time.

Customer

What default payment terms would you like to use for customer Sales Orders and A/R Invoices

Note: This is only a default that is used when new customer records are created. These can be change in the customer record and the sales documents.

i.e. Net 30 Days

What default payment terms would you like to use for vendor Purchase Order and A/P Invoices

Note: This is only a default that is used when new vendor records are created. These can be change in the vendor record and the purchasing documents.

i.e. Net 30 Days

Which time format would you like to use on the screen display:

12 Hour

24 Hour

Which Date Format would you like to use on the screen display:

DD/MM/YY

DD/MM/YYYY

MM/DD/YY

MM/DD/YYYY

YYYY/MM/DD

DD/MONTH/YYYY

How many decimal places would you like to be displayed and used in calculations for:

Note: These setting will define the respective number of decimal places that will be displayed for amounts, prices, exchange rates, quantities, percentages, and units. You can change the selected values at any time. The change will be applied on future actions only, and has no retroactive influence.

Your selection effects the calculations in SAP Business One, and the values that will be saved in the data base. For example, if you chose 2 decimal places for amounts and

Decimal Places 0 through 6 available

Currency Amounts _____

Prices _____

Rates _____

Quantities _____

Percentage _____

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you work with 6 decimal places for very small prices and quantities, totals might be not accurate.

Units _____

Does your business use Serial Numbered Items

If Yes how do you track them:

Yes / No

On Every Transaction, both in and out

Out only

Does your business track items by lots or batches

If Yes how do you track them:

Yes / No

On Every Transaction, both in and out

Out only

When new items are added to your Item Master file, would you like all items to be available in all warehouses or select which items are available in each warehouse?

All Items available in all warehouse

Items available for only certain warehouses

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3. Define CurrenciesList the currencies that your business may use in your sales or purchases

Currency Name Currency Code

US Dollar $

Canadian Dollar Yes / No CAN

Euro Yes / No EUR

Other-

Other -

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4. Define General Ledger Account Segments & Chart of Accounts

Please provide a current copy of your business’s Chart of Accounts in Excel format if possible. If the excel format is not available please contact your Omega Business Solutions consultant for other options.

Note: The Chart of Accounts information is a critical component for the Initial Core Configuration.

Does your current Chart of Accounts use account segmentation? If so how are segments set up?

Segmentation Name Size Type

i.e. Natural Account ___________________ i.e. 8 _____ Alphanumeric or Numeric only

i.e. Department ___________________ i.e. 3 ______ Alphanumeric or Numeric only

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5. Define Bank InformationBank Acct 1 Bank Acct 2 Bank Acct 3 Bank Acct 4 Bank Acct 5

Bank Code

(up to 19 characters)

Country Code

(if other than USA)

Bank Name

Account Number

(Last 4 digits)

Branch

Address

City, St Zip

Bank G/L Account

Check Clearing G/L Account

ABA Routing Number

(optional - Information only)

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6. Default G/L Account Determination for Transaction Postings

Note: Leave blank any unclear types of G/L account codes requested. Your Omega Business Solutions consultant will review the use of all of the G/L Determinations in detail with you.

Sales – G/L Account Determination G/L Account Code

Domestic A/R

Foreign A/R

Checks Received

(Un-deposited Funds)

Cash on Hand

(Default Petty Cash Account)

Underpayment A/R

(Customer Payments are Short)

Overpayment A/R

(Customer Payments are Over)

Realized Exchange Difference Gain

(Only used when using Foreign Currency in A/R Invoices & Payments)

Realized Exchange Difference Loss

(Only used when using Foreign Currency in A/R Invoices & Payments)

Cash Discount

(Customer Cash Discounts Earned for paying within certain Terms)

Revenues Account

(Default Sales Revenue Account)

Sales Credit Account

(A/R Credit Memo Revenue Account)

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Default G/L Account Determination for Transaction Postings (Cont)

Purchasing – G/L Account Determination G/L Account Code

Domestic A/P

Foreign A/P

Realized Exchange Difference Gain

(Only used when using Foreign Currency in A/P Invoices & Payments)

Realized Exchange Difference Loss

(Only used when using Foreign Currency in A/P Invoices & Payments)

Bank Transfer

(Default Bank Account used on outgoing vendor payments via anelectronic bank transfer)

Cash Discount

(Cash Discounts Earned for paying A/P within certain Terms)

Purchases Expense Account

(Purchases of Non-Stocked Items)

Purchases Credit Account

(A/P Credit Memo Account for Purchases of Non-Stocked Items)

Underpayment A/P

(A/P Payments are Short – not normally used in US Localizations)

Overpayment A/P

(A/P Payments are Over – not normally used in US Localizations)

Expense and Inventory Variance Account

(A variance account for clearing journal entries created by A/P credit memos based on A/P invoices or by goods returns based on goods receipt POs in which freight charges or prices were changed.)

General G/L Account Code

Credit Card Bank Fee

Rounding Account

(An account for the system to use in journal entries automatically created for rounding differences. This may occur when you define rounding for certain currencies or for sales documents.)

Period-End Closing Account

(This account is used once a year to clear the P & L accounts into Current Retained Earnings. It should be an Equity G/L Account but not the same account as your standard Retained Earnings Account)

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Default G/L Account Determination for Transaction Postings (Cont)

Inventory G/L Account Code

Stock Account

Cost of Goods Sold

Allocation Account

(Inventory Receipts A/P Accrual)

Variance Account

(Used only with Standard Cost Inventory Item Types)

Price Difference Account

(Records a price difference to this COGS account if the A/P invoice cost differs from the PO Goods Receipt cost and there is 0 or less than the quantity received to apply the cost difference to in the Inventory Account)

Negative Inventory Account

(Used to track the Landed Costs additions to the original amount posted COGS when there is 0 or less than the quantity in inventory for which the landed costs are being applied to)

Inventory Offset Decrease

(An offsetting account to the Stock account used in Goods Receipts and negative differences in Stock Postings (updates after inventory). You can change this account manually while creating its corresponding document.)

Inventory Offset Increase

(An offsetting account to the Stock account used in Goods Receipts and positive differences in Stock Postings (updates after inventory). You can change this account manually while creating its corresponding document.)

Sales Returns

(The inventory account to use when returning stock to inventory via a A/R Credit Memo or Goods Receipt)

Realized Exchange Difference

(Only used when using Foreign Currency in Inventory Purchasing documents)

Goods Clearing Account

(Used only when a PO Goods Receipts has been posted to the Inventory and A/P Accrual account and now the user closes the PO Goods Receipt instead of drawing it into a A/P Voucher. This account is used as the offset account to the debit to A/P Accrual. For most businesses this type of transaction would not occur.)

Decrease GL Account

(Used as a balancing account when the stock value is decreased due to the creation of a material revaluation document.)

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Increase GL Account

(Used as a balancing account when the stock value is decreased due to the creation of a material revaluation document.)

WIP Material Account

(Define an account in which the system maintains the value of the items that are included in the production process. That is, the period when production has begun but the final product is not ready yet.)

WIP Material Variance Account

(An account in which the system maintains the variance amounts of the items that participate in the product process. The amount is posted when the production order's status is 'Closed'.)

Expenses Clearing Account

(Used as the A/P Accrual account for Additional Expenses in the PO Goods Receipt, i.e. freight)

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7. Define Warehouses

Note: SAP Business One allows Inventory Item’s G/L Determination to be set by Item Level, Item Group or Warehouse. Each warehouse set up here has its own G/L Determination setup. These G/L determinations are required if any items are to be set to G/L by Warehouse in the Item Master file.

At this time the warehouse’s G/L Determination will default in from the Inventory G/L Determination set up previously in #6 Default G/L Account Determination for Transaction Postings – Inventory Table. The warehouse G/L Determinations can be modified once the Initial Core Configuration has been delivered.

Warehouse Code


Warehouse Name

Location

(Several warehouse can be grouped by Location)

Street Address

City, ST Zip

County

(Optional)

Country

(If other than USA)

Tax Code Default

(This Tax Code will default into A/R documents when this warehouse is used)

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8. Define Item Groups

Note: SAP Business One allows Inventory Item’s G/L Determination to be set by Item Level, Item Group or Warehouse. Each Item Group set up here has its own G/L Determination setup. These G/L determinations are required if any items are to be set to G/L by Item Group in the Item Master file.

At this time the Item Group’s G/L Determination will default in from the Inventory G/L Determination set up previously in #6 Default G/L Account Determination for Transaction Postings – Inventory Table. The Item Group G/L Determinations can be modified once the Initial Core Configuration has been delivered.

Item Groups are also heavily used in Sales Analysis and reporting. Defining Item Groups with Reporting and a possible General Ledger implication in mind is helpful.

Item Group Name


Default Planning Method MRP / None MRP / None MRP / None MRP / None

Default Procurement Method Buy / Make Buy / Make Buy / Make Buy / Make

Default Order Multiple

(For example, if the value is 12, the items are ordered in multiples of 12.)

Default Minimum Order Quantity

Default Lead Time in Days

Default Valuation Method

MovingAverage

FIFO

Standard

Moving Average

FIFO

Standard

Moving Average

FIFO

Standard

Moving Average

FIFO

Standard

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9. Define Sales Tax Codes

If your business collects or tracks Sales by Taxing Authority please complete the tables below.

Note: Your Initial Core Configuration will be set up with up to 3 Sales Tax Codes. How to create and enter additional Sales Tax Codes will be reviewed during the One Day 2 Value Initial Core Configuration session.

Sales Tax Code: ____Sales Tax Name: _______________________ Sales Tax Total Rate:

___

Tax Authority: ______

(i.e. State, County, City)

Name: ________ Tax on Tax? Rate: _____ Sales Tax Payable G/L: ____________










Sales Tax Code: ____Sales Tax Name: _______________________ Sales Tax Total Rate:

___













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10. Define Payment Terms

Terms Code list:

Code

1.2.3.4.5.6.7.8.9.10.

Define Payment Terms

Terms Code 1 2 3 4 5 6 7 8 9 10

Due Date Based on

Doc Date

Posted Date

System Date

Start Calculating Due Date from

(If other than above)

Month Start

Month End

Half Month

How Many Days from Start is the Invoice Due:

Does this Payment Term have installments?

If so how many

Should SAP Open the Incoming Payment Window when this Payment Terms is used?

Does this Payment Term have a Cash Discount?

If so what are the terms?

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11. Define Credit Card Information for Incoming Customer Payments

Credit Card Name

G/L Account Credit Card Deposits are made to

Credit Card Merchant Number

Credit Card Manual Authorization Telephone Number

How Often a Week is the Credit Card Settled to the Bank?

How Many Days after the Credit Card is Settled to the bank are the funds deposited into your account?

What is the Minimum $ Amount allowed to use this Credit Card?

What is the Maximum $ Amount allowed in this Credit Card without an Authorization?

12. Define Company Credit Card Information for Outgoing Business Payments

Company Credit Card Name

Liability G/L Account for this Credit Card

Company Credit Card Name

Liability G/L Account for this Credit Card

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13. Define Users and PasswordsUser Code


User Name

Super user Y / N Y / N Y / N Y / N Y / N

E-Mail Address

Mobile Phone

Fax

Initial Password

Branch

Department

User Code


User Name

Super user Y / N Y / N Y / N Y / N Y / N

E-Mail Address

Mobile Phone

Fax

Initial Password

Branch

Department

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14. Define Territories, Commission Groups & Salespeople

If your business used territories to manage your salespeople please complete the table below:

Territory Name Parent Territory Order

If your business uses a straight commission percentage by salesperson, item group or customer please complete the table below:

Note: Other types of custom commission plans can be reviewed during the implementation process.

Commission Group Name Commission Percentage

If your business tracks sales by salesperson please complete the table below:

Sales Employee Name Commission Group Percent Commission

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15. Define Customer Groups

Customer Groups are assigned in the Customer’s Master File record. These Customer Groups are used heavily in Sales Analysis and other reporting.

Customer Group Name

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16. Define Vendor Groups

Vendor Groups are assigned in the Vendor’s Master File record. These Vendor Groups are used heavily in Purchase Analysis and other reporting.

Vendor Group Name

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17. Define Manufactures

Manufactures are assigned in the Item’s Master File. These Manufactures are used to support the purchasing process and Item Look ups.

Manufacture’s Name

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18. Define Shipping Types

Shipping Types are used in the Sales and Delivery process.

Shipping Type Shipper’s Web Site

i.e. UPS – Next Day i.e. www.ups.com

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19. Define System Wide Initial Document Settings

General

Would you like SAP B1 to Calculate the Gross Profit for all A/R Invoices?

Yes

No

Which would you like the Remarks Area on Target Documents to include:

Customer/Vendor Ref. No. (Customer PO or Vendor Order )

The Base Document’s Number.

(i.e. an invoice created from a Sales Order would list “Created from Sales Order Number: xxx” in the Remarks section of the Invoice)

When Displaying a Sales BOM (Kitted Item) in Documents, Show

Price and Total for Parent Item Only

Price for Child Items that Comprise Parent

When Attempting to Release Stock Below item’s Minimum Level, what would you like the system to do:

Do Not Warn

Warning Only

Block Release

if so, by Warehouse Yes / No:

Does your business allow Negative Quantity? Yes

No

If rounding is required which method would like the system to use when rounding?

By Currency

By Document

In your purchasing documents would you like the Exchange Rate Based on:

Posting Date

Document Date

Would you like the system to round the tax amount in rows

(Select to set the rounding of tax amounts per document row. If this option is deselected, document rows display the not rounded tax amount, and the system will round tax amounts per tax groups.)

Yes

No

Display Rounding Remark

(Select to determine whether a remark will be displayed in the Remarks field of the sales document when an amount has been rounded. If you select the checkbox, a remark in a foreign-currency invoice for a customer is displayed stating that the discount amount is different from the discount percentage due to rounding.)

Yes

No

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Define System Wide Initial Document Settings (Cont)

Would you like to Warehouse Address set up in the Warehouse file on Purchase Order?

(Select if you want the Ship To address of the purchase document (Logistics tab) to be the warehouse address. If this checkbox is deselected, the Ship To address will be the address of the company)

Yes

No

Would you like the system to block documents (i.e. Invoices, A/P Vouchers) that have a posting date in the past or the future

Block Documents with a Past Posting Date

Block Documents with a Future Posting Date

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